OpenText Extended ECM For SAP Solutions 16.2.6 - Customizing Guide English (ERLK160206-CGD-EN-03)

OpenText™ Extended ECM for SAP®
Solutions
Customizing Guide
This guide contains the customizing of OpenText Extended

ECM for SAP Solutions after the installation. It describes how to
configure business workspaces, business attachments and the
integration of Extended ECM in SAP applications like ERP,
SRM, and CRM.
ERLK160206-CGD-EN-03
OpenText™ Extended ECM for SAP® Solutions
Customizing Guide
Rev.: 2018-Oct-25
This documentation has been created for software version 16.2.6.
It is also valid for subsequent software versions as long as no new document version is shipped with the product or is
published at https://knowledge.opentext.com.
Open Text Corporation
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Every effort has been made to ensure the accuracy of the features and techniques presented in this publication. However,
Open Text Corporation and its affiliates accept no responsibility and offer no warranty whether expressed or implied, for the
accuracy of this publication.
Table of Contents
1 What is OpenText Extended ECM for SAP Solutions .......... 13
1.1 What is new in version 16.2.6 .......................................................... 13
1.2 Related documentation .................................................................... 14
2 Concepts, scenarios and best practices ............................... 17

2.1 Concepts ........................................................................................ 17
2.1.1 Business objects ............................................................................. 17
2.1.2 Business workspaces ...................................................................... 17
2.1.2.1 Related Workspaces ....................................................................... 19
2.1.2.2 Cross-application business workspaces for multiple business objects ...19
2.1.2.3 Workspace hierarchies and composite business workspaces ............. 20
2.1.2.4 Connected Workspaces: Business workspaces without business
object type ...................................................................................... 21
2.1.3 Business attachments ..................................................................... 21
2.1.3.1 Manual business attachment creation ............................................... 24
2.1.3.2 Automatic adding of business objects ............................................... 25
2.1.4 Document declarations and Records Management ............................ 26
2.2 Best practices ................................................................................. 27
2.2.1 Workspace templates ...................................................................... 27
2.2.2 Workspace permissions ................................................................... 28
2.2.3 Group Replacement ........................................................................ 29
2.2.4 Workspace types ............................................................................ 29
2.2.5 Workspace storage location ............................................................. 30
2.2.6 Workspace creation ........................................................................ 31
2.2.6.1 Initial load ....................................................................................... 31
2.2.6.2 Impersonation for automatic workspace creation ............................... 33
2.3 Using SAP Customizing (IMG) ......................................................... 34
2.4 Connecting a business application ................................................... 36
3 Configuring business workspaces ........................................ 39

3.1 Customizing steps ........................................................................... 40
3.1.1 Configuration steps, which need system administrator’s permissions .. 41
3.2 Granting permissions and privileges for business administrators ........ 42
3.3 Implementing a property provider in SAP .......................................... 43
3.4 Creating a business object declaration in SAP .................................. 44
3.5 Selecting a template, classification or category based on business
properties ....................................................................................... 47
3.6 Understanding the configuration volumes ......................................... 49
3.7 Creating a category for workspace type and business object type ...... 50
3.8 Creating a classification for workspace templates and location ........... 52
3.9 Creating a root folder for the business workspaces ............................ 53
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3.10 Configuring multilingual metadata languages .................................... 54

3.11 Creating a workspace type .............................................................. 55
3.11.1 General settings of a workspace type ............................................... 58
3.11.1.1 Widget icon ..................................................................................... 63
3.11.2 Advanced settings of a workspace type ............................................ 63
3.11.3 Classic View: Configuring sidebar widgets ........................................ 65
3.11.3.1 Attributes sidebar widget ................................................................. 67
3.11.3.2 Recent Changes sidebar widget ....................................................... 68
3.11.3.3 Related Items sidebar widget ........................................................... 68
3.11.3.4 Work Items sidebar widget ............................................................... 70
3.11.3.5 Workspace Reference sidebar widget ............................................... 71
3.11.4 Editing workspace names ................................................................ 71
3.11.5 Using patterns for workspace names and business object names ....... 72
3.11.6 Using patterns for the location path .................................................. 73
3.11.7 Using the Reference attribute ........................................................... 75
3.11.8 Managing workspace types .............................................................. 78
3.12 Smart View: Creating custom columns ............................................. 79
3.13 Smart View: Creating a perspective with Perspective Manager .......... 80
3.13.1 Header widget ................................................................................ 82
3.13.2 Related Workspaces widget ............................................................. 83
3.13.3 Team widget ................................................................................... 86
3.13.4 Metadata widget ............................................................................. 87
3.13.5 Workspaces widget ......................................................................... 87
3.13.6 Business Attachments widget .......................................................... 88
3.13.7 Dossier widget ................................................................................ 91
3.13.8 Header widget with business object information ................................ 91
3.13.9 Scan barcode widget ....................................................................... 92
3.14 Smart View: Creating an activity manager object for the Activity
Feed .............................................................................................. 93
3.15 Defining a workspace template ........................................................ 94
3.15.1 Configuring document template settings ........................................... 95
3.15.2 Creating a workspace template ........................................................ 96
3.15.3 Creating document type rules for a completeness check .................... 98
3.15.4 Defining permission handling for business workspace templates ...... 100
3.15.5 Creating workspace hierarchies ..................................................... 100
3.15.6 Defining team roles and team participants ...................................... 101
3.15.6.1 Handling of roles and participants .................................................. 103
3.15.6.2 Role mapping in workspace hierarchies .......................................... 104
3.15.7 Defining group replacement settings ............................................... 104
3.15.8 Defining and using variables .......................................................... 105
3.15.9 Displaying related business workspaces in a folder ......................... 106
3.15.10 Converting a binder/case template to a workspace template ............ 108
iv OpenText Extended ECM for SAP Solutions – Customizing Guide

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3.16 Configuring business object types .................................................. 109

3.16.1 Configuring a basic business object type ........................................ 111
3.16.2 Configuring the creation of business workspaces ............................ 112
3.16.3 Assigning attachment declaration to document type ........................ 113
3.16.4 Mapping business properties to category attributes ......................... 114
3.16.5 Preparing barcode scanning .......................................................... 115
3.16.6 Managing business object types ..................................................... 116
3.17 Creating the display URL ............................................................... 117
3.17.1 SAP ERP ..................................................................................... 117
3.17.2 SAP SRM ..................................................................................... 119
3.17.3 SAP CRM ..................................................................................... 121
3.17.4 SAP Hybris Cloud for Customer ..................................................... 122
3.17.5 SAP Fiori ...................................................................................... 123
3.18 Granting usage privileges to users ................................................. 123
3.19 Mapping authorizations in SAP ...................................................... 124
3.20 Customizing the search help in SAP ............................................... 126
3.20.1 Providing input help for search help fields ....................................... 126
3.20.2 Mapping the business object keys for a search help ........................ 127
3.21 Customizing the automatic creation or update of business
workspaces in SAP ....................................................................... 128
3.22 Creating business workspaces and declaring document
asynchronously ............................................................................. 129
3.22.1 Setting up asynchronous queueing for event-based creation ............ 131
3.22.2 Setting queue properties ................................................................ 131
3.22.3 Monitoring the asynchronous queue ............................................... 133
3.23 Enabling cross-application business workspaces for multiple
business objects ........................................................................... 135
3.24 Enabling composite business workspaces ...................................... 136
3.25 Enabling OpenText Recycle Bin for business workspaces ............... 138
3.26 Customizing container behavior of business workspace items .......... 138
3.27 Checking the appearance of the SAP integration ............................. 139
3.28 Allowing users to save MS Outlook emails to business workspaces .. 142
3.28.1 Preparing to install the Business Workspaces Outlook add-in .......... 142
3.28.2 Downloading an Outlook add-in manifest file ................................... 142
3.28.3 Installing the Business Workspaces Outlook add-in ......................... 143
3.28.4 Preparing your environment for the add-in ...................................... 144
3.28.4.1 Creating Content Server folders for the add-in ................................. 144
3.28.4.2 Creating search forms for the add-in ............................................... 145
3.28.5 Configuring add-in settings ............................................................ 146
3.28.5.1 Examples: Configuring email saving options ................................... 148
3.28.6 Configuring rules and email search settings to display suggested
workspaces .................................................................................. 150
3.28.6.1 Understanding how rules and email search settings are applied ....... 150
OpenText Extended ECM for SAP Solutions – Customizing Guide v

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3.28.6.2 Testing rules and email search settings .......................................... 153

3.28.6.3 Configuring and testing rules and email search settings ................... 153
3.28.6.4 Examples: Workspace rules ........................................................... 157
3.28.6.5 Allowing email fields to be extracted for indexing ............................. 159
3.28.6.6 Displaying tracing messages in the add-in ...................................... 159
3.28.6.7 Transporting add-in settings to a different Content Server system .... 160
3.28.7 Configuring your environment for SSO authentication ...................... 161
3.28.7.1 Configuring security settings for SSO authentication ........................ 161
3.28.8 Adding URLs to the list of trusted sites in Internet Explorer .............. 162
4 Configuring business attachments ..................................... 163

4.1 Customizing steps ......................................................................... 164
4.2 Configuring the adding of business objects to Content Server items . 164
4.3 Content Server: Configuring the automatic adding of business
objects ......................................................................................... 166
4.4 Content Server: Granting object and usage privileges ...................... 167
4.5 Automatically updating business attachments ................................. 168
5 Configuring events for business workspaces and

business attachments ........................................................... 169
5.1 Preparing events implementation ................................................... 169
5.2 SAP: Linking events to receiver type function modules .................... 170
5.3 SAP: Using change documents for the automatic creation and
updates when events are missing .................................................. 177
5.4 SAP: Maintaining change document events .................................... 179
6 Configuring document declarations .................................... 183

6.1 Prerequisites and customizing steps ............................................... 184
6.2 Enabling document declaration for ArchiveLink documents .............. 185
6.3 Enabling document declaration for print lists ................................... 187
6.4 SAP: Implementing a property provider for document declaration ..... 188
6.5 Content Server: Setting up categories for ArchiveLink documents
and print lists ................................................................................ 189
6.6 SAP: Creating an Enterprise Library item type and additional
categories for a specific property provider ....................................... 190
6.7 SAP: Creating an Enterprise Library item type and additional
categories for a generic property provider ....................................... 192
6.8 Content Server: Setting up RM classifications for ArchiveLink
documents and print lists ............................................................... 194
6.9 Unique names for Content Server items ......................................... 194
6.9.1 Creating unique names ................................................................. 195
6.9.2 Creating unique name groups ........................................................ 196
6.10 SAP: Creating a document declaration ........................................... 196
6.11 SAP: Providing multilingual document names ................................. 205
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6.12 SAP: Assigning a document declaration to a business object and a

document type .............................................................................. 207
6.13 SAP: Customizing the dialog to declare documents ......................... 209
6.14 Configuring automatic document declaration ................................... 210
6.14.1 Maintaining receiver modules for automatic declaration of print lists . 212
6.14.2 Maintaining receiver modules for CHANGED events (optional) ......... 215
7 Using scheduled processing ................................................ 219

7.1 Creating a scheduled job ............................................................... 219
7.2 Editing and running a scheduled job ............................................... 220
7.3 Handling failed items ..................................................................... 224
8 Using the Content Server Integration Widget ..................... 225

8.1 Prerequisites ................................................................................ 226
8.2 Integration in NetWeaver Business Client ....................................... 228
8.3 Troubleshooting for integration widget ............................................ 229
8.3.1 Browser does not display integration widget correctly ...................... 229
8.3.2 User does not see logging in browser ............................................. 229
8.3.3 Smart View in Content Server or the integration widget returns
Error: Bad Request (400) ............................................................... 230
9 Reporting incidents to SAP Solution Manager ................... 231
10 Integrating Extended ECM for SAP Solutions into SAP

GUI .......................................................................................... 233
10.1 Customizing the Generic Object Services (SAP GUI) ....................... 233
10.2 Select items to be displayed in Business Content window ................ 236
10.3 Customizing the context menu of the Business Content window ....... 236
10.3.1 Customizing the Business Content window context menu with
Content Server menu entries ......................................................... 237
10.3.2 Adding custom functionality to the Business Content window
context menu ................................................................................ 238
10.3.3 Opening a document from the Business Content window context
menu ............................................................................................ 239
10.4 Providing Drag-and-drop functionality for the Business Content
window ......................................................................................... 239
10.5 Enabling the integration widget in the Business Content window ...... 239
10.6 Configuring Microsoft IIS to return meaningful REST API error
messages ..................................................................................... 240
10.7 Maintaining Content Server subtypes as copy/move target in the
Business Content window .............................................................. 241
10.8 Providing access to local folders for the Business Content window ... 242
10.9 Integrating Viewers in the Business Content window ....................... 243
10.10 Customizing MIME types for preview .............................................. 245
10.11 Customizing the GOS Attachment list for Records Management ...... 246
OpenText Extended ECM for SAP Solutions – Customizing Guide vii

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Hybris Cloud for Customer ................................................... 249
11.1 Preparing Content Server for the SAP Hybris integration ................. 251
11.2 Customizing the integration in SAP Hybris Cloud for Customer ........ 252
11.3 Configuring Single Sign-on ............................................................ 256
11.4 Additional resources for developers ................................................ 257

Fiori apps ............................................................................... 259
12.1 SAP Fiori architecture .................................................................... 259
12.2 Integration of OpenText products ................................................... 259
12.2.1 Extended ECM for SAP Solutions in SAP Fiori ................................ 260
12.2.1.1 Relevant packages for integration .................................................. 261
12.2.2 Extended ECM for SAP Solutions and OpenText Business Center
for SAP Solutions .......................................................................... 261
12.2.2.1 Packages for integration ................................................................ 262
12.2.2.2 Packages for business browsing .................................................... 263
12.3 Customizing for a Fiori integration .................................................. 264
12.4 Customizing the Fiori Launchpad for OpenText Test Launcher ......... 266
12.4.1 Frontend: Adding the OData services ............................................. 267
12.4.2 Frontend: Activating the ICF services ............................................. 267
12.4.3 Frontend: Configuring navigation .................................................... 268
12.4.3.1 Defining a semantic object ............................................................. 269
12.4.3.2 Defining catalogs, target mapping, groups and tiles ......................... 269
12.4.4 Frontend: Configuring access ........................................................ 272
12.5 Creating your own extension of an SAP Fiori app ............................ 273
12.6 Creating your own Fiori app for business object browsing ................ 275
12.6.1 Understanding authorizations ......................................................... 276
12.6.2 Customizing the SAP backend system ........................................... 277
12.6.3 Customizing the SAP frontend system ............................................ 284

CRM ........................................................................................ 287
13.1 Customizing the integration into SAP CRM Web Client UI ................ 287
13.2 Customizing the integration into SAP CRM Interaction Center Web
Client UI ....................................................................................... 296
13.3 Providing documents from a business workspace as email
attachments .................................................................................. 304
13.3.1 Integrating Content Server access into the Web Client email screen . 305
13.3.2 Integrating Content Server access into the Interaction Center email
screen .......................................................................................... 309

SRM ......................................................................................... 315
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14.1 Customizing the component configuration ....................................... 315

14.2 Customizing automatic creation of business workspaces ................. 318
14.3 Customizing the log-off from Content Server ................................... 319
14.4 Using version-independent business objects ................................... 320
15 Preparing the Content Server search functionality for

users ....................................................................................... 323
15.1 Configuring the search in related business workspaces ................... 324
15.2 Indexing documents and other items with business workspace
attributes ...................................................................................... 325
15.3 Creating a search slice for business workspaces ............................. 327
15.4 Creating a search form for business attachments ............................ 328
15.5 Configuring a simple search for Classic View .................................. 330
16 Managing authorization ........................................................ 335

16.1 SAP: Exporting authorizations ........................................................ 336
16.2 Opening the policies volume .......................................................... 338
17 Mapping SAP roles to OTDS groups or Content Server

groups .................................................................................... 341
17.1 Defining the user partition for group mapping .................................. 341
17.2 Configuring SAP group mapping .................................................... 342
18 Auditing .................................................................................. 345
19 Performing license measurement ........................................ 347

19.1 Technical overview ........................................................................ 348
19.2 Prerequisites ................................................................................ 350
19.3 Preparing license measurement on the SAP system ........................ 350
19.3.1 Setting up users for measurement .................................................. 350
19.3.2 Maintaining measurement tables .................................................... 352
19.4 Preparing license measurement on Content Server ......................... 355
19.5 Running license measurement ....................................................... 356
19.5.1 Running in standard mode ............................................................. 357
19.5.2 Running in expert mode ................................................................. 358
19.6 Creating an export file with license data .......................................... 363
19.7 Understanding the consolidated measurement results ..................... 364
19.8 Understanding and resolving licensing issues ................................. 365
19.8.1 Validation issues after consolidation ............................................... 366
19.8.2 Validation issues types on the SAP system ..................................... 367
19.8.3 Validation issue types on Content Server ........................................ 370
20 Transporting configuration objects ..................................... 371

20.1 Importing a configuration from Extended ECM 16 ............................ 371
OpenText Extended ECM for SAP Solutions – Customizing Guide ix

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21 Using batch operations ......................................................... 373

21.1 Content Server: Migrating binders and cases to business
workspaces .................................................................................. 373
21.1.1 Preparing the migration ................................................................. 373
21.1.2 Converting a binder or case template to a workspace template ........ 374
21.1.3 Mapping binders and cases to workspace templates ....................... 374
21.1.4 Running and monitoring a migration process ................................... 375
21.1.5 Configuring log settings for the migration ........................................ 376
21.2 SAP: Creating or updating business workspaces using batch
operations .................................................................................... 376
21.3 SAP: Declaring ArchiveLink documents using batch operations ....... 378
21.4 SAP: Declaring print list records using batch operations .................. 381
21.5 SAP: Monitoring batch processing jobs ........................................... 382
21.6 SAP: Scheduling jobs for removing deleted records ......................... 384
22 Analyzing and troubleshooting ............................................ 387

22.1 Analyzing the SAP system ............................................................. 387
22.1.1 Understanding the SAP Diagnostic Program ................................... 387
22.1.2 Understanding the details of the Diagnostic Program ....................... 388
22.1.3 Understanding the Configuration Report ......................................... 390
22.1.4 Using the Error Queues ................................................................. 390
22.1.5 Analyzing the application log .......................................................... 394
22.2 Understanding the Content Server System Report .......................... 398
22.3 Configuring logging for the Connected Workspaces module ............. 401
22.4 Creating log files for OpenText Customer Support ........................... 401
22.4.1 Logging authentication issues ........................................................ 401
22.4.2 Generating Content Server log files ................................................ 402
22.4.3 Creating a cumulative update report ............................................... 403
22.5 Finding version information for relevant system components of
Extended ECM for SAP Solutions .................................................. 404
22.6 Troubleshooting ............................................................................ 405
22.6.1 Content Server HTML dialogs do not display in SAP due to an
connection error ............................................................................ 405
22.6.2 A logon screen is displayed instead of Content Server HTML dialogs 405
22.6.3 Smart View in Content Server or the integration widget returns
Error: Bad Request (400) ............................................................... 406
22.6.4 A user cannot declare records or view record details ....................... 406
22.6.5 A user cannot declare records or view record details or maintain
document declarations .................................................................. 406
22.6.6 When storing a business document in a given SAP business object,
a record is not automatically declared ............................................. 407
22.6.7 Business workspaces cannot be displayed anymore in SAP once
the Undelete module is removed .................................................... 407
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22.6.8 Problems with MIME type of uploaded content ................................ 407

22.6.9 A workspace type is not available to configure a business object
type .............................................................................................. 408
22.6.10 The URL to the business object is not displayed in the workspace’s
Properties tab ............................................................................... 408
22.6.11 Problems with SAP Fiori apps ........................................................ 408
22.6.12 Business Content window shows logon screen ............................... 409
22.6.13 Cannot open document in Business Content window ....................... 409
23 Preparing a checklist for the maintenance team ................ 411
GLS Glossary 413
OpenText Extended ECM for SAP Solutions – Customizing Guide xi

Chapter 1
What is OpenText Extended ECM for SAP Solutions
OpenText Extended ECM for SAP Solutions is a combination of Content Server

modules, web services and an SAP package, with which you can integrate Content
Server functionality into SAP business processes. This includes functionality for
document and records management, archiving, workflow, and collaboration.
Business A business workspace in Content Server contains content that is relevant for a business
workspaces, object. From Content Server side, users can easily view the data of this business
cases and
binders
object. From the business application, users can access Content Server items in the
business workspace without leaving their system. To make full use of the Content
Server functionality, not only business workspaces but also cases and binders can be
configured for Extended ECM for SAP Solutions.
Business In addition to the content that is stored in a business workspace for a business object,
attachments users can connect additional documents as business attachments to a business object.
Business rela- Extended ECM for SAP Solutions provides tools to illustrate a relationship between
tionships business workspaces. For example, a hierarchical relationship between business
workspaces can be displayed in a sidebar widget of a business workspace.
1.1 What is new in version 16.2.6

This document applies to software version 16.2.6.
“Related documentation”, page 14

The Overview Guide (ERLK-GGD) and the Administration Guide (ERLK-AGD)
are discontinued. Information from these guides has been moved to OpenText
Extended ECM for SAP Solutions - Customizing Guide (ERLK-CGD) and OpenText
Extended ECM for SAP Solutions - Installation and Upgrade Guide (ERLK-IGD),
respectively.
“General settings of a workspace type”, page 58
You can now select if users are allowed to copy business workspaces of a type.
“General settings of a workspace type”, page 59
You can now use the fast bulk method to create business workspaces.
“Preparing barcode scanning”, page 115
You can now use a QR code scanner on mobile devices to open business
workspaces.
“Reporting incidents to SAP Solution Manager“, page 231
You can now enable users to report incidents directly from Smart UI.
OpenText Extended ECM for SAP Solutions – Customizing Guide 13

Chapter 1 What is OpenText Extended ECM for SAP Solutions
“Integrating Extended ECM for SAP Solutions into SAP Hybris Cloud for
Customer“, page 250
You can now integrate business workspaces in SAP Hybris Cloud for Customer.
Extended ECM provides seamless integration for business objects account, lead,
and business opportunity.
“Creating a search form for business attachments”, page 328
You can now provide saved queries in the business attachment widget. Users can
use these queries and the search form to easily find business attachments.
“Transporting configuration objects“, page 371
You can now transport business object types using the Content Server Transport
Warehouse.
1.2 Related documentation

New: The Overview Guide (ERLK-GGD) and the Administration Guide
(ERLK-AGD) are discontinued. Information from these guides has been moved
to OpenText Extended ECM for SAP Solutions - Customizing Guide (ERLK-CGD)
and OpenText Extended ECM for SAP Solutions - Installation and Upgrade Guide
(ERLK-IGD), respectively.
The following documentation is available for Extended ECM for SAP Solutions on
OpenText My Support (https://knowledge.opentext.com/knowledge/llisapi.dll/
Open/10194282):
OpenText Extended ECM for SAP Solutions - Installation and Upgrade Guide (ERLK-IGD)
The Installation Guide describes the installation and upgrade of Extended ECM
for SAP Solutions up to the point where the connection between SAP and
Content Server is established.
OpenText Extended ECM for SAP Solutions - Customizing Guide (ERLK-CGD) (this
guide)
The Customizing Guide describes how to customize SAP and configure Content
Server for Extended ECM for SAP Solutions functionality.
OpenText Extended ECM for SAP Solutions - User Management and Access Control
Scenarios (ERLK-CUM)
This guide discusses user management and access control scenarios.
OpenText Extended ECM for SAP Solutions - User Guide (ERLK-UGD)

The User Guide describes how to use Extended ECM for SAP Solutions
functionality in both SAP and Content Server. This guide is also available as
online help.
OpenText Extended ECM for SAP Solutions - Installation Guide for Microsoft Windows
with Microsoft SQL Server (ERLK-IWS)
This specific Installation Guide describes the setup of one architecture scenario
for Extended ECM for SAP Solutions with Microsoft SQL Server as database.
14 OpenText Extended ECM for SAP Solutions – Customizing Guide

1.2. Related documentation
OpenText Extended ECM for SAP Solutions - Installation Guide for Microsoft Windows
with Oracle Database (ERLK-IWO)
for Extended ECM for SAP Solutions with Oracle as database.
OpenText Extended ECM for SAP Solutions - Installation Guide for SAP HANA (ERLK-
IWH)
for Extended ECM for SAP Solutions with SAP HANA as database.
OpenText System Center Manager - Installation and Configuration Guide (SYSCM-IGD)

OpenText™ System Center simplifies the installation, configuration, patching,
and updating of supported OpenText software applications.
OpenText Extended ECM for SAP Solutions eBook

The eBook describes the key concepts and capabilities of Extended ECM for SAP
Solutions.
The “OpenText Extended ECM for SAP Solutions eBook” is available on
OpenText My Support (https://knowledge.opentext.com/knowledge/llisapi.dll/
Open/18208703).
Content Server Champion Toolkit

A variety of documents deals with deployment scenarios of Content Server as
well as Best Practices examples.
The Content Server Champion Toolkit documents are available on OpenText My
Support (https://knowledge.opentext.com/knowledge/llisapi.dll/open/19905386).
Release Notes The Release Notes describe the following aspects in detail:
• The software supported by the product
• Requirements
• Restrictions
• Important dependencies
• Last-minute changes regarding the documentation
• Manual IDs of the current documentation
The Release Notes are continually updated. The latest versions of the Extended ECM
for SAP Solutions Release Notes is available on OpenText My Support: Extended
ECM for SAP Solutions (https://knowledge.opentext.com/knowledge/llisapi.dll/
Open/67811874).

Chapter 2
Concepts, scenarios and best practices
2.1 Concepts
2.1.1 Business objects
A business object is the representation of a real-life entity in a business application.
For example, a business application for Enterprise Resource Planning (ERP)
maintains business objects for products, orders, deliveries and so forth. Every
business object is defined by a set of attributes and by its relations to other business
objects.
2.1.2 Business workspaces

A business workspace is a dedicated Content Server container, which is created for a
business object. In this business workspace, authorized users can view meta-
information of the business object, share documents and use social media functions.
Business workspaces can also be “stand-alone” with no link to a business object,
although this is meant to be only a temporary status.
Figure 2-1: Sample business workspace in Content Server in Smart View

Chapter 2 Concepts, scenarios and best practices
# Description Customizing steps

1 Navigation with the Help button, the Standard Content Server functionality
Home button, and breadcrumbs.
2 Business object information: Title, widget “Configuring business object types”
icon and other configurable metadata. on page 109
Icons for comments and favorite “Header widget with business object
information” on page 91
3 Search within a widget Standard Content Server functionality
4 Expanded view of a widget with more Standard Content Server functionality
details
5 Content Server search “Preparing the Content Server search
functionality for users“ on page 323
6 User profile Standard Content Server functionality
7 Activity feed with latest events around this “Smart View: Creating an activity manager
business workspace object for the Activity Feed” on page 93
8 More content and metadata organized in “Smart View: Creating a perspective with
different tabs Perspective Manager” on page 80
9 Widgets for metadata, the team, other “Smart View: Creating a perspective with
related workspaces, or other. Perspective Manager” on page 80
Metadata around the business object is displayed in widgets, which can be

configured according to your needs. In this example, the Related Workspaces widget
displays Sales Opportunities for this customer, the Team widget shows all users
who are involved with this customer, and an Activity View displays the latest events
like document or metadata updates. In the Metadata widget, you can see meaningful
attributes. These attributes originate from the business application and are
maintained there.
Content is visible in the Documents tab. You can have a dedicated folder structure
for each workspace type.
The layout of this business workspace is defined by a perspective, which you can
design for each business object. A perspective can also be specific to a role or to a
device.

2.1. Concepts
2.1.2.1 Related Workspaces

Business workspaces can be semantically related. For example, business workspaces
for sales orders are related to the customer who ordered the goods.
Relationships are created and maintained in the SAP system and transferred to
Content Server through the property provider, thus, additional coding may be
required.
You can display related workspaces in widgets of the business workspace

perspective or in a related workspaces folder.
2.1.2.2 Cross-application business workspaces for multiple business

objects
If you have semantically similar business object types in different SAP systems, such
as a customer in an ERP system and a business partner in an CRM system, you can
create one cross-application business workspace for two or more business objects of
different types and from different SAP systems.
Example 2-1: Business partner in CRM system and customer in ERP

system
You have customer data in two different SAP systems, in the CRM system
and in the ERP system. You want to create business workspaces for the
customer data. Because the data in both systems is semantically identical,
you only want to create one cross-application business workspace for each

customer that contains the information from both the CRM and the ERP
system.
Example 2-2: Vendor in SRM system and in ERP system
You have vendor data in two different SAP systems, in the SRM system and
in the ERP system. You want to create business workspaces for the vendor
data. Because the data in both systems is semantically identical, you only
want to create one cross-application business workspace for each vendor
that contains both the information from the SRM system and from the ERP
system.
For more information, see “Enabling cross-application business workspaces for

multiple business objects” on page 135.
2.1.2.3 Workspace hierarchies and composite business workspaces

Workspace hierarchies define, which workspace type can be created within another
workspace type, resulting in a meaningful nested structure. For more information,
see “Creating workspace hierarchies” on page 100.
Composite business workspaces are used for complex business objects in an SAP
system, which contain dependent entities that cannot stand alone. For example, in
the SAP Plant Maintenance module, a task list operation can only exist in the context
of a task list. This mandatory relation can be mirrored by composite business
workspaces where each sub-entity has a separate business workspace inside its parent
business workspace. This feature is recommended for cases where dependent
business objects are involved.
Example: When a business workspace for a maintenance task list is created from SAP side,
either manually or automatically, business workspaces for all operations are created
automatically inside the task list’s business workspace.
Note: For the composite business workspace scenario, you need a property
provider that supports composite business workspaces. For more information,
see the SAP Extended ECM Solution Accelerator for SAP PM which is available
in OpenText My Support (https://knowledge.opentext.com/knowledge/cs.dll/
Open/SAP_PM__Plant_Maintenance__Blueprint).
For more information, see Section 3.24: “Enabling composite business workspaces”
on page 136.

2.1. Concepts
2.1.2.4 Connected Workspaces: Business workspaces without business

object type
You can create business workspaces that have no relation to a specific business
object of an SAP system. Therefore, metadata is maintained in category attributes, all
other functionality is the same as in regular business workspaces.
2.1.3 Business attachments

A business attachment is a Content Server item, which is stored somewhere in
Content Server, and which is attached to a business object. The Content Server item
can, for example, be a document or a folder.
From Content Server perspective, a user adds a business object to an item in Content
Server. Users can then view the business object information in Content Server
without the extra effort of accessing the SAP system and logging on to it.
From the SAP system, the document is a business attachment in the Business Content
window of the business object. SAP user can access the document without leaving
the SAP system.
Example 2-3: Oil pump manuals as business objects
Your company maintains several different oil pumps. All oil pumps share
the same manual. You store the oil pump manual in Content Server and add
this document as business attachment to the pumps’ business objects.
In Content Server, you see all oil pumps that use this manual. In other
words, you see which business objects are added to this document.
In SAP, you see the manual attached to each pump business object in the
Business Content window.
Business attachments can also be added automatically using an attribute,

which acts as a trigger. For example, each time you create a business object
for a new “pump” and this pump business object has the attribute “oil”, the
manual is added automatically as business attachment to the new business
object.

Figure 2-2: Business attachments
In Content In Content Server, business objects are displayed in a tab in the properties of
Server Content Server item. With sufficient permissions, you can display the business
object, edit it or remove the link. If available, you can access the related business
workspace.
Figure 2-3: Business objects for a document on Content Server
In SAP From an SAP system, a business attachment is a link to a document or folder in

Content Server. The referenced Content Server item is then displayed in the SAP
system.
In SAP GUI, business attachments are displayed in the Business Content window.

2.1. Concepts
Figure 2-4: Business attachments in SAP GUI
Types of creation
Business attachments can be created in the following ways:

• Automatically triggered by the value of a category attribute on Content Server
side
• Manually created on Content Server by adding a business object
• Manually created on the SAP system, either with the SAP GUI or the Web UI by
adding a business attachment

2.1.3.1 Manual business attachment creation

If manual creation of business attachments is enabled, users with appropriate
permissions can create business attachments.
On an SAP system, users have different options, depending on the system and the
user interface, for example the Business Content window (Figure 2-5), or a button in
the Web Client UI (Figure 2-6).
Figure 2-5: Manual creation in SAP GUI
Figure 2-6: Manual creation in SAP CRM Web Client UI

2.1. Concepts
Figure 2-7: Manual adding of business objects on Content Server
On Content Server, items must be configured to accept business attachments,

usually these items are documents or folders.
2.1.3.2 Automatic adding of business objects

A business object can be added automatically to a Content Server item. Automatic
adding is triggered when a certain category attribute of a Content Server has a
defined value.
Automatic adding is triggered when a certain category attribute has a defined value.
You configure, which attribute triggers the creation, and which attributes determine
the target business object.
The category attribute that triggers the automatic adding must deliver true or
false (Boolean). You can reach that by creating an attribute with type Flag:
Checkbox. This provides the information checked or unchecked. In addition,
another attribute contains the business object ID to which the Content Server item
will be attached to automatically. The business object type is defined in the business
object type configuration where you define the automatic adding.

A Content Server item has got the category that contains both attributes: Attribute
for triggering and attribute with business object key. The automatic attach function
will be executed, if this trigger attribute has got the value true or checked. This
Content Server item is now automatically attached to the business object instance
that was defined by ID & type.
For more information, see “Content Server: Configuring the automatic adding of
business objects” on page 166.
2.1.4 Document declarations and Records Management

You can store SAP ArchiveLink documents and SAP print lists as documents in
Content Server.
ArchiveLink is a standard SAP service, which links archived documents to the

respective document object in SAP. With OpenText Extended ECM for SAP
Solutions you also create a record in Content Server, where you can apply additional
document management features like Records Management.
Print lists are generated by reports in the SAP system. They can be archived using
the standard ArchiveLink functionality.
Note: If you plan to make documents and print lists available in business
workspaces, you also must configure the system for the use of business
workspaces before you can configure document declarations. For more
information, see section 24.12 “Preparing document declaration” in OpenText
Extended ECM for SAP Solutions - Installation and Upgrade Guide (ERLK-IGD) and
“Configuring business workspaces“ on page 39
Records Management
Records Management ensures that content is under a formal program that provides
consistent control and lifecycle management rules. This includes capabilities to
define content retention policies in addition to formalizing the procedures to classify
(ensuring appropriate metadata), retain, destroy or archive content in Extended
ECM for SAP Solutions.
As you add a document to Content Server, the object and its content can be classified
and managed as a record, based on metadata, retention schedule, or vital record
status. In addition, administrators can set up the metadata fields desired for
population during record declaration. This can be accomplished through categories
and attributes. Categories and attributes are additional metadata that are applied
based on the specific business needs and processes.
Extended ECM for SAP Solutions allows you to declare an SAP ArchiveLink
document and print lists as records that are under control of Records Management.
The declaration can be performed automatically during document creation or
manually by a user. In addition, an administrator can perform the declaration
procedure in batch mode.

2.2. Best practices
For more details on declaring records in OpenText DocuLink for SAP Solutions, see
OpenText DocuLink for SAP Solutions - User Guide (DC-UGD).
2.2 Best practices

This section provides best practices, tips and tricks that you should consider when
you plan your Extended ECM system. It makes not claim to completeness and
cannot consider the peculiarities of every Extended ECM landscape. OpenText
Professional Services will help you plan and optimize your system.
2.2.1 Workspace templates

A workspace template is the basis for creating each new business workspace. You
define the following information in a workspace template:
• Folder structure
• Team roles
• Folder permissions
• Categories and attributes
• Group replacements
• Classifications
Good template design avoids rework effort of existing business workspaces

A workspace template is the master copy for all business workspaces that are
being created from it. This means that everything you configured in the
workspace template is merely copied to the new business workspace, and the
business workspace does not maintain any connection to the template. So
changing the structure or access permission in the template has no effect on
existing business workspaces. It only effects new business workspaces.
Therefore, carefully design your template, especially before you start the mass
creation of business workspaces for the initial load. of
Avoid complex folder structures for business workspaces

From end user perspective, a complex folder structure adds additional
complexity for accessing and managing documents. It can also have a negative
impact on the performance of the system when you create huge numbers of
business workspaces.
Disable category inheritance on the workspace template level

When a business workspace is created, the data of the business object in the SAP
system is synchronized to category attributes of the business workspace.
OpenText recommends that you disable category inheritance for all categories,
which are updated by the SAP system, to synchronize the data only on
workspace level, but not pass it on to all sub-items in the business workspace
like folders or documents for the following reasons:
• Category inheritance synchronizes the category attributes of sub-items only

once during creation. Updates in the data are not passed on, which causes
inconsistencies.

• If you have a complex workspace structure, category inheritance may have a

negative impact on the performance.
• To avoid this inconsistency, OpenText recommends that you disable
category inheritance on the template level. If you have multiple categories,
you can disable the inheritance only for the category, which is connected to
the SAP system.
To help users find sub-items of a business workspace, not just the business
workspace, you index these sub-items with the same metadata as the business
workspace. This setting is located in the workspace type. For more information,
see “Indexing documents and other items with business workspace attributes”
on page 325.
Disable classification inheritance
You can add classifications to the workspace template for various reasons. One
reason is to link workspace type, template and folder and thus identify which
workspace type can be created in a certain folder. You can disable classification
inheritance for these technical classification.
Keep folder names unique within a workspace template
When you are designing more complex folder structures, avoid using the same
folder name in different folder hierarchies. For example, do not create two Email
sub-folders in different folders. While this is still valid, you will run into issues
when creating a Livereport or WebReport against the Email folder. Also when
adding the Email folder to your favorite items, it becomes unclear which folder
you are actually referring to.
2.2.2 Workspace permissions

Permissions in Content Server give users rights to access business workspaces,
folders and documents and define the actions they can do on them.
You should have a clear picture who needs access to what and what kind of access
before you set up the permissions in Content Server. The permission concept ideally
is simple to implement and simple to maintain. It should follow some basic rules
and ideally does not contain exceptions.
• Define a consistent naming convention for groups and roles.
• Assign permissions to groups and not individual users.
• Permissions on documents are defined by the parent folder. If there is a need to
have documents with different access rights inside one folder, add sub-folders
for each set of permission rights.
• Higher in the folder structure more people have restricted access, lower in a
folder structure less people have access but with more rights. Ideally, end users
should not have Edit permissions, because then it is no longer possible to control
who has which access to documents. This is especially the case for compliant
systems.
• Make the workspace template the only source to determine permissions: Disable
the Merge permission with the target location check box on the Specific tab of

2.2. Best practices
the workspace template. Otherwise, business workspaces may have different

permissions and the result will not be easy to understand and to maintain. For
more information, see “Handling of roles and participants ” on page 103
Extended ECM adds the following access control concepts to the standard Content
Server permission concept:
• Group Replacement, which determines access control based on category
attributes. For more information, see “Group Replacement” on page 29.
• Team Roles, which can be individually configured for each business workspace.
For more information, see “Defining team roles and team participants”
on page 101.
2.2.3 Group Replacement

You can use category attributes to control access to a business workspace. This
attributes can be filled by an SAP business property and synchronizes with the SAP
system. It controls which group has access to the business workspace. When the
attribute changes, the group replacement is changed accordingly. Owner, Owner
Group and Public Access do not have any permission, if group replacement is in
place. This is also the case for all sub-items within the template.
You can only use attributes on business workspace level for group replacement
definition.
For more information, see “Defining group replacement settings” on page 104.
2.2.4 Workspace types

The workspace type provides the configuration settings for the creation of business
workspaces. It also defines how business workspaces of this type look like, as
perspectives for SmartUI are associated with the workspace type configuration. The
workspace type also contains indexing and search settings:
Enable indexing
Indexing applies the category attributes of the business workspace to all sub-
items in the business workspace and makes them findable. For more
information, see “Indexing documents and other items with business workspace
attributes” on page 325.
Search in related workspaces
You can enable the search in related workspaces. This extends a search within a
business workspace to all its related workspaces. However, depending on the
complexity of your business relations, this can lead to serious performance loss.
The search follows every configured every relation. So, the more of those related
workspaces exist, the broader will be the search scope and the longer takes the
search result. You should test the performance before your enable the option
Always enabled.
Use fast bulk creation
For the initial load, you can use the fast bulk creation method. This method is
much faster than the standard creation method, but come with restrictions,

regarding the template and structure of the business workspaces. For more
information, see “Create workspaces with fast bulk method” on page 61.
2.2.5 Workspace storage location

An SAP system typically maintains a large number of business objects, which can
result in the same amount of business workspaces. Performance and usability both
influence how you set up the storage location.
Visible folder structure

You can chose to let users see the folder structure and navigate through it to find
a business workspace. Users are used to browse through folders, for example in
Windows file systems. This concept is supported by both Content Server and
Enterprise Connect. You can complement this method with search functionality.
If you want your users to see the folder structure and enable them to browse
through it, you consider the following:
• Use a meaningful grouping criteria and descriptive folder names. Users need
to understand to which folder they have to navigate.
• Keep the number of items on one grouping level manageable, preferably
keep it so low that the folder list does not expand over several pages.
Hidden folder structure

In a high volume scenario, which contains millions of business workspaces, it
can be beneficial to hide the folder structure and provide a more direct access to
business workspaces through search slices, simple searches, or related
workspaces folders. With this approach, you need not care too much to find a
folder structure that is meaningful to the users. For more information, see
“Preparing the Content Server search functionality for users“ on page 323
However, there are limitations regarding performance to consider:
• Although there are no hard limits for how many workspaces can exist in a
single folder, you should ensure that the folder size is not adversely affecting
performance while adding or accessing workspaces. It depends on the
system resources. Storing millions of workspaces inside one single folder
may cause a performance decrease for the workspace creation, and
subsequential higher efforts for database tuning.
• You can avoid performance loss and make better use of different threads, if
you created workspaces in different folders rather than only one.
• While latest Content Server versions have improved the performance for
handling large folders, there are still scenarios where the performance of
large folders have negative impact on system performance. For example,
when pagination is enabled, and if a user wants to access sequential pages
the performance of a very large folders will not be ideal.
You can create your sub-folder structure based on attributes. In the workspace type,
you can create a pattern for the sub-folder name, and it can contain values of an

2.2. Best practices
attribute. For more information, see “Using patterns for the location path ”
on page 73.
If you use a pattern with attributes, you must mind the following:
• The attribute must be a single value attribute.

• The attribute value must never be empty.
To avoid empty values, you make the attribute a mandatory attribute. This is also
prevents errors when a business workspace is created manually as an early
workspace without reference to a business object.
2.2.6 Workspace creation

There are different methods to create business workspaces. For one, users can
manually create a business workspace either from the SAP system or in Content
Server. However, this is a time consuming process and errors may occur when
manually entering metadata. So companies tend to automate the workspace creation
by using one of the following techniques.
1. Define an SAP event to the business object, which triggers the workspace
creation. You can, for example use the CREATE event, to create a business
workspace when a business object is created. Extended ECM provides function
modules for this method for use in real-time and in asynchronous mode.
For business objects that have frequent changes, it is probably better to use the
asynchronous receiver function module, whereas business objects, which are
rarely changed, for example business partners, can be updated in real-time. For
more information, see “Configuring events for business workspaces and
business attachments“ on page 169.
2. Plan regular batch reports in the SAP system to create business workspaces
periodically and in bulks.
You can use these two techniques side by side: Create business workspaces for new
business object in off hours to reduce the system workload, and use the CHANGE
event to update changes in the metadata immediately to Content Server.
2.2.6.1 Initial load

The initial load of a new Extended ECM system creates business workspaces for
already existing business objects. Since the number of business objects can be very
large and therefore takes a lot of time to create business workspaces, you should
plan the initial load very carefully. Factors, which influence this plan are of course
the number of business workspaces to be created, the complexity of the business
workspace structure, the permission setup, the number of category attributes, and
also the current system workload.
Step 1: Create the initial load report

Create an SAP report for the batch creation, which meets your requirements.
You should also consider to run the report asynchronously. For more

information, see “SAP: Creating or updating business workspaces using batch

operations” on page 376.
Step 2: Prepare Content Server for initial load

• Tune the database according to the following documents:
• Best Practices Oracle for OpenText Content Server 10.5 and 16 ( http://
knowledge.opentext.com/knowledge/cs.dll/Overview/64127492)
• Best Practices SQL Server for OpenText Content Server 10.5 (http://
knowledge.opentext.com/knowledge/cs.dll/Overview/61019094)
• The Content Server threads might need to be increased based on the number
of parallel SAP threads you are scheduling. Make sure you have increased
the number of threads of the Content Server instance, which consumes the
ECMLink web service requests.
• Disable category inheritance on template level unless you have decided
otherwise for good reasons.
• Reduce auditing during creation: On the Administration page, click Core
System - Feature Configuration > Event Auditing > Set Auditing Interest
and disable the option Audit an "Attributes Changed" event for Category
Attributes modified during item creation
If you are using group replacement, you can also clear the event Permissions
Changed for the initial load phase.
• Disable the Recommender Agent: On the Administration page, click
Recommender Administration > Configure Recommender System Settings.
Clear the checkbox in the Enable section.
• If you are running the initial load before productive users work on it, you
can disable the index processes during the initial load phase: On the
Administration page, click Search Administration > Open the System
Object Volume > Enterprise Data Source Folder. From the function menu of
the Enterprise Data Flow Manager, select Suspend. Remember to resume
the process.

2.2. Best practices
• If Content Server instances are also used for running agent processes, you
can consider disabling agent processes, especially the distributed agent,
which is used for processing facets and custom columns. To disable the
agent, edit the following section in the opentext.ini file:
[loader]
load=sockserv;agents;notify;wfagent;wrscheduleagent;wrcollectio
nagent
load_daagent=daagent
load_distributedagent=distributedagent
load_relagent=relagent
load_verify=verifyAgent
changed into
[loader]
load=sockserv
#load_daagent=daagent
#load_distributedagent=distributedagent
#load_relagent=relagent
#load_verify=verifyAgent
Step 3: Use the asynchronous queue to parallel declaration jobs

If you are create business workspaces as part of declaring documents, OpenText
recommends that you use the asynchronous queue to parallel the workspace
creation requests. For more information about using the asynchronous queue for
workspace creation, see “Creating business workspaces and declaring document
asynchronously” on page 129.
2.2.6.2 Impersonation for automatic workspace creation

If the business model restricts permissions of end users to create and update
business workspaces, you can create a technical user of type System B, which is
designated for automatic workspace creation and update. Use this technical user for
the following:
• Run the scheduled background job for the initial load of business workspaces
• Using the asynchronous queue to create and update business workspaces
• If the workspace creation and update requests are triggered by a SAP event, you
may consider to create a new logical destination with this technical user to
receive the events.
The technical user must have the required SAP roles and Content Server
permissions to create or update business workspaces. Business workspaces that are
created by background jobs with a technical user, will have this user as owner of the
business workspace.

2.3 Using SAP Customizing (IMG)

Extended ECM for SAP Solutions provides a central customizing menu in SAP in the
OpenText Extended ECM for SAP Solutions structure of SAP’s Customizing
Implementation Guide (IMG) function.
To call the IMG:

1. Start the SPRO transaction.
2. Click SAP Reference IMG.
3. Navigate to the OpenText Extended ECM for SAP Solutions structure and
open it.
4. Select the required activity and click Execute.
If an SAP system displays a different IMG structure rather than standard reference
IMG, the Extended ECM for SAP Solutions customizing is not visible. You have the
following options to access the Extended ECM for SAP Solutions customizing
structure:
• Use transaction SIMGH, save the Extended ECM for SAP Solutions IMG structure
as a favorite and call it from there.
• Add the Extended ECM for SAP Solutions customizing to the existing
customizing structure of transaction SPRO.

2.3. Using SAP Customizing (IMG)
To use transaction SIMGH to access Extended ECM for SAP Solutions

customizing:
1. Start the SIMGH transaction.
2. In the IMG structure field, open the search help and search for the search term
OpenText*. With this search term, you also find IMG structures for other
OpenText products.
3. Double-click on entry.
4. Click Add to Favorites.
5. In the Favorites list, select one entry and click to access the IMG structure.
To add the IMG structure to SPRO transaction:
1. Create an enhancement ID:
a. Start the S_IMG_EXTENSION transaction.

b. Open the search help of field Enhancement ID.
c. Click Create Enhancement ID (F5).

d. Enter an Enhancement ID, for example Z_OTX_EXTECM, and an
explanatory text, for example OpenText Extended ECM.
e. Click Save.
f. Click Continue.
g. Double-click the newly created enhancement ID in the Enhancement ID:
Original list to select it for the Enhancement ID field.
2. Enhance the SAP IMG structure for Extended ECM for SAP Solutions:
a. In the IMG structure field, select the IMG structure that is currently
displayed in the SPRO transaction and which you want to enhance.
For example, in SAP Extended Warehouse Management, select the IMG
structure SAP - Implementation Guide.
b. Click Favorite to add the IMG structure to your favorites.
c. Select the IMG structure in the Favorites list by double clicking.
d. If not already done, in field Enhancement ID, select the enhancement ID
created in Step 1.
e. Click Enhance Structure.
f. Select the root node of the IMG structure.
g. From the menu, select Edit > Nodes > Insert IMG Structure > As Subnode.
h. Enter the node name for the customizing, for example OpenText Extended

i. Click Find structure to search for the Extended ECM for SAP Solutions
customizing IMG structure. Search for OpenText - Extended ECM for SAP
Solutions.
j. Click Copy.
k. Click Save.
3. Enhance the SAP IMG structure for Archiving and Document Access:
Repeat the steps described in Step 2 for the OpenText Archiving and Document
Access customizing with the corresponding data:
• Name of the node: OpenText Archiving and Document Access for SAP
Solutions
• Name of the IMG structure: OpenText Archiving and Document Access for
SAP Solutions
2.4 Connecting a business application

To connect Content Server with a business application, you define connection
parameters on Content Server.
To connect a business application:
1. On the global menu, click Enterprise > Extended ECM, and then click
Connections to Business Applications (External Systems).
2. Click Add Item > Business Application.
3. Specify the parameters for your business application according to the list below.
4. Click Add.
Logical System Name

Define the logical name of the business application. The name must be unique. It
cannot be longer than 32 characters. This name is used when you select the
business application in the business object type configuration.
This name must be the System ID of the SAP system or the tenant name of the
C4C system, respectively.
Note: You cannot change the name later.

SAP - The name must be the System ID of the SAP system or the tenant
name of the C4C system, respectively.
Connection Type
Select the adapter for your business application. If there is no special adapter for
your specifiv business application available, select Default WebService
Adapter.

2.4. Connecting a business application
Licensing Model
Select the licensing model that applies to this connection. Each installed module
with a licensing model contributes to this list.
Enabled
Select this option to enable the configuration.
Tip: You can disable a configuration, for example, if you created it only for
testing and you do not want it to be used.
Comment
Enter a comment to give further information.
Base URL
Enter the common URL for accessing the business applications via a Web
browser. You can use this base URL when configuring business object types on
Content Server. The base URL is represented by the $BaseURL$ variable for new
business object types.
For example, https://r3d5g.example.com:44300
Application Server Endpoint

Specify the URL that will be called to obtain business object information.
Example 2-4: SAP

The following is an example for an SAP system: https://myhost.
example.com:44300/sap/bc/srt/xip/otx/ecmlinkservice/800/
ecmlinkspiservice/basicauthbinding
• https://myhost.example.com:44300: Common URL.

Port 8000 is the default HTTP port for SAP. For HTTPS the default
port is 44300.
• 800 is the client number. Replace this number with your own client
number.
• basicauthbinding is currently the only supported authentication.
Note: With using basic authentication, OpenText strongly recommends

that you to use SSL at the web server. For information about importing
certificates to the keystore, see section 24.1 “Importing root certificates for
Secure Sockets Layer (SSL) connections” in OpenText Extended ECM for SAP
Solutions - Installation and Upgrade Guide (ERLK-IGD).
Schema Version
Select the interface version.
User Name
Enter the user that is used to access business object type information in the
business application.

Note: If the business application is an SAP system, in the SAP system

assign the /OTX/RM_CS_SAP_USER role to this user. This user requires
permissions for the SAP authorization object S_RFC.
Password
Specify the password of the defined user.
Test Connection
Click Test to perform a connection check to the specified business application.
After a successful check, the message Connection test to <Logical System Name>
was successful is displayed next to the button. The system ID will also be
retrieved and displayed.
Note: You can only test the connection after you have configured the SPI
service in the business application accordingly. For more information, see
section 23.2.4 “Configuring the Service Provider Interface service” in
OpenText Extended ECM for SAP Solutions - Installation and Upgrade Guide
(ERLK-IGD).
System Name
Enter localized names for the business application if required.
Repository root folder

For a CMIS integration, select the root folder of your CMIS document structure.

Chapter 3
Configuring business workspaces
This chapter explains how you customize your system so that business workspaces
can be created, manually or automatically.
Required system access

• Business administration access to Content Server. The rare cases where you need
system administration access are indicated.
• Customizing access to the SAP system.
Content Server Functions Classification

for template selection
Classification Location Document Categories and

for Business for Business Workspaces Template Attributes
Workspaces with permissions with permissions
Connected Workspaces
Specific Functions
Workspace Type Business Object Type
External System & Business

Indexing & Search Settings
Object
Side Bar Widgets
Workspace Type
Location
Added Business Object
Classification
Business Property Mapping
Workspace Name
Document Template
Content Server
SAP
Property
Provider
Figure 3-1: Customizing Overview on Content Server

Chapter 3 Configuring business workspaces
3.1 Customizing steps

The following steps are essential to configure Extended ECM for SAP Solutions
business workspaces for SAP business objects.
Note: Other optional steps, like the automatic creation of business workspaces,
are not listed in this short list.
1. SAP Property Provider - The property provider extracts attributes of an SAP

business object to hand it over to Content Server. Write your own property
provider or use the generic property provider, which is delivered with
Extended ECM for SAP Solutions.
For more information, see “Implementing a property provider in SAP”
on page 43.
2. SAP IMG - The business object declaration defines an SAP business object for
Extended ECM. Create a business object declaration for a business object type,
and activate it.
For more information, see “Creating a business object declaration in SAP”
on page 44.
3. Content Server - Create a classification and the root folder for business
workspaces.
Requires access rights to the classification volume and to the folder, in which
business workspaces will be created.
For more information, see “Creating a classification for workspace templates
and location” on page 52 and “Creating a root folder for the business
workspaces” on page 53.
4. Content Server - Create categories for the metadata of the SAP business object.
Requires Business Administration Data Policies usage privilege and Category
object privilege.
For more information, see “Creating a category for workspace type and
business object type” on page 50.
5. Content Server - Create custom columns to display metadata in certain Smart

View widgets.
Requires Business Administration Columns and Facets usage privilege and
Column object privilege.
For more information, see “Smart View: Creating custom columns ”
on page 79.
6. Content Server - Create a workspace type, which controls the layout of the
business workspaces of this type.
Requires Business Administration Connected Workspaces usage privilege.
For more information, see “Creating a workspace type” on page 55.

3.1. Customizing steps
7. Content Server - Define the document template for the workspace type. The
workspace template name is what users see in the Add dialog when they create
a new business workspace.
Requires system administrator’s access to define that a template can be created
for the Content Server subtype business workspace (type 848). Requires access
to Document Templates volume to create new templates.
For more information, see “Defining a workspace template” on page 94.
8. Content Server - Create a business object type.

Requires Business Administration Extended ECM usage privilege.
For more information, see “Configuring business object types” on page 109.
9. Optional SAP IMG - For automatic workspace creation and update when SAP
business objects are created or changed: In the SAP system (IMG), maintain the
receiver modules.
For more information, see “Configuring events for business workspaces and
business attachments“ on page 169.
10. Optional Content Server - Define general access restrictions for workspaces.
For more information, see “Granting usage privileges to users” on page 123
and section 6.1 “Defining general restrictions on Content Server” in OpenText
Extended ECM for SAP Solutions - User Management and Access Control Scenarios
(ERLK-CUM).
11. Optional SAP IMG - Define authorization mapping.

For more information, see “Mapping authorizations in SAP” on page 124.
12. Optional SAP IMG - Customize the search help in SAP. For more information, see
“Customizing the search help in SAP” on page 126.
3.1.1 Configuration steps, which need system administrator’s

permissions
• “Granting permissions and privileges for business administrators” on page 42
• “Granting usage privileges to users” on page 123
• “Creating a category for workspace type and business object type” on page 50
• “Smart View: Creating a perspective with Perspective Manager” on page 80
• “Configuring multilingual metadata languages” on page 54
• “Converting a binder or case template to a workspace template” on page 374
• “Preparing the Content Server search functionality for users“ on page 323
• “Creating a search slice for business workspaces” on page 327
• “Allowing users to save MS Outlook emails to business workspaces”
on page 142

• “Checking the appearance of the SAP integration” on page 139
3.2 Granting permissions and privileges for

business administrators
The installation created the Business Administrators user group, which has all
necessary usage privileges for business administrators and access to the Connected
Workspaces volume and the Extended ECM volume. You must now also grant
permissions for some of the configuration volumes, object privileges, and the
Warehouse usage privilege.
Note: Business administrators now have default access to the Connected

Workspaces volume and the Extended ECM volume without manual
configuration.
To grant permissions to configuration nodes:
1. Log on as system administrator.
2. From the function menu of a configuration volume, select Permissions.
3. In the Assigned Access area, click Grant Access.
4. Add the Business Administrators group and grant the required permissions up
to and including the Delete permission. Make sure the Delete permission is
only for sub-items not for the root folder, for example for the categories but nor
for the Categories volume.
5. Select Apply to this Item & Sub-Items and click Update.
6. Apply this to the following configuration nodes:
• Enterprise workspace to create the root folder for business workspaces

• Categories volume
• Classifications volume
• Facets volume
• Outlook Add-in Configurations
• Saved Queries Volume
• Document Templates volume
• LiveReports volume
To grant object privileges:
1. On the Content Server Administration page, click Core System – Feature

Configuration > Usage and Transaction Privileges.
2. Add the Business Administrators group to the following object privileges:

3.3. Implementing a property provider in SAP
• Category Folder
• Category
• Classification
• Custom View
• Appearance
• ActiveView
• LiveReports if you want to configure widgets, which use LiveReports
• WebReports if you want to configure widgets, which use WebReports
To grant the transport warehouse usage privilege:

2. Add the Business Administrators group to the Warehouse Administration -

Warehouse Manager usage privilege. This object usage is optional.
3.3 Implementing a property provider in SAP

A property provider is an ABAP class that retrieves the business properties of an
SAP business object. These fields are mapped to Content Server attributes of the
business workspace. You need a property provider for each SAP business object for
which you want to create business workspaces and map SAP properties to the
attributes.
You have the following options:

• You can use the generic property provider /OTX/RM_GEN_PP_CL_BO. This
property provider detects the SAP table behind the given business object and
returns all table fields as properties, which you can then map to category
attributes for the business object type. Only business properties are transferred,
no relations. No development is needed.
• You can derive the property provider from the generic property provider /OTX/
RM_GEN_PP_CL_BO. A data providing method must implemented. A complex
nested ABAP data structure can be defined and filled for providing data. All
parameters of the property provider interface can be used. Knowledge in ABAP
OO is necessary for implementing complex scenarios.
• You can derive the property provider from the base class /OTX/
RM_WSCI_CL_WSPROV_DEFAULT.
• If you do not plan to map SAP fields to Content Server attributes, for instance
because you do not need metadata in your business workspace, then you do not
need to write your own property provider. In this case, use /OTX/
RM_WSCI_CL_WSPROV_DEFAULT, the default property provider.
Tip: When you create a category for the workspace type, you should use
attributes according to the properties that property provider provides. For

more information, see “Creating a category for workspace type and business
object type” on page 50.
To use the generic property provider:
1. Retrieve the reference table using the SWO1 transaction.
a. Open the business object in Display mode.

b. Expand Key fields and double-click the first name.
The reference table is displayed in Data type reference section.
c. Double-click the reference table to display the fields.
You can use all fields of the reference table as attribute of a workspace.
2. Later, create a category and single-value attributes for the business properties
that you want to use.
3. Later, in the business object type definition, map the business properties to the
created attributes.
To derive the property provider from the base class:
1. Use transaction SE24 to open the Class Builder.
2. To enhance the basic metadata, you derive a new class from the default business
property provider class. All the elements needed for this implementation are
collected in the package interfaces of the /OTX/RM package and the /OTX/
RM_WSCI package.
Tip: Property providers for composite business workspaces must also provide the
workspace location for the child business workspaces, which is the location of
the hierarchically closest parent. Any customizing of a static or dynamic
location ID for child business workspaces in the IMG is overruled by the
property provider.
3.4 Creating a business object declaration in SAP

To create a business object declaration in SAP:
1. In the IMG, navigate to the Extended ECM > Maintain Business Object
Declarations activity and click Execute.
2. Click New Entries.

3.4. Creating a business object declaration in SAP
3. Define the business object declaration with the following parameters:
Object Type
Select the business object type for which you want to create the declaration.
Connection ID
Enter the ID of the Enterprise Library that you created during installation.
For more information, see section 23.2.5 “Maintaining Extended ECM
connections” in OpenText Extended ECM for SAP Solutions - Installation and
Upgrade Guide (ERLK-IGD).
Generic Property Provider

Select one of the available property providers from the value list.
If you do not have a property provider yet or do not need a customized
property provider, use the default property provider /OTX/
RM_WDSCI_CL_WSPROV_DEFAULT.

on page 43 and “Selecting a template, classification or category based on
business properties” on page 47.
Search Help Name (optional)

Enter the search help name for finding SAP business objects from Content
Server. This customizing enables users to find an SAP business object in the
following cases:
• When they create a new business workspace on Content Server for an

existing SAP business object.

• When they have created a business workspace in Content Server and

later want to relate it to a business object as workspace reference.
• When they add a business object to a Content Server item.
Note: You can only use Elementary Search help. Collective search help
is not supported.
Additional settings can be necessary. For more information, see

“Customizing the search help in SAP” on page 126.
Use Widgets for UI

When a business workspace is displayed from the SAP system, the standard
Content Server user interface opens within the SAP window. For some
scenarios, you can use an adapted Content Server integration widget
instead, that shows the relevant functionality in the Content Server
integration widget view.
For more information, see “Using the Content Server Integration Widget“
on page 225.
Activation
Select the check box to activate the business object declaration.
Important
Only after you activated the declaration, you can continue with the
definition of the business object on Content Server. For more
information, see “Configuring business object types” on page 109.
Tips
• To view a complete business object declaration from versions prior to 10.5,
see section 25.2 “Viewing the old configuration in SAP” in OpenText
Extended ECM for SAP Solutions - Installation and Upgrade Guide (ERLK-IGD).
• If you are migrating from an existing configuration, you can display the old
business object declaration in read-only mode. To show the full business
object declaration, enter &SHOW_LEGACY_ON in the transaction field and
press ENTER. To switch to the current view again, enter &
SHOW_LEGACY_OFF and press ENTER.

3.5. Selecting a template, classification or category based on business properties
3.5 Selecting a template, classification or category

based on business properties
With the generic property provider, you can define rules that define, which
template, classification or category is used for a business workspace. This feature
allows for more flexibility for business workspace modeling, based on configuration,
different templates, classification or category.
The value of the custom attribute to be added is defined as a unique name. This
unique name must be defined in Content Server. For more information about
defining unique names, see “Unique names for Content Server items” on page 194.
Typically, you define at least two conditions to cover all possible values.
Notes
• The conditions are evaluated from top to bottom. The first condition that is
met for a custom property determines the value of the custom property. The
next conditions for the same custom property are not processed anymore.
• The logic of minimum and maximum values follows standard SAP rules:
Condition Actual Value Test Result

=3 0003 Fail
= 0003 0003 Success
Between 1 and 9999 0003 Fail
Between 0001 and 9999 0003 Success
Example: Following configuration examples demonstrates the dynamic assignment of a

template for the service notification (BUS2080) based on Notification Type (QMART). If the
value of QMART attribute is Z5, the template templ_service_req_crm is used. For all other
values, the template templ_service_notification is used.

To define custom properties:
2. Select a business object declaration from the available list; then double-click
Generic Property Provider Custom Properties in the Dialog Structure area.
4. Enter the following parameters:
Config ID
Enter a numeric ID. The ID defines the order in which the conditions are
processed.
Attribute
Enter the attribute that is used to define the condition.
Operator
Enter the operator. You can use the following operators:
• =, <>, <, <=, >, >= to define a value that is equal, greater or less than the
value defined in the Value / Min Value field.
• Between, Not Between to define a range within which the value is or is

not. Enter both a minimum and a maximum value
• Pattern, Not Pattern to define a pattern that is met or is not met, for
example Z* for all entries starting with Z. Use plus + as wildcard for one
character and asterisk * as wildcard for 0 to n characters.
Value / Min Value

Enter a value or a minimum value, depending on the operator that you use.
Max Value
Enter a maximum value.
Active
Select to make the condition active.
Custom Property
Enter the name of the custom property, for example TEMPLATE_ID or
LOCATION_ID.
Unique Name
Enter the unique name that you defined. The unique name refers to a
Content Server item. For more information, see “Unique names for Content
Server items” on page 194.
5. Save your entries.

3.6. Understanding the configuration volumes
3.6 Understanding the configuration volumes

Configuration of business workspaces requires the Business Administration usage
privileges. With these privileges you can access the Extended ECM volume and
other volumes and pages required for the configuration of business workspaces.
Important
Administrators need Business Administration Connected Workspaces and
Business Administration Extended ECM usage privileges to configure
Extended ECM.
Few tasks require access to the Content Server administration pages, see
“Configuration steps, which need system administrator’s permissions”
on page 41.
The Connected Workspaces volume and the Extended ECM volume are your entry
point to configuration. To access the volumes, on the global menu, click Enterprise >
Connected Workspaces or Enterprise > Extended ECM.
Connected Workspaces Volume
Categories
Requires Business Administration Data Policies usage privilege and Category
object privilege.
“Creating a category for workspace type and business object type”
on page 50
Classifications
“Creating a classification for workspace templates and location” on page 52
Facets
Requires Business Administration Columns and Facets usage privilege and
Column object privilege.
“Smart View: Creating custom columns ” on page 79
Outlook Add-in Configuration
“Allowing users to save MS Outlook emails to business workspaces”
on page 142
Perspectives
“Smart View: Creating a perspective with Perspective Manager” on page 80
Saved Queries Volume
“Configuring a simple search for Classic View” on page 330
Variables for Replacement Tags
“Defining and using variables” on page 105

Workspace types
“Creating a workspace type” on page 55
Extended ECM Volume
Connections to Business Applications

“Connecting a business application” on page 36
Business Object Types

“Configuring business object types” on page 109
Unique names
“Unique names for Content Server items” on page 194
Attachment Declarations
Not used in Extended ECM for SAP Solutions, instead see “Configuring
document declarations“ on page 183.
Scheduled Processing
“Using scheduled processing “ on page 219
Licensing
Not used in Extended ECM for SAP Solutions, instead see .“Performing license
measurement“ on page 347
3.7 Creating a category for workspace type and

business object type
Content Server categories bundle attributes and define their type and order. You can
create your own categories to add relevant metadata to business workspaces. If you
add a category to a workspace template, it is automatically available in business
workspaces that are based on this template. You can also only use category
attributes for the definition of workspace name and location.
Tip: To create a category, you need the Business Administration Data Policies
usage privilege and Category object privilege.
Categories and attributes can be used for the following in the workspace type or the
business object type:

3.7. Creating a category for workspace type and business object type
Workspace type configuration

• Define the location of the business workspace
• Define names for business workspaces
• Display information in widgets
Business object type configuration

• Map business properties from the business application to the category attributes
• Trigger automatic creation of business attachments based on the value of an
attribute
For more information about categories, see the Content Server Administration help.
Figure 3-2: Category attributes
To create a category:
1. On the global menu, click Enterprise > Connected Workspaces, and then click
Categories.
2. Click Add Item > Category. Define the new category according to your
requirements, and click Add.

3. Click the newly created category and add attributes to it.

The attributes correspond to the business properties that your property
provider provides. You can also add attributes that are not provided by the
property provider. They can be filled manually or by another property provider
in a cross-application business workspace scenario. If you do not create an
attribute for a property that is delivered by the property provider, an info entry
is logged in the Content Server log file.
a. Click Add Attribute and select an attribute type, usually this is Text: Field
or Text: MultiLine.
Notes
• The attribute type must be the same type as provided by the
property provider.
OpenText recommends that the attribute field length is the same for
both Content Server and the business application.
b. Define the attribute.
OpenText recommends that you use a name similar to the business
property name. You will later map these attributes to the business
properties.
c. Click OK and repeat the steps for all other attributes.
Tip: OpenText recommends that you have an attribute that you can
use to uniquely identify the business workspace, for example an ID.
You can also use the Text:Reference to uniquely identify the
business workspace. For more information, see “Using the Reference
attribute” on page 75.
4. Click Submit.
3.8 Creating a classification for workspace

templates and location
Users can only create business workspaces in a specific folder if this folder bears the
same classification as the business workspace’s template.
All classifications for business workspaces must be grouped in one classification

tree. You must add this classification tree in the Document Template settings. For
more information, see “Configuring document template settings” on page 95.
To create a classification for the folder where the business workspaces are
created:
Classifications.

3.9. Creating a root folder for the business workspaces
2. Open an existing classification tree or create a new one. You can name the
classification tree, for example, Workspace Types. The classification tree must
be set in the Document Template settings. For more information, see
“Configuring document template settings” on page 95.
3. Click Add Item > Classification and define the new classification according to
your requirements. Usually, you create a classification for each workspace type.
3.9 Creating a root folder for the business

workspaces
In Content Server, you create a folder where business workspaces can be created.
This is the root folder for business workspace of a certain type. The structure within
this folder depends on how you configure the location path and sub location path of
the workspace type. You can have fixed subfolders, and you can determine the
subfolders based on attribute values.
For example, customers are classified by their sales districts “South” or “North”.
You can use the sales district attribute to determine if the business workspace is
stored in the South or the North folder. For more information, see “General settings
of a workspace type” on page 58.
Add the classification that you created for this folder.
To create and configure the folder:
1. In Content Server, go to the location where you want to create the root folder
for your business workspaces.
2. Add a new folder and configure it as required: Add a name, description. For
Classic view, you can also select an icon.
3. From the Classifications list, select the classification that you created in
“Creating a classification for workspace templates and location” on page 52.
Important
This classification must be the same for folder and template, which you
will configure in “Defining a workspace template” on page 94.

3.10 Configuring multilingual metadata languages

For each language that you configured in the business application, you must
configure a language in Content Server.
Note: System administrator rights are required for this task. Please ask
OpenText Professional Services for assistance.
To configure multilingual metadata languages:

Configuration > Multilingual Metadata.
2. Add an entry for each language that you want to support, and enable it.
Important
Select languages whose Language Code matches the value of the Lng
ISO field in the SAP system, for example en.
You can have more languages in Content Server than you have
customized in the business application, but you must not have less.
Figure 3-3: Configuring multilingual metadata languages

3.11. Creating a workspace type
3.11 Creating a workspace type

A workspace type provides the framework for the creation of business workspaces. It
defines how business workspaces of this type will look like.
What you configure in a workspace type

• Location of the business workspace
• Indexing and search settings
• Name of the business workspace, also in several languages
• Access policies
• For Smart View
• Name of the workspace type in several languages. The name of the
workspace type can be displayed in the header tile of a business workspace.
• Default icon for business workspaces of this type. Icons can also be changed
on each individual business workspace.
• Perspective Manager: Configure a business workspace perspective for the
workspace type. Perspective Manager is a separate tool.
• For Classic View
• An icon for business workspaces of this type.
• The population of the business workspace sidebar with sidebar widgets.
Sidebar widgets enhance the standard user interface with additional
information related to the respective business workspace.
Note: You can use cross-application business workspaces if you want to display
similar business objects from different business applications in one type of
workspace. For this, you use one workspace type for several business object
types. For example, a person is stored as a customer in Salesforce® and as a
vendor in SAP ERP, both of these roles are displayed in the same workspace
type.

To create a workspace type:
1. On the global menu, click Enterprise > Connected Workspaces.
2. Click Workspace Types.
3. Click Add Item > Workspace Type.
4. Define the new workspace type as described in the following sections.


3.11.1 General settings of a workspace type

New: You can now select if users are allowed to copy business workspaces of a
type.
Name
Provide a name for the workspace type. This is an internal name and only
visible for administrators. This field is mandatory.
Workspace Type Names
Add a workspace type name for each language available in Content Server. The
workspace type name can be displayed in the header tile of a business
workspace. Depending on the language users have chosen, they see the
localized workspace type name.
Note: To define multilingual workspace type names, add languages to the

multilingual metadata in Content Server. For more information, see
“Configuring multilingual metadata languages” on page 54.
Tip: Users can change their preferred metadata language in Content

Server: My Account > Settings > Metadata Language.
Business Workspace Names

You can display the names of business workspaces, even in different languages,
and you can form patterns for the workspace names from attributes, for example
Customer [91100:City]/[91100:Name] ([91100:Id:+3(4)]). For more
information, see “Using patterns for workspace names and business object
names” on page 72. You must at least define the workspace name for the
default language.
You can use the multilingual texts option for master data business objects.
Example: The workspace type for “Equipment” has been configured to display
workspace names in English and French.
Kate has set her preferred metadata language in Content Server to English; she sees the
business workspace for equipment 1000476 under its English name “Equipment Truck
12”. Monique, whose metadata language is French, sees the same workspace under its
French name “Équipement Camion 12”.
Tip: Users can change their preferred metadata language in Content

Server: My Account > Settings > Metadata Language.
Generate names also for workspaces without business object: Select this
option if you want to use the name pattern also for business workspaces that do
not have a business object, which could provide the metadata for the name
pattern. If you use this option, OpenText recommends that you use mandatory
attributes for the name pattern. So, when creating a workspace, users must
provide metadata required for the name generation.
Workspace Icon
Specify an icon, which is displayed in business workspaces of this type in
Classic View. Click Select Icon to browse the available icons. The icon is visible

to users in the Classic View on business workspaces and their root folder. For
Smart View, you use the Widget Icon.
Widget Icon
Select an icon for widgets. The icon is used in the Header widget, in a Related
Workspaces widget, the Workspaces widget, and in the expanded view of the
Team widget. For more information, see “Widget icon” on page 63.
Perspective Manager
The Perspective Manager is a tool with which you design different layouts. If
you start the Perspective Manager from this link, it opens with a predefined
layout template for business workspace perspectives. You can edit an existing
perspective or create a new one. For more information, see “Smart View:
Creating a perspective with Perspective Manager” on page 80. To use
Perspective Manager in its default version, you need access to ActiveView
Administration > Open the Perspective Manager.
Workspace Copying
Select this option to prevent users from copying business workspaces of this
type.
Workspace Creation Settings
Define the folders under the root folder where business workspaces are created
and stored.
New: You can now use the fast bulk method to create business
workspaces.
• Location
Define the root folder where business workspaces of this type are created
and stored. Root folder and template must have the same classification. Only
business workspaces based on templates with the same classification as the
location can be created in this location. For more information about the root
folder, see “Creating a root folder for the business workspaces” on page 53.
Select one of the following options:
• Content Server Folder
A fixed Content Server folder. Click Select and browse to the Content
Server folder that you created as root folder. All business workspaces are
created in this folder or in subfolders.
• Current Location
The folder in which users create a business workspace. This is the default
option.
• From Business Property
A business property from the business application determines the
location of the business workspace. You must enter the name of the
business property manually. Enter only the name of the business
property without parentheses, for example, CUSTOMER. You can only use
business properties of type Text.

The business workspaces are then created in a folder that corresponds to

the business property’s value. The folder is created if it does not yet exist.
Important
The business workspace is not moved automatically when the
value of the business property, which determines the location, is
changed.
• From Category Attribute
A category attribute determines the location of the business workspace.
Click Select and select a category. Then select an attribute. The attribute
must contain the Content Server node ID of the folder.
The business workspaces are then created in a folder that corresponds to
the attribute.
Important
The business workspace is not moved automatically when the
attribute, which determines the location, is changed.
• Sub Location Path
Create a subfolder structure rather than saving all business workspaces in
one folder. Select From Pattern to enter a pattern for the subfolder creation.
You can use normal text, categories and attributes, business properties, and
modifiers to create subfolders, for example [2032760:Region:(3)]/
[2032760:City:+5].
This option is only available for location options Content Server Folder,
From Category Attribute, From Business Property (with Extended ECM),
but not for option Current Location. For more information, see “Using
patterns for the location path ” on page 73.
Click Insert Attribute to select a category and an attribute.
You can also use multivalue attributes. This creates a folder path in the order
of the values in this mulivalue attribute. Empty values may only be at the
end of the multivalue attribute.
If a sub-location folder does not exist when the business workspace is
created, the folder is created. You must ensure that the category attribute is
never empty, for example by making it mandatory. If all attributes for a sub
location are empty, the business workspace is created in the location folder.
This applies to both single value and multivalue attributes.
• Use also for manual creation
Select this option if you want to use the location settings also for manual
creation of business workspaces. Business workspaces are then only created
in the specified location, regardless of the folder where the user started the
creation. In Classic View, after the business workspace has been created, the
user is directed to the newly created business workspace. In Smart View,
users see a confirmation message. Obviously, this option does not apply if
you chose Current Location for the workspace creation.

Note: If you use this option in combination with a sub-location path

that is based on an attribute, you must be aware of the following
behavior:
When a user creates an early business workspace manually, it does not
automatically have the required attributes. As a consequence, the
attribute that determines the sub-location path might be left empty, and
the business workspace will be created in a location that is not quite
wanted. You can prevent this by adding the category attribute for the
sub-location path to the workspace template so that the attribute is
displayed in the workspace creation wizard. In addition, you make it
required, so that the user is forced to provide a value for the attribute
that determines the sub-location path.
For more information about multilingual properties, see the SDK Guide on
OpenText My Support (https://knowledge.opentext.com/knowledge/cs.dll/
Open/63007681).
• Create workspaces with fast bulk method
When creating big number of business workspaces, for example for the initial
load, you can use the fast bulk method. This method creates business
workspaces much faster but has its restrictions:
• Sub-items
A business workspace template can only contain the following items:
• Business workspace
• Folder
• Email-Folder
• Collection
• Nested workspaces
Composite Workspaces and Workspace Hierarchies are not supported
• Node data
Only the following node data is attached:
• Categories and attributes
• Classifications
• Create Audit entry
• Connected Workspaces Roles
• Connected Workspaces Relations
• Custom Columns
• Facets
Other node data are not supported, most notably, Records Management
and Recommender.

• Facets and Custom Columns

Supported facets:
• Date Created
• Date Modified
• Modifier
• Owner
• Subtype (Content Type)
• Classification
Supported system columns:

• Created By
• Creation Date
• ID
• Modified
• Modified By
• Name
• Owner
• Size
• Type
Supported custom columns:

• Workspace Modify Date
• Workspace Type Id
• Workspace Name
• Creation date
The Template Workspaces option Apply new creation date to sub-items
is not evaluated in the createOrUpdateWorkspaces call. In bulk mode
the created sub-items always have the actual date as create date.
• Modified By
The Modified By attribute of a node is the user, which called the
WebService call. Whereas with standard creation mode, the resulting
modifier is the Admin user.
• Reference number
Reference number generation is not supported.
Important
Business workspaces are created in batches. If one business
workspace of a batch with fast bulk method fails to be created, the
whole batch call is ended and no business workspace of that batch is
created.

3.11.1.1 Widget icon

The widget icon is displayed in the header tile of business workspaces of this type.
To add a workspace type icon, click Browse and select the icon.
Supported formats are gif, x-png, jpeg, pjpeg, and png.
Files must not be larger than 1 MB. For best results, use a square image with the
recommended size of 128x128 pixels.
You can select from sample icons, which are in the following folder on your Content
Server installation: <Content Server Home>\module\otsapxecm_16_2_0\support\
business_object_icons, for example \\mycontentserver\C\OPENTEXT\module
\otsapxecm_16_2_0\support\business_object_icons.
Note: If no icon is configured for the workspace type, a default is taken. Users
with sufficient permissions can change the icon for an individual business
workspace.
3.11.2 Advanced settings of a workspace type

Search Settings
Configure how the search behaves when a user searches from a business
workspace that has related workspace:
• Always search in related workspaces.

• Let the users decide if they want to search in related workspaces.
• Disable the search in related workspaces.
Indexing Settings
Select if the category attributes of the business workspace should become
supplementary indexed metadata for child objects and nested business
workspaces. With this option, users can use category attributes in the advanced
search to also find items like documents, emails, folders, or task lists, which are
located in a business workspace. You can select which Content Server object
types will be indexed. Changing this setting takes effect only for documents that
are added after this change. Already existing documents must be re-indexed.
For more information, see “Indexing documents and other items with business
workspace attributes” on page 325.
Sidebar Widgets
Configure sidebar widgets that display metadata in the business workspace in
Classic View. For more information, see “Classic View: Configuring sidebar
widgets” on page 65.
Classification
Optionally, select a classification for this particular workspace type. This
classification is not added to business workspaces and not related to the
classification that links storage location and template.

Records Management
Enable Records Management for the creation of business workspaces. You can
view RM Classification information in the business workspace properties.
Changing this option immediately effects business workspaces of this type.
Roles
Copies all roles from the template and adds the creator of a business workspace
to the Team Lead role.
This option is enabled by default. It is also set for all existing workspace types.
Policies Enabled (SAP integration only)
Specify whether policies apply to the resulting business workspaces. Policies can
be generated from authorizations in the SAP system or possibly other business
applications. For more information, see section 7 “Using SAP authorizations to
restrict workspace access (optional)” in OpenText Extended ECM for SAP Solutions
- User Management and Access Control Scenarios (ERLK-CUM).
Note: If you populate cross-application business workspaces with business

objects from several systems, all business object types of this workspace are
used to identify the policies to check. If at least one policy, regardless from
which system, gives access, the user can access the business workspace.
Example: A user has the authorization to see customers in the SAP ERP system,
but no authorization to see the same customer in the SAP CRM system. In Content
Server, policies created from authorizations both in the SAP ERP system and in the
SAP CRM system restrict access to the created workspaces. The user can see the
business workspace because the policy created from the SAP ERP system gives
access.
External Document Storage

Documents that were generated in the business application can be stored in the
business workspace.
• Sub Location Path
You can create a subfolder structure. Select From Pattern to enter a pattern
for the subfolder creation. You can use normal text, categories and attributes,
and modifiers to create subfolders, for example [2032760:Id:(3)]/
[2032760:Id:+5]. For more information, see “Using patterns for the
location path ” on page 73.
Click Insert Attribute to select a category and an attribute.
Attributes must be mapped to business properties. If a sub-location folder
does not yet exist when the business workspace is created, the folder is
created.
• RM Classification
Define if and how an RM classification is added to the document.
• Select None if you do not want to add an RM classification.
• Select From Category Attribute if you want to use a category attribute to
determine the RM classification of the external document.

Click Select and select a category. Then select an attribute. The attribute
must contain the Content Server node ID of the RM classification.
• Select RM Classification if you want to add one specific RM
classification. Click Select and select the classification.
3.11.3 Classic View: Configuring sidebar widgets

For a workspace type, select a sidebar widget type and configure it. You can also
enable or disable it and set the order of the sidebar widgets in a workspace type.
Note: You must save or apply the settings of the workspace type before you
can configure sidebar widgets.
Tip: You can drag the sidebar widgets configuration to change their order.
Each sidebar widget type requires characteristic configuration parameters. You can
configure each sidebar widget individually. You can also use the same sidebar
widget type several times with a different configuration.
The following sidebar widget types are available:

• “Attributes sidebar widget” on page 67
Displays category attribute values of the business workspace.
• “Recent Changes sidebar widget” on page 68
Displays a list of documents inside the business workspace, which have recently
been changed.
• “Related Items sidebar widget” on page 68
Displays links to other workspaces that are related to this business workspace,
both in parent or child relation.
• “Work Items sidebar widget” on page 70
Displays the work items the user has for the business workspace. These work
items include tasks, workflow tasks and reminders.
• “Workspace Reference sidebar widget” on page 71
For Extended ECM: Displays the linked business object of the business
application in a pop-up window.

Figure 3-4: Sample sidebar widget
To manage sidebar widgets:
You manage and configure sidebar widgets for each workspace type.
1. To enable a sidebar widget, select the box in the Enabled column.

2. To change the order of the sidebar widgets, drag them to the desired position.
3. To define the title of a sidebar widget, you can either enter text, or use
replacement variables.
The supported variables are a subset of the replacement variables of the
Document Templates module.
• <ParentName />: The name of the business workspace.

• <Category_category_attribute[value index] />: The value of the
specified attribute. The category parameter is the object ID of the category
or the category name, and attribute is the ID of the attribute or the
attribute name. The [value index] parameter is optional and is used to
identify the specific value for a multi-value attribute. The format for [value
index] is integer in square brackets.
Example: <Category_Customer_Name />, <Category_273845_12[2] />

• <Login />: Login name of the current user.
• <UserID />: User ID of the current user.
• <UserName />: Name of the current user.

4. For JavaScript Sidebar UI widgets: Select Horizontal to include the sidebar

widget in a sidebar with horizontal orientation. Select Vertical to include the
sidebar widget in a sidebar with vertical orientation.
5. To configure each sidebar widget, click Detailed Configuration. For details, see
the following sections.
3.11.3.1 Attributes sidebar widget

The Attributes sidebar widget displays attributes of the business workspace. You
can select any attribute available in Content Server categories. Typically, you select
information related to the business workspace.
Attributes
Defines which attributes are displayed. Click Browse Content Server to select
the category; then select the attribute. It depends on the selected category which
attributes are available.
Categories Tab
Defines if a link is displayed in the sidebar widget that opens the Categories tab.
All categories and attributes of the business workspace are displayed on the
Categories tab.

3.11.3.2 Recent Changes sidebar widget

The Recent Changes sidebar widget displays a list of items that have been changed
in the last days.
Date to Use
Defines which date field is used to determine if an item is displayed in the list.
You can either use the date when the latest version was added (Version Added)
or the date of the last modification (Modify Date).
Oldest Change
Changes older than the defined number of days are not displayed. If you do not
enter a number, all changes are displayed.
Items to Display
Number of items that you want to be displayed in the list. If the number of
recent changes is higher than what you defined here, only the latest changes are
displayed.
3.11.3.3 Related Items sidebar widget

The Related Items sidebar widget displays business workspaces that are related to
this business workspace.
Relationships are defined in the SAP system and delivered by the property provider.
They can also be added manually.
Manual relationships are always added as child workspaces in the hierarchy.
Tip: For an alternative to display related workspace in Content Server Classic

View, see “Displaying related business workspaces in a folder” on page 106.

Display Style
Defines if the related items are displayed as list (List) or as tree view (Tree).
Show Parent Relationships

Displays the business workspaces that are defined as parent workspaces for the
current workspace.
Show Child Relationships

Displays workspaces that are defined as child workspaces for the current
workspace.
Workspace Types Shown

Restricts the related workspace types.
Children Shown / Relationships Shown

For the display style Tree: Defines how many child workspaces are displayed.
For the display style List: Defines how many relationships, parents and children,
are displayed. Default is 7.
Show Related Workspaces Folders

Defines if a link to the Related Workspaces folder, which is defined in the
template, is displayed. Select When not all items shown if you only want to
show the link when the number of workspaces exceeds the number defined for
Children Shown.

3.11.3.4 Work Items sidebar widget

The Work Items sidebar widget displays the work items the current user has for the
business workspace. These work items include tasks, workflow tasks, and
reminders.
Show Ahead
Only work items with a due date before the specified number of days from
today are displayed.
Task Lists
A workflow can be started for the business workspaces and items inside a
business workspace with the function menu entry Initiate Business Workflow.
The sidebar widget displays all tasks in the My Assignments tab of the current
user for these workflows.
Reminders
Displays all follow ups of the current user for any Content Server item in the
business workspace. The follow ups are also displayed in the My Assignments
list of the user. Only reminders with status Active or In Progress are displayed.
Initiated Workflows
Defines if workflow steps related to the business workspace are displayed and if
steps without due date are also displayed.
Personal Assignments
Defines if a link to the personal assignments is displayed. These are all personal
assignments, not only those related to the business workspace.

3.11.3.5 Workspace Reference sidebar widget

In Extended ECM, the Workspace Reference sidebar widget displays a link that
directs to the linked business object in the business application, which opens in a
pop-up window.
3.11.4 Editing workspace names

You can display the names of business workspace in different languages and you
can compose a workspace name with metadata.
Note: For business workspaces without business object types, you can specify
any name here. These workspace types always have the name that the user
entered during creation, independent of the settings you specify here.
Example: The workspace type for “Equipment” has been configured to display workspace
names in English and French.
Kate has set her preferred metadata language in Content Server to English; she sees the
business workspace for equipment 1000476 under its English name “Equipment Truck 12”.
Monique, whose metadata language is French, sees the same workspace under its French
name “Équipement Camion 12”.
Tip: Users can change their preferred metadata language in Content Server:
Tools > Settings > Metadata Language.
To configure business workspace names:
1. Add languages to the multilingual metadata in Content Server.
2. For Extended ECM systems - Edit the property provider to support

multilingual properties. For more information, see the SDK Guide on OpenText
My Support (https://knowledge.opentext.com/knowledge/cs.dll/Open/
63007681).
3. Add workspace name patterns for each language in the workspace type
configuration. You can use category ID and attributes, business properties, free
text as well as modifiers for the name pattern.
Example: Product name with category and attribute: Equipment [91100:Product

Name]/[91100:Product Family] ([91100:Id:+3(4)]).

Product name with business property: Equipment [PRODUCT_NAME]/

[PRODUCT_FAMILY] ([OBJID:+3(4)])
Click Insert Attribute to select a category and an attribute. Alternatively, you

can type category ID and attribute or business property.
Important
You must at least enter a pattern for the default language. Other
languages are optional.
4. Generate names also for workspaces without business object: Select this
option if you want to use the name pattern also for business workspaces that do
not have a business object, which could provide the metadata for the name
pattern. If you use this option, OpenText recommends that you use mandatory
attributes for the name pattern. So, when creating a workspace, users must
provide metadata required for the name generation.
3.11.5 Using patterns for workspace names and business

object names
You can use name patterns to create names for business workspace names and
business object names.
• Business workspace names: free text, category attributes, and business
properties. See “General settings of a workspace type” on page 58.
• Business object names: free text and business properties. No attributes. See
“Configuring the adding of business objects to Content Server items”
on page 164.
Examples for name patterns in Content Server
Free text and attributes

You can combine text and attributes to form a name pattern. You can also use
characters like dash (“-”), parenthesis (“( )”), or forward slash (“/”) in this name.
Important
• Do not use a colon (“:”) to separate attributes, because the colon is
used in Content Server syntax.
• If one of the attributes in the name pattern for multilingual
workspace names and business object names does not provide a
value, this attribute is omitted without error message.
• Pattern - Material - [123117:Material Description] ([2032760:Id])
• Result - Material - Standard Water Pump SWP123 (00000123)
Offset: +0
Cut off the specified number of characters and displays the rest. Separate the
modifier from the attribute by a colon. An out-of-bound offset causes an error.

• Pattern - Material - [123117:Material Description] ([2032760:Id:

+4])
• Result - Material - Standard Water Pump SWP123 (0123)
Cut off the first four digits of the ID.
Length: (0)
Display the specified number of characters. Separate the modifier from the
attribute by a colon. An out-of-bound length causes an error.
• Pattern - Material - [123117:Material Description:(20)]
([2032760:Id])
• Result - Material - Standard Water Pump (00000123)
Displayed only the first twenty characters of the Material Description.
Combination
Combine all pattern modifiers.
• Pattern - Material - [123117:Material Description:(20)]
([2032760:Id:+4(3)])
• Result - Material - Standard Water Pump (012)
Added the string “Material - ”, displayed only the first twenty characters
of the Material Description, cut off the first four digits of the material ID and
displayed only three, set the material ID in parenthesis.
3.11.6 Using patterns for the location path

You can form a pattern from attributes, text and a modifying syntax to define the
following:
• Location where business workspaces are stored. For more information, see
“General settings of a workspace type” on page 58.
• Location where external documents are stored in a business workspace. For more
information, see External Document Storage on page 64.
Important
• Do not use a colon (“:”) to separate attributes, because the colon is used in
Content Server syntax.
• The forward slash (“/”) separates subfolders.
• If one attribute of many attributes used for a subfolder is empty, the
business workspace is not created. Empty attributes can cause an
unwanted location and are therefore handled as error. OpenText
recommends that you define attributes, which are used for the location in
manual creation, as mandatory.
• If a multivalue attribute contains empty values, which are not at the end
of the multivalue attribute, the business workspace is not created. Empty

attributes can cause an unwanted location and are therefore handled as

error.
• If all attributes for a sub location are empty, the business workspace is
created in the location folder. This applies to both single-value and multi-
value attributes.
To use the pattern for locations:
1. From the Sub Location Path list, select From Pattern.
2. Click Insert Attribute, then select an attribute and click Insert.
3. Enter text or syntax elements to form your pattern. The forward slash (“/”) is
used to separate folders.
Tip: You can also use the reference number attribute for a more elaborate
number schema. For more information, see “Using the Reference attribute”
on page 75.
Examples for location path patterns in Content Server
Free text and attributes

You can combine text, attributes and business properties to form a name pattern.
You can also use characters like dash (“-”), parenthesis (“( )”). You can select
category attribute, business properties must be entered manually in square
brackets.
The forward slash (“/”) separates subfolders.
• Pattern - [PRODUCT_YEAR] > [PRODUCT_MONTH]
• Result - 2017 > 03
Creates folders for production year and month
Offset: +0
• Pattern - [2032760:Id:+4]
• Result - 0123
Cut off the first four digits of the ID.
Length: (0)
Display the specified number of characters. Separate the modifier from the
• Pattern - [123117:Material Description:(20)] ([2032760:Id])
• Result - Standard Water Pump (00000123)
Displayed only the first twenty characters of the Material Description.

Combination
Combine all of those pattern modifiers.
• Pattern - Material/[123117:Material Description:(20)]/
[PRODUCT_YEAR]
• Result path - Material/Standard Water Pump/2017
Added the folder “Material” as root folder, displayed only the first twenty
characters of the Material Description, and displayed the production year
from a business property.
3.11.7 Using the Reference attribute

You can use the Text:Reference attribute to create a reference number. The reference
number is a category attribute, which uses variables, text strings, and other
attributes to form a reference number schema.
You can also use the reference attribute to create the name. If you use the reference
attribute for the workspace name, you must be aware of the following behavior: If
you change the reference number schema in a category and update all existing
objects with the changed category, only the attribute changes. The generated name
of the business workspace does not change.
Note: You can only have one Text:Reference attribute per category.
The Text:Reference attribute cannot be used in workflows.
Example 3-1: Example of a reference schema
Business workspaces for customers are stored in a folder structure, which

reflects departments, for example FS01 for Financial Services.
Reference [241162:CustomerName]-%fileplan%/%sequence%
schema
Result Brown Lawnmowers-FS01/0015
Variable Description
241162:CustomeName Attribute CustomerName. In this
example, the category has the ID 241164.
%fileplan% Folder name.
%sequence% Serial number. It is formatted as a four-
digit number 000N. In this example, it
creates the number 0015.
To add a reference attribute:
1. Open the category that you use for the workspace type.
2. Add the Text:Reference attribute to this category.

3. Define the attribute:
• Name: Name as it displays for the user, for example, file number or
reference number.
• Order: Attribute, which precedes the reference attribute in the category.
• Show in Search: Allows users to search based on this attribute.
• Length and Display length: Maximal length of the reference. Consider also
the length of other attributes and variables that you use in the Attribute
number schema.
• Attribute number schema: Define the schema. You can use the following
elements:
• Text: Text strings or special characters such as hyphens. If you want to

use a percentage sign as text, use the %% variable.
• Attributes: Content from other attributes in the same category. Select the
desired attribute from the list.
• Variables: Variables for dates, sequence and other. For more
information, see the following table.
%sequence% Consecutive number within the
schema
%parentFileId% Reference of the parent business
workspace
%fileplan% Name of the folder in which the
business workspace is stored
%rm-classification% Name of the RM classification which
the business workspace uses
%a% Abbreviated weekday with three
characters. The characters depend on
the Content Server language settings.
For example, Mon or Tue for English
%b% Abbreviated month name with three
characters. The characters depend on
the Content Server language settings.
For example, Jan or Mar for English
%c% System date
%d% Day in the month with two digits from
01 to 31
%j% Day in the year with three digits from
001 to 366
%m% Month with two digits from 01 to 12

%w% Weekday in one digit from 1 to 7,
where 1 stands for Sunday
%y% Year with two digits. For example, 18
for 2018
%A% Full weekday name. The characters
depend on the Content Server
language settings. For example,
Monday
%B% Full month name. The characters
depend on the Content Server
language settings. For example, March
%H% Hours in two two-digit hours on a 24-
hour clock, from 00 to 23
%I% Hours in two two-digit hours on a 12-
hour clock, from 01 to 12
%p% AM or PM on a 12-hour clock
%M% Minutes in an hour from 00 to 59
%S% Seconds in a minute from 00 to 59
%P% Years marked as AD or BC
%U% Week number in the year, with
Sunday as the first day of the week
%W% Week number in the year, with
Monday as the first day of the week
%Y% Year with four digits. For example
2018
%% A percentage sign
• Attribute number format: Number of digits and leading zeros that are
added to a serial number created with the %sequence% variable. The entry
only adds digits if you use the variable in the Attribute number schema.
Example: 000N creates a serial number from 0001 to 9999.

• Store previous reference in: Attribute that saves legacy reference numbers.
A reference number can change if you changed one of the variables used, for
example, the file name.
The attribute selected here must be a text attribute and has to have at least
the same length as the reference attribute itself.
4. Click OK.

3.11.8 Managing workspace types

To manage workspaces types:
Workspace Types.
2. To enable a workspace type, from the function menu, select Enable Creation.
You see the current status of the workspace type in the Creation Status column.
Enabled
This workspace type is available to create new business workspaces.
Disabled
This workspace type is not available to create new business workspaces;
however, this workspace type will be used to display business workspaces
that were already created from this type.
3. To edit an existing workspace type, click the name of the workspace type.
4. To delete a workspace type, from the function menu, select Delete.

You can only delete workspace types that are not referenced by a document
template, or a business workspace, or with Extended ECM, a business object
type.
5. To check the indexing status of the items in a business workspace, see the
Indexing Status column:
Re-indexing required
This status always occurs when you change the indexing settings of the
workspace type.
You may see this status even if no workspaces or no sub-items within
workspaces exist yet. When performing the test run and no documents are
found for re-indexing, the status will change again to Indexing is up to
date.
Up to date
All items have been passed to the index engine. However, it may still take
some time until the items are fully processed and searchable.
For more information about indexing, see “Indexing documents and other items
with business workspace attributes” on page 325.

3.12. Smart View: Creating custom columns
3.12 Smart View: Creating custom columns

You can create custom columns to display category attributes in widgets of Content
Server Smart View. For more information about widget configuration, see “Smart
View: Creating a perspective with Perspective Manager” on page 80.
With the installation of Connected Workspaces, the following custom columns have
already been created in the Facets volume in the Workspace Columns folder.
However, they are not prepared for sorting and filtering.
• Workspace Type ID
• Workspace Name in each language that is configured on Content Server, for
example Workspace Name en.
If you added another language after installation of Connected Workspaces, you
must create the respective column manually and prepare it for sorting and
filtering.
Tip: To create custom columns, you need the Business Administration Facets
and Columns usage privilege and Column object privilege.
Example: The collapsed view of the Workspaces widget displays the workspace name only.
The expanded view of the same widget displays columns for workspace name, creation date
and owner. It is sorted by creation date.
The workspace name is a default custom column, which is created during installation.
Custom columns for creation date and owner must be created.
For more information about widget configuration, see “Workspaces widget”

on page 87 and “Related Workspaces widget” on page 83.
To create a custom column:
Facets. Then navigate to a folder, where you want to store your custom
columns.
2. Click Add Item > Column.
3. Add a name and, optionally, a description.
4. Select a Data Source from the list of available category attributes. Each attribute
can only be used once in a custom column. If an attribute is already used as data
source for a custom column, it is not displayed anymore.
Tip: A custom column displays a maximum of 64 characters of data. If the

length of the data to be displayed in the column exceeds 64 characters, the
text is truncated and suspension points (...) appear to represent the
missing data. Setting the column width to a value greater than 64
characters does not affect this limitation.
5. To enable sorting and filtering, select Sortable.

To only display the property in the Workspaces widget or the Related

Workspaces widget, and in the browse view of Classic View, you need not select
Sortable.
Click Add.
6. Wait for the column to be built. To monitor the status, select Properties >
Specific from the function menu.
7. Smart View: From the function menu of the custom column, select Properties >
Workspace. Then select Used for Sorting and Filtering. When you click Update
the database index is created concurrently, which may take a few minutes.
After the database index has been created, the custom column can be used for
filtering and sorting.
Notes
• Filtering is only supported for data type String.

• Sorting is not supported for User fields.
• Date fields can be sorted without respecting time.
For more information about custom columns, see the Content Server help.
3.13 Smart View: Creating a perspective with

Perspective Manager
Perspectives control how users see the layout of a business workspace in Content
Server Smart View. You design and configure a perspective in Perspective Manager,
a tool that walks you through the creation of a perspective and translates it into
ActiveView coding.
With Connected Workspaces, Perspective Manager uses a reduced set of options,

focusing on perspectives for business workspaces. A new perspective is tied to the
workspace type by a rule and already contains a sample layout: The Header widget,
an Overview tab with Team and Metadata widget, and a Documents tab with the
Node Browsing Table widget.
Important
• This chapter only covers perspectives for business workspaces. For more
information about the full functionality of Perspective Manager and
perspectives, see the online help of Perspective Manager.
• The perspective takes effect immediately. So if you need testing, create
the perspective on a test system first.

3.13. Smart View: Creating a perspective with Perspective Manager
Some widget parameters support multilingual text. You recognize them by the globe
icon . When you click into one such box, a pop-up opens with text boxes for each
metadata language installed on Content Server.
For more information, see “Configuring multilingual metadata languages”

on page 54.
To create a perspective for a workspace type:
Workspace Types and open a workspace type.
Tip: To edit perspectives without Perspective Manager, click Perspectives

in the Connected Workspaces volume.
2. Click Workspace Types and open a workspace type.
3. On the General tab, in the Perspective Manager section, click Manage

Perspectives for this workspace type.
The Perspective Manager opens in a new browser window.
4. On the General tab, click Create new and enter a title for the perspective.
5. On the Rules tab, you create logical rules, which control when the perspective is
used. The workspace type from which you called Perspective Manager is the
first rule. You must not remove this rule but you can add others.
6. On the Configure tab, you design the perspective of the workspace type.
• The widget library pane on the left contains widgets from installed modules,
one of which being Connected Workspaces.
• The working area in the middle is where you place the widgets.
• The options pane on the right displays configuration options of the selected
widget.
7. Click Code Editor to edit the ActiveView code directly. However, this option is
only for advanced users who are familiar with ActiveView.
Important
Changes in the ActiveView code are not visible in the Perspective
Manager when you return to the design mode. You must save and
reload the perspective first.
8. When you are done, click Create.
9. To edit a perspective, open it in Perspective Manager and make the required

changes. Perspectives for Connected Workspaces are stored in the following
location: Perspectives volume > Connected Workspaces > <Folder named after
the workspace type with workspace type ID> . The folder name changes when you
change the workspace type name, the ID remains the same.

3.13.1 Header widget

The Header widget displays metadata like the name of the business workspace and
important attributes. Metadata is taken dynamically from category attributes, node
properties, and business properties. You can also add static text, line breaks, tabs,
and spaces.
You can also embed another widget in the Header widget, currently only the
Activity Feed widget.
Workspace Properties
Workspace properties are displayed in the left part of the Header widget in the
following top-down order, with the font becoming smaller. You can use the
suggested properties, add others, and combine attributes and properties with
text.
Property Description
Title Name of the business workspace, prefilled
with the {name} node property.
Type Name of the workspace type, prefilled
with the {business_properties.
workspace_type_name} business
property.
Description Description of the business workspace,
prefilled with the {description} node
property.
• Business properties must be configured with the business_properties

prefix, for example {business_properties.workspace_type_name}.
• {business_properties.workspace_type_name}: Name of workspace
type.
• {business_properties.workspace_type_id}: ID of the workspace
type, useful for testing and preparing perspectives.
• Node properties require no prefix, for example {name}.
• {name}: Workspace name.
• {description}: The workspace node description.
• {type_name}: Name of the Content Server item type: Business
Workspace.
• {create_date}: Date when business workspace was created, formatted
according to the current formatting rules.
• {create_user_id}: Name of the user who created the business
workspace, formatted to the user's readable display name.
• {modify_date}: Date when the business workspace was modified.

• {modify_user_id}: Name of the user who modified the business

workspace, formatted to the user's readable display name.
• {owner_group_id}: Name of the group the workspace owner belongs to.
• {owner_user_id}: Name of the workspace owner, formatted to the user's
readable display name.
• Category attributes
Click Add Attribute to Field and select attributes from the categories that
contain information for this business workspace.
Widget
You can embed another widget in the header widget. It depends on your
system, which widgets are available.
Embed Widget Select one of the available widgets to
embed it into the header widget. It is
displayed in the right half of the header
widget. Currently available is the Activity
Feed widget, which displays all activities
in relation to this business workspace and
its related child workspaces. You see
comments or recently added documents.
If you want to use the Activity Feed
widget, you must enable Content Server
Pulse and, optionally, create activity
manager objects. For more information, see
section 3.6 “Creating an activity manager
object for the Activity Feed” in OpenText
Connected Workspaces - Configuration Guide
(CSCWS-CGD).
3.13.2 Related Workspaces widget

The Related Workspaces widget displays business workspaces that are related to the
currently opened business workspace. You must configure the widget in both
collapsed and expanded view. You can display business workspaces that are in a
parent relationship or in a child relationship, and you can have more than one
Related Workspaces widget in a perspective. Relations must be configured in
Content Server.
General
Title Title of the widget, typically the
workspace type name in plain text.
Workspace type Workspace type of the related workspaces.

Relation type Child or Parent.
Collapsed view
Message for empty result Custom message if no business
workspaces of this type are available.
Preview pane The preview pane is a window that opens
when you hover with the mouse over a
related workspace in the widget. The
preview pane contains additional
information as well as team members of
this business workspace.
• Preview title - Title of the preview
pane, for example the workspace type.
The title is displayed in small font
above the display name of the related
workspace.
• Message for empty metadata - Custom
message if there is no metadata to
display.
• Name of role - Name of the role whose
members are displayed in the preview.
• Message for empty role - Custom
message if there are no roles or team
members to display.
Message that is displayed if the
specified role has no members. The
default text is No role members
assigned.
Metadata in preview pane The preview pane uses data from category
attributes. You select a category or single
attributes. To group attributes, enter a
group name and then select the categories
and attributes. Leave the group name
empty to add a category or attribute
without a group. Drag attributes or groups
to change the order.
• Group name - Name of a group of
attributes or categories
• Category or attribute - Category or
single attributes. You can use the
following data sources: A single
attribute or a complete category with
all its attributes.

Order by Orders the list of related workspaces by a
custom column and defines the sort
direction. The default sorting is ascending
by the name of the business workspace.
If you have not selected a custom column
in the Order by option, the workspaces are
ordered by the custom column configured
in Related workspace title. And in this
case, you can only use custom columns
that are configured for ordering. If you
selected a custom column that is not
configured for ordering, an error message
is displayed when the widget is loaded.
For more information about configuration
of custom columns, see section 3.5
“Creating custom columns for Content
Server Smart View search and widgets” in
OpenText Connected Workspaces -
Configuration Guide (CSCWS-CGD).
Related workspace title Name of the related workspace. You can
use a custom column or one of the
following variables: {name},
{description}, {type_name},
{modify_date}, {create_date}. The
{name} variable uses the name of the
business workspace, which may already be
assembled from several attributes.
Related workspaces description Description of the related workspace. You
can use a custom column or one of the

Metadata fields Additional fields to display metadata in
the widget. Enter a label and the value,
which can be a custom column or one of
the following variables: {name},
To format a custom column to be
displayed in currency format,
add :currency within in the brackets, for
example:
{wnf_att_fl14_5:currency}. With
this format, zeros are displayed and
thousands separators are added.
Expanded view
Order by Orders the list of workspaces by a custom
column and defines the sort direction.
Custom columns Custom columns to be displayed in the
expanded view. Select a custom column,
then click Add to array. You can drag the
columns to change the order.
3.13.3 Team widget

The Team widget displays team members as well as roles that have no members.
Title Title of the Team widget. Default is Team.
Title Title of the Team widget. Default is Team.

3.13.4 Metadata widget

The Metadata widget displays attributes of the business workspace.
Title Title of the Metadata widget. Default is
Metadata.
Hide empty fields Hide metadata fields that have no value.
Default is False.
Metadata The Metadata widget uses data from
category attributes. You select a category or
single attributes. To group attributes, enter a
group name and then select the categories
and attributes. Leave the group name empty
to add a category or attribute without a
group. Drag attributes or groups to change
the order.
attributes or categories. You can use this
option to visually group attributes.
• Category or attribute - Category or single
attributes. To add an attribute, select the
category and then select the attributes
that you want to display.
Note: Metadata groups in the

Related Workspaces widget must
not contain complete attribute sets.
However, you can select single
attributes from an attribute set.
Attribute sets with multiple rows
are displayed as a table in the
Metadata widget. Make sure that
the table width does not exceed the
width of the widget.
3.13.5 Workspaces widget

The Workspaces widget displays workspaces of a certain type. Workspaces widgets
are typically used on a Home page. You can have more than one Workspaces
widget.
General
Title Title of the Workspaces widget, typically
the type of business workspaces listed
here. Default is My workspaces.

Workspace type Type of business workspaces that you
want to display.
Collapsed view
Message for empty result Custom message if no business
workspaces of this type are available.
Expanded view
Order by Orders the list of workspaces by a custom
Custom columns Custom columns to be displayed in the
expanded view. Select a custom column,
then click Add to array. You can drag the
columns to change the order.
3.13.6 Business Attachments widget

The Business Attachments widget displays documents and other Content Server
items that are attached to a business object. Business attachments usually are not
stored in a business workspace. If not configured otherwise and if the widget is used
in a workspace perspective, the widget displays business attachments for the
business object of the business workspace. You can also display business objects for
other business object.
Users can create a snapshot for all business attachments displayed in the widget.
Snapshots are folders in Content Server, which contain a Generation of the latest
version of each business attachment that is a document. A Generation is a copy of a
document, which is separated from the original document, unlike a version. For
more information, see the Content Server help. The snapshot contains a shortcut to
objects other than documents. The name of the folder starts with a prefix, which you
configure for the widget.
In the expanded view, you see additional information for each business attachment
such as description, location and version.

General
Title Title of the Business Attachments widget.
Default is Business attachments.
Snapshot folder name prefix Prefix that is added to the snapshot folder
when you create a snapshot from this
widget. A snapshot freezes the current
version of all business attachments of the
business object and stores them in a folder.
Business attachment
Business object ID Category attribute that contains the ID of the
business objects for which you want to
display business attachments.
Business object type Category attribute that contains the business
object type.
Business application ID Category attribute that contains the ID of the
business application where the business
object type resides.
If you want to use attribute sets in these fields, you must use the following format:
{categories.<category ID>_<set number>_<attribute ID>}, for example,
{categories.37275_33_1_34}. If the attribute picker does not provide this format,
you must enter it manually.
• Category ID: 37275

• Set: 33
• Line of set: 1
• Attribute ID number: 34
To retrieve the attribute ID, run the following report: <URL of content server>?
func=attributes.dump.
Collapsed view
Message for empty result Custom message if no business attachments
are available.

Order by Orders the list of business attachments by a
column. The default sorting is ascending by
the name of the business attachment.
If you have not selected a column in the

Order by option, the attachments are
ordered by the name. If you selected a
custom column that is not configured for
ordering, an error message is displayed
when the widget is loaded.
Business attachment title Name of the business attachment in the
collapsed view. You can use one of the
Business attachment description Description of the business attachment. You
can use one of the following variables:
{name}, {description}, {type_name},
Metadata fields Additional fields to display metadata in the
widget. Enter a label and the value. You can
use one of the following variables: {name},
Expanded view
Order by Orders the list of business attachments by a
Snapshot
Parent folder name Folder in business workspace, where
Snapshots are created.
Snapshot name prefix The name of a snapshot consists of the prefix
and a timestamp.

3.13.7 Dossier widget

The Dossier widget displays all documents in the business workspaces.
Default group by criterion Groups the documents by their creation date
or a classification.
Hide group by criterion dropbox Provides an option for users to hide certain
groups of documents. The default settings
displays the dropbox.
Hide metadata Provides an option for users to hide
metadata of documents. The default settings
displays the metadata.
Hide empty fields Hide metadata fields that contain no data.
The default settings displays empty
metadata fields.
3.13.8 Header widget with business object information

The Header widget of the Extended ECM Platform module contains information
about the business objects and connections to the respective business application.
Workspace Properties
Title Name of the business workspace, prefilled
with the {name} node property.
Workspace properties are displayed in the left part of the Header widget in the
following top-down order, with the font becoming smaller. You can use the
suggested properties, add others, and combine attributes and properties with text.
• Business properties must be configured with the business_properties prefix,

for example {business_properties.workspace_type_name}.
• {business_properties.workspace_type_name}: Name of workspace type.

• {business_properties.workspace_type_id}: ID of the workspace type,
useful for testing and preparing perspectives.
• Node properties require no prefix, for example {name}.
• {name}: Workspace name.

• {description}: The workspace node description.
• {type_name}: Name of the Content Server item type: Business Workspace.
• Category attributes

Click Add Attribute to Field and select attributes from the categories that
contain information for this business workspace.
Completeness check settings

You can configure rules that define which document a business workspace must be
contain. The completeness check displays the number of missing documents.
Metadata settings
Hide metadata Provides an option for users to hide
metadata of documents. The default settings
displays the metadata.
Hide empty fields Hide metadata fields that contain no data.
The default settings displays empty
metadata fields.
Metadata The Header widget uses data from category
attributes. You select a category or single
attributes. To group attributes, enter a group
name and then select the categories and
attributes. Leave the group name empty to
add a category or attribute without a group.
Drag attributes or groups to change the
order.
attributes or categories
• Category or attribute - Category or single
attributes. You can use the following data
sources: A single attribute or a complete
category with all its attributes.
3.13.9 Scan barcode widget

Scan the QR code of an object and open the business workspace of that object.
In the configuration of this widget, select one or more business object types. The
business object type must have a configuration for the category attribute, which
contains the barcode value.
For more information, see the following:

• “Preparing barcode scanning” on page 115
• OpenText Content Server Mobile - Configuration Guide (CSMOB-CGD)

3.14. Smart View: Creating an activity manager object for the Activity Feed
3.14 Smart View: Creating an activity manager object

for the Activity Feed
You can enable OpenText™ Content Server Pulse to display an Activity Feed in the
Header widget or in the standard Activity Feed widget. The Activity Feed monitors
all activities related to content and status for a business workspace and its subitems.
It shows, for example, when someone adds a document.
If you want to also monitor attribute changes, you must create an activity manager
object. An activity manager object is linked to one category attribute. When the
value of the attribute changes, it creates an activity, which is then shown in the
Activity Feed widget.
Example: You add the category attribute Amount of a Sales Order to an activity manager
object. When the amount changes, it is displayed in the Activity Feed.
For detailed information about the activity manager object and Pulse, see the online
help for Content Server Pulse.
Notes
• Each activity manager evaluates its rules by the order in which they are
listed.
• The Activity Feed message supports localization and starts with a default
activity string message. Optionally, you can customize the activity string
with substitution placeholders for the attribute value.
Tip: To create activity manager objects, you need the Business Administration
Facets and Columns usage privilege and Activity Manager object privilege.
To enable activity monitoring with Content Server Pulse, you need access to
the Content Server administration pages.
To enable activity monitoring for business workspaces:
1. On the Content Server Administration page, select Pulse Administration >

Collaboration Administration.
2. From the Select Object Types to Manage list, select the Business Workspace
object type and click the Add Object Type button .
3. Select the collaboration feature that you want to make available.
4. Click Update.

To create an activity manager object:
1. From the global menu bar, select Tools > Facets Volume.
2. Optional Create a folder for the activity manager objects.
3. Click Add Item and select Activity Manager.
4. Enter at least a name and select a category attribute as data source.
5. Click Add.
To create rules for the activity manager:
1. Open the Specific tab of the activity manager object.

2. Click Add a new rule before this one.
3. Enter a rule name and select an option from the Rule Criteria list, for example,
Value Changed.
4. The Activity String is populated with a template string. You can edit the string
and also add multilingual versions.
The standard string looks like the following: [ObjName] [AttrName] changed
from ' [OldVal] ' to ' [NewVal] '.
Example: If you created an activity manager object that monitors the status of a sales
order workspace, the string would then produce the following activity message: Sales
Order 123 status changed from ‘pending’ to ‘closed’.
5. Edit the list of Included Object Types. Remove object types that you do not
want to monitor.
6. Click Submit.
3.15 Defining a workspace template

The creation of workspaces is based on Content Server Document Templates. A
document template is a Content Server item that contains folders, documents and
other content like task lists. You can use team roles and team participants to set up a
permission concept. You can also create a hierarchy of business workspaces, where
you define which workspace type may be included in other workspace types.
Tips
• For more information about Content Server Document Templates, see
section “Document Templates Volume Administration” in the Content
Server online help.
• Classic View: You may also add a Related Business Workspaces folder to
the template. This type of folder is used to display business workspaces that
are related, for example a customer workspace is related to business
workspaces for all its sales orders. For more information, see “Displaying
related business workspaces in a folder” on page 106.

3.15. Defining a workspace template
3.15.1 Configuring document template settings

You must configure that the Content Server subtype for business workspaces
(subtype 848) can be used as a template.
To configure document template settings:
1. On the Content Server Administration page, click Document Templates

Administration > Configure Content Server Document Templates.
2. In the Managed object types section, click Configure and select at least the
Business Workspace (subtype 848) item.
3. For the Classification tree for document types, select a classification tree for
business workspaces. For more information, see “Creating a classification for
workspace templates and location” on page 52.
4. Set the other options as required. For more information, see the Content Server
online help for that page.

3.15.2 Creating a workspace template

To create a workspace template:
1. On the global menu, click Enterprise > Document Templates.
2. Click Add Item > Business Workspace.
Note: If the Business Workspace option is not available, you must enable
it. For more information, see “Configuring document template settings”
on page 95.
Tips
• Typically, you create a template for each workspace type.
• You may define several templates for the same workspace type but
with differences in their attributes. For example, you can have
Customers with a revenue larger than one million Euros and Customers with
a revenue of less than one million Euros represented in business
workspaces based on different templates.
Alternatively, you can copy an existing template. Select the template and click
Copy. In the Copy To field, enter a location within the Document Templates
Volume. Then configure the new template according to your requirements. You
must create the copy only within the Documents Templates Volume, though,
and not in the Enterprise workspace.
Important
When you copy a folder that contains a workspace template, the
workspace template is not copied.

3. Fill the fields as required.
Important
Users will see the name of the template in the Add menu of Content
Server Smart UI when they create a business workspace in Content
Server, for example Add > Customer or Add > Material.
4. From the Classifications list, select the same classification that you selected for
business workspace location. For more information, see “Creating a root folder
for the business workspaces” on page 53.
Important
The workspace template and the business workspace location must have
the same classification.
5. Select a Workspace Type from the list.
6. Click Add.
7. Configure the template as required.
In addition to the standard Content Server settings like classification and
permissions you can also configure the following:
• Custom categories to hold metadata.
Note: OpenText recommends that you disable metadata inheritance:

This feature copies metadata from categories of the business workspace
into categories of documents and other items in the business
workspace. However, as this is a one-off action, metadata updates are
not inherited. Inheritance also has impact on system performance.
Instead of inheritance, you can use the indexing function. For more
information, see “Indexing documents and other items with business
To turn off inheritance, click the Edit Inheritance button and

select Disable Inheritance for categories in templates.
• Permission handling when the workspace template is used to create a
business workspace. For more information, see “Defining permission
handling for business workspace templates” on page 100.
• Replacement of groups is used to restrict access to the business workspace
or parts of it. For more information, see “Defining group replacement
settings” on page 104.
• Team roles and team participants for a workspace template. For more
information, see “Defining team roles and team participants” on page 101.
• Hierarchies of business workspaces. For more information, see “Creating
workspace hierarchies” on page 100.
8. Open the workspace template and add subfolders and documents as needed
using the Add Item button.

9. To test the configuration, open the location folder, which is configured for this
template. The Add dialog now contains an option with the template name.
Important
Changes to the workspace template are not applied to existing workspaces
that have already been created from the template. They apply only to
business workspaces that will be created after you made the changes.
Tip: If you want to organize your templates in folders, you can move them.
You can move them within the Document Templates volume but not to a
folder outside the volume, for example the Enterprise workspace.
3.15.3 Creating document type rules for a completeness check

With the completeness check you can ensure that a business workspace contains all
required documents. You create a classification for each document type that may be
present in a business workspace. When users upload documents to the business
workspace, they must assign the corresponding classification. The validation rule
checks for classifications of the document type and can further be narrowed down
with category attributes.
Example: In a Human Resources scenario, birth certificate and diploma are required
documents in a personnel business workspace. You create classifications Birth Certificate and
Diploma and assign them to the respective documents when uploaded. You create a
document validation rule that check the existence of one birth certificate in a specific folder.
For a manager level, two diplomas are required, one from high school and one from college,
which you can distinguish using category attributes.
Tip: Extended ECM Platform provides a Header widget for Smart View, which
displays the number of missing documents based on your validation rules.
The Rule expression is evaluated at the time of the document upload. The validity of
a document is based on the mandatory Date of Origin attribute and the
classification assigned during upload. The document is saved to the specified
workspace folder. The Document Type rules are customized in the document
templates.
To customize Document Type rules:
1. Click Enterprise > Document Templates. In the Function menu of your

template, click Properties > Document Type Rule.
2. Edit an existing rule or create a new one. To create a new rule below an existing
one, click the Add Classification button .
3. Edit the following settings:
• Classification - in the list, click Browse Classification or My Favorites to

browse and select your classification from the document type classifications
tree you set up.

• Rule Expression - click the Edit Expression button to open the

Expression Builder.
To create/edit a rule expression:
a. From the Actions list, select a type, for example, Job Information.
b. To create and edit the expression, select a category attribute from the list
and select a condition operator. In the text box, enter the required
attribute value.
c. To expand the rule expression, add another row and select a logical
operator to connect the expressions.
To delete a row, click the Remove This Row button .
d. Click Submit.
• Location - from the list, select the workspace folder in which the document
is expected to be available.
• Groups and Roles - click Select to open the Select Roles dialog box.
Select the Grant Access check box for the roles that you want to grant access.
The selected roles are then displayed in the text box.
• Validity (Months) - enter a period in months to determine how long the
document shall be valid.
• Required - Select the check box if the document must be available in the
workspace folder. If the document is not available, a notification about the
missing document is displayed in the header widget of the employee
workspace.
4. Click Save Changes.

3.15.4 Defining permission handling for business workspace

templates
Permissions are defined for the workspace template and for the folder in which the
new workspace is created. You can define that these two permission sets are
merged.
The merging also applies to the items in the template. The permissions are merged
with the permissions of the location where the business workspace is created.
Notes
• If merging is enabled, the owner of the newly created business workspace
will be the one defined for the folder in which the new business workspace is
created. If merging is not enabled, the owner will be the same as the owner
of the template.
Example: User AMILLER creates a new business workspace for a customer using the
Customer template. For the Customer template, user AMILLER only has See access. For the
folder Customer, where the new business workspace is created, user AMILLER also has
Modify access.
If the Merge with creation location option is selected, user AMILLER will have both See and
Modify access. If the Merge with creation location option is not selected, user AMILLER will
have only See access.
To define how permissions are handled:
1. From the function menu of the workspace template, select Properties > Specific.
2. To merge the permissions, select Merge with creation location.
3.15.5 Creating workspace hierarchies

You can create business workspaces within other business workspaces. To build up
such a hierarchy, you must define which business workspaces are allowed to host
other workspaces. The hierarchy mechanism is defined in templates and identifies
business workspaces by their classifications.
Prerequisites You fully configured all workspaces types for what will later be parent workspaces
and child workspaces.
If parent workspace template and child workspace template have differing roles,
you can map a parent role to a child role. The role of the child workspace will then
be replaced by the mapped role of the parent workspace with all the access rights of
the child workspace role. With this mechanism, users with roles of the parent
workspace can access the child workspace even if their specific role was not initially
assigned to the child workspace. On the other hand, members of roles of the child
workspace do not automatically gain access to the respective parent workspace.
With this role mapping, you reduce the number of roles to maintain.

To create a hierarchy:
1. In the function menu of the template, select Properties > Workspace

Hierarchies.
2. From the Classify ... list, select the classification, which is assigned to the
template that you want to be a child template.
The selected classification is listed in the Child Classifications area. The list in
the Select Child Template box now contains all templates that have this
classification.
3. Select a template from the Select Child Template ... list.
4. Optional Map the roles of the parent template to the roles of the child template:
Select the appropriate role from the Child Roles list. You can map each role
only once.
5. On the Classifications tab of the parent workspace template, clear the Inherit
checkbox.
The Inherit option must be deactivated, so that the child workspace does not
have the same classification as its parent and can be configured differently from
its parent.
6. Click Save.
7. Repeat steps 3 to 6 for each template that is listed in the Select Child
Template ... list.
3.15.6 Defining team roles and team participants

You can use team roles and team participants to control access to the business
workspaces. In the template, you define which team roles and team participants
have permissions to the template and to the generated business workspaces. When
business workspaces are created from templates, all team roles and team
participants except for the Template Administrator are copied to the created
workspace.
You can also define d team participants directly in the Team widget of a business
workspace.
Note: You can change team participants for each business workspace
separately.
• Team Roles
You create team roles and assign permissions to them. These team roles become
the defaults for the business workspaces that are created from the templates.
When you add Content Server users or groups as team participants to roles, they
inherit the permissions of the team role.
Special roles
• Template Administrator

The Template Administrator role is added automatically to templates for

business workspaces. This role is used to control who can create and modify
item templates. The Template Administrator role is not copied to business
workspaces that are created from the template.
• Team Lead
You can assign one role to be the Team Lead role. The Team Lead role
appears with a red flag icon. Participants of the Team Lead role can edit
participants of other roles.
By default, the first role that you add in addition to the Template
Administrator role, becomes the Team Lead role. However, you can set any
role as the Team Lead using the Set as Team Lead button. You can also delete
the Team Lead role if it is the only role in the list.
• Team Participants
You can add team participants to team roles. Participants can be users and
groups. Users and groups can be assigned to one or more roles. A teams can have
multiple participants.
To define roles and permissions in Content Server:
1. Switch to Classic View: Click your profile image and click Classic View.
2. From the global menu, select Enterprise > Document Templates and find the
template that you want to edit.
3. From the function menu of the workspace template, select Team Roles and
Permissions.
4. Create a role:
a. On the left side of the page in the Role Access section, click the Add Role
button .
b. On the right side of the page, in the Add new role section, enter a name in
the Role box.
c. Optional Enter a description in the Role Description box.
d. Click Add.
5. Assign permissions to the role:
a. On the left side of the page, click the role.

b. On the right side of the page, enable the permissions that you want to
assign to the role.
c. Click Update.
6. Optional Set the role as Team Lead:
a. On the left side of the page, click the role.

b. On the right side of the page, click Set as Team Lead.

7. On the left side of the page, click Done.
To assign team participants to roles:
1. From the functions menu of the template, select Team Participants.

2. On the left side, in the Participants section, click Find & Add.
3. On the right side of the page, find the user or group that you want to add.
4. In the Role menu beside the user or group, select the role that you want to
assign to this user or group.
5. Click Submit.
6. On the left side, click Done.
3.15.6.1 Handling of roles and participants

If you move a business workspace, which is based on a template with team roles and
team participants, roles and permissions are either removed, inherited, or copied. In
addition, the handling of roles and participants also respects the following settings.
• Merge with creation location option on the Specific tab of the template.
• Always inherit the permissions from target destination option on the Core
System – Feature Configuration > Access Control page.
The following handling applies when business workspaces are created and moved:
• Business workspaces are created from templates:
• All team roles and team participants except for the Template Administrator
are copied to the created workspace.
• If the new business workspace is created within a business workspace, the
team roles and team participants that are assigned to the destination are
copied to the created business workspace. This applies only if the merging of
permissions is enabled.
• A business workspace is moved to a destination with team roles, for example
into another business workspace:
• Inherited team roles and permissions are removed.
• Team roles and team participants that are assigned to the new destination, are
copied to the business workspace. This applies only if the Always inherit the
permissions from target destination option is enabled.
• Team roles assigned to the business workspace directly are still there.
• A business workspace is moved to a destination without team roles:
• Inherited team roles and permissions are removed.
• The team roles assigned to the business workspace directly are still there.

3.15.6.2 Role mapping in workspace hierarchies

When you create a workspace hierarchy and define which workspace types can be
created within another workspace type, you can also add a role mapping. With this
role mapping, you define which role of the parent workspace is mapped to the role
of a child workspace. Or in other words, which roles of the parent workspace act like
the role of a child workspace. You create workspace hierarchies on template level.
For more information, see “Creating workspace hierarchies” on page 100.
3.15.7 Defining group replacement settings

When a business workspace is created from a template, you can replace the user
groups, which are used to restrict access to the template or to folders within it, with
generated groups. In the template for a business workspace, you define how these
groups are generated. The generating of groups can be based on categories and
attributes, or on variables.
The group replacement always applies when one of the attributes that is used to
define the group is changed: when the business workspace is created, when the
attribute of a business workspace is changed later, and when an attribute is filled
manually.
You can also use this mechanism to remove groups. If you define that a group
should be removed, this group has access only to the template and not to the
business workspace based on the template. For a detailed description of the
complete process, see Section 6.2.2.1 “Using generated groups to define permissions
for workspace folders ” in OpenText Extended ECM for SAP Solutions - User
Management and Access Control Scenarios (ERLK-CUM).
The group replacement is triggered once a workspace is created, it is also triggered

when the workspace categories are updated.
Prerequisites
• You use groups to restrict access to the template or parts of it. The groups are
only used for the template.
• You grant the groups direct access instead of adding them as team participants to
a team role.
• If you want to use variables, you have already defined them. For more
information, see “Defining and using variables” on page 105.
• If you want to use a category and an attribute, retrieve their ID.
To define group replacement settings:
1. From the function menu of the workspace template, select Properties > Specific.
The Group Replacements section lists all groups that are granted access to the
template or items within the template.

2. To remove the group, select the group name and leave the Target Group field
empty.
When a business workspace is created from this template, the group is removed
and will not be granted access to the created workspace.
3. To generate a group, select the group name. In the Target Group field, add the
name of the group to be generated. You can use the following replacement tags:
• Category: <Category CategoryID AttributeID />

Specifies a category attribute and is replaced by the value of the specified
category attribute when creating a new business workspace.
Note: If the category ID or the attribute ID is wrong in the

configuration, you will receive an error and the business workspace is
not created.
If category ID and attribute ID are valid in the configuration and the
attribute either returns no value or is not defined in the business
application, the group replacement function removes the group and
creates a business workspace.
• Variable: <Variable VariableName />
Specifies a defined variable. For more information, see “Defining and using
variables” on page 105.
The replacement tags are replaced with actual values when a workspace is
created from the template.
Note: The replacement is only applied when a new workspace is created.

Already existing workspaces are not affected when changing the group
replacement settings.
3.15.8 Defining and using variables

You can define variables, which you can use for group replacement. You can use
group replacement to restrict access to the created workspace or parts of it.
To define variables:

2. Click Variables for Replacement Tags.
3. Enter the name of the variable and the value and save your changes. The name
of a variable must not contain characters from regular expression, for example [
/<>].
4. Click the Add variable button to add a row. Click the Remove variable
button to delete a row.
5. Click Update to save your settings.
3.15.9 Displaying related business workspaces in a folder

Related Business Workspaces folders are used to display business workspaces that are
somehow related to each other. In Classic View, this type of folder is the only object
type where users can add relationships manually.
Example: A customer workspace can have relationships to all sales orders, which this
customer placed. Or a product workspace can have relationships to all customers who bought
this product.
Tip: Alternatively, you can use the Related Items sidebar widget to display
relationships of a business workspace. For more information, see “Related
Items sidebar widget” on page 68.
Example 3-2: Automatic relationships in Extended ECM
In the SAP system, you have defined relationships between customers and
products. In the Customer workspace template, you can add a Related
Business Workspaces folder for products and call this folder Products.
Every created customer business workspace then contains a specific
Products folder with links to the related products ordered by this specific
customer.
Note: Automatic relationships must be created in the business application, so

additional coding is required. For more information about the property
provider, see “Implementing a property provider in SAP” on page 43.
Prerequisites
• Relationships are defined in the SAP system.
• The property provider for this business object provides the relationships.
• Business workspaces must exist for the related business objects.
Prerequisites
• Relationships between business workspaces are defined in Content Server.

Manual relation- Users can manually create relationships between business workspaces. This option
ships is only available in folders of the type Related Business Workspaces in Classic View.
Manually added relationships always are in child relation to the containing business
workspace. Only manually added relationships can be removed again.
You can add a manual relationship to an early business workspace, which is a

business workspace that does not yet have a workspace reference. When the
business workspace reference is added, automatic relationships are added. They also
replace duplicate manual relationships.
Prerequisites
• Simple Search forms must be set up. For more information, see “Configuring a
simple search for Classic View” on page 330.
• The Related Business Workspaces folder is configured to display child business
workspaces. Only in this case, the Add manual Business Relationships menu
option is available.
To define a Related Business Workspaces folder:
1. In the template, click Add Item > Related Business Workspaces.
2. On the Add: Related Business Workspaces page, define what kind of

relationships you want to display (Show Parent Relationships, Show Child
Relationships).
3. In the Workspace Types Shown section, you can restrict, which workspace
types are shown. Click Change and select the relevant types. The user of the
business workspace can later change this setting on the Specific tab.
Tip: You can use several Related Business Workspace folders for different
types of related items.

Tip: For more information about the user experience of this search option, see
Section 4.1.4 “Searching related items” in OpenText Extended ECM for SAP
Solutions - User Guide (ERLK-UGD).
To configure the search in a Related Business Workspaces folder:
1. On the Content Server Administration page, click Search Administration >

Configure Search Location Modifiers > Follow Business Workspace
Relationships.
2. Select the following options as desired:
• Status
Defines if related workspaces are not followed, always followed, or, if
following workspaces is provided as a selectable option, the user then can
select the Follow Contained Workspaces option in the Search From Here
menu.
• Limit
Sets the maximum number of business workspaces that are searchable. If the
content of the Related Business Workspaces folder exceeds this number, the
business workspaces that have been recently modified are searched first.
Tip: The search configuration is part of the business workspace type

configuration. For more information, see “Creating a workspace type”
on page 55.
3.15.10 Converting a binder/case template to a workspace

template
You can convert templates for cases and binders to a workspace template.
Technically, you clone the case/binder template with permissions, hierarchies and
categories, and then convert it to a workspace template. The original template
remains as it was.
To convert a binder or case template to a workspace template:
2. Find the binder/case template that you want to convert. You cannot convert
templates that contain nested binders or cases.
3. From the function menu, select Copy to Workspace Template
4. In the following screen, enter the following information:
• Area: Template Workspace Area for which the case or binder template was
available. For more information about areas, see Section 6 “Administering
Template Workspaces Areas” in OpenText Template Workspaces - Installation
and Administration Guide (LLESCSB-IGD).

3.16. Configuring business object types
• Workspace Type Path: Workspace type for the new workspace template
• New Name: Name for the workspace template. You can enter a new name
or leave the suggested name, which has this format: <Name of the binder/
case template> <Name of workspace type selected>.
A new workspace template is created with the settings of the binder or case
template. Permission inheritance is set to Merge With Creation Location if you
did not select any area, or if the respective subtype of the selected area has this
value. For more information, see “Defining permission handling for business
workspace templates” on page 100.
The old template remains unchanged.
3.16 Configuring business object types

You configure a business object type to use in Content Server. You select the
business object type from the business application, map properties of the business
object to categories and attributes in Content Server, and select a workspace
template. You can also enable the business object type for the use of business
attachments.
Note: You can use cross-application business workspaces if you want to associate
similar business object types from different business applications with one type
of workspace. For this, you use one workspace type for several business object
types. For example, a person is stored as a business partner in SAP SRM and as
a vendor in a different business application, both roles are displayed in the
same workspace type. For more information, see “Cross-application business
workspaces for multiple business objects” on page 19.

To create a business object type:
1. On the global menu, click Enterprise > Extended ECM.

2. Click Business Object Types.
3. Click the Add Item button and select Business Object Type.
4. To save the new business object type, you need at least the information
described in “Configuring a basic business object type” on page 111. All other
configuration sections are optional at this point and can be completed later.
3.16.1 Configuring a basic business object type
Name
Name of the business object type. This is an internal name and only visible to
administrators. OpenText recommends that you use the name under which the
business object is known in the business application. You can also add the name
of the business application.
Business Application
Business Application: Select one of the business applications that is connected
to Content Server. If a connection could be completed, you see a green
checkmark and you can then select the business object type from the business
application.
Tip: You can also create the business object type without connection to the
SAP system. The Extended ECM configuration tries to link to the SAP
system.
Business Object Type

Business Object Type: Enter the name of the business object type in the
business application. If a connection to the business application is active, click
Select From Business Application and select the required business object type
from the list of all business object types that are available in the SAP system. If
you are not connected to the SAP system, you can enter the business object type
manually.
Important
You must select a business object that is not already used in a business
object type configuration. Otherwise, you cannot save this business
object type.

Display URL
The URL which displays business object information on the business application
server. For more information, see “Creating the display URL” on page 117.
3.16.2 Configuring the creation of business workspaces

You can use business objects in business workspaces and thus use the metadata of
the business object to enrich the business workspace. To use business objects in
business workspaces, you must enable this type of usage and provide workspace
type information. To use the metadata from the SAP system it must be mapped to
category attributes in Content Server.
Used for Business Workspace

Select this option if you want to enrich business workspaces with information
from a business object. Selecting this option displays the following parameters
for the configuration.
Workspace Type
Select the workspace type that you created for this business object type.
You can also create a new workspace type at this point. Click the New
Workspace Type button and define the workspace type. For more
information, see “Creating a workspace type” on page 55.
Is Default Display for Workspace Type
If you have more than one business object type associated with the same
workspace type, enable this option to make this business object type the default
type to be displayed.
Tip: You can later change this with an option in the function menu of a
business object type.
Content Server Classic View

If you did not select any business object type for default display the following
occurs in a business workspace:
• No sidebar widgets will be displayed in the newly created workspace
• No Web URL will be displayed on the Properties > General tab of the
business workspace
Whenever you select the Default Display ... option for a business object type, it
will be removed from other business object types that are linked to the same
workspace type.

Is Default Search for Workspace Type

Enable this option so that users use the search of this business object type when
they create a business workspace manually in Content Server.
Whenever you select this option for a business object type, it will be removed
from other business object types that are linked to the same workspace type.
Workspace Template
When users create a business workspace from the business application, they
cannot select the document template manually. With these options, you select
the method how the document template is determined:
• Content Server Template: Select the document template that you created for
this business object type from Content Server. For more information, see
“Defining a workspace template” on page 94.
• From Business Property: The business property provides the ID of the
template. This method is used when a dynamic template determination is
needed. To use this method, the property provider must be implemented
accordingly.
Business Object Type Names

The header widget for Smart View can display the name of the workspace type
in different language. You can provide a name in each language that is installed
on your Content Server.
You must also map business properties to category attributes. For more information,
see “Mapping business properties to category attributes” on page 114.
3.16.3 Assigning attachment declaration to document type

In this section, you assign an attachment declaration to a document type, which is
defined for a business object in the business application.
If no mapping is configured here, the document will not be migrated to Content

Server using native attachment archiving.
Assignment of Attachment Declaration Configuration to Document Type section
• Document Type: Select a document type from the list that displays all
document types configured for the business object in the business
application. A document type may be specified at most once.
• Attachment Declaration: From the list of available attachment declarations
saved in Content Server, select a declaration to map to a document type. An
attachment declaration can be mapped to multiple document types.

Tip: To create attachment declarations, on the global menu, click

Enterprise > Extended ECM > Attachment Declarations and click Add
Item.
• Create as business attachment: This feature is currently not available.
3.16.4 Mapping business properties to category attributes

Property Mapping section
You can map simple business properties to simple attributes, and you can map
business property groups to set attributes. For both, you can use different
mapping methods:
• Category Attribute: The business property is mapped to a category and an
attribute. You can select the category from Content Server.
• Business property: The business property is mapped to a second business
property that contains the ID of the category. In the Attribute field, you enter
the attribute name of this category. The first business property is then
mapped to this attribute. To use this method, the property provider must be
implemented accordingly.
Notes
• Map all fields of the business object type that you want to display in
Content Server. Make sure that you also map all fields that are required
for the determination of the workspace name and the location. If you
need attributes for Content Server policies that are generated from SAP
authorizations, you must map them as well. For more information, see
“Mapping authorizations in SAP” on page 124.
• You cannot assign a property group to a simple attribute.
Business Properties
• Business Property: Name of the business property as it is provided by the
property provider. If the SAP System is available, click in the field to get a list
of all business properties of this business object.
• Mapping Method and Category / Attribute
Business Property: Enter the exact name of the business property and the
attribute name.

Category Attribute: Select the category and its attribute from Content Server.
Business Property Groups

• Property Group: Name of the property group as it is provided by the
property provider
• Mapping Method and Category / Set
Business Property: Enter the exact name of the business property that
determines the relevant category, and enter the set name. Then map a
business property of the group to an attribute of the set.
Category Set: Select the category and its attribute set from Content Server.
Then enter the property name and select an attribute from the set.
3.16.5 Preparing barcode scanning

You can use a mobile device to scan QR codes of objects and open the respective
business workspace in Content Server. For this, you must provide the category
attribute, which contains the value encoded in the barcode and which uniquely
identifies the business object, for example a serial number.
New: You can now use a QR code scanner on mobile devices to open business
workspaces.
Configure Barcode
Select From Category Attribute and provide the respective category and
attribute.
In Perspective Manager, you configure this business object type in the widget with
which users scan the code. For more information, see “Scan barcode widget”
on page 92.
For more information about OpenText™ Content Server Mobile, see OpenText
Content Server Mobile App - Installation Guide (CSMOB-IGD) and OpenText Content
Server Mobile - Configuration Guide (CSMOB-CGD)

3.16.6 Managing business object types

To manage business object types:
1. On the global menu, click Enterprise > Extended ECM.
2. Click Business Object Types.

The list of business objects shows the following information:
• Name of the business object type

• Business object type’s name in the business application
• Business Application as defined in Content Server.
• Workspace Type connected to the business object type.
• Display is set to default if you want this business object type to be the
default, in case you have more than one business object type associated with
the same workspace type business object type. You can make business object
type the default for display with an option on the function menu.
• Search is set to default if you search for a business object type from a
business workspace that has more than one business object type associated.
You can make business object type the default for search with an option on
the function menu.
• In Use indicates if this business object type is used and cannot be deleted.
• Status indicates if this business object type is enabled and can be used. You
can change the status with an option on the function menu. Disabled
business object types cannot be opened.
3. Select the menu option Disable so that this business object type cannot be used
to create business workspaces, neither can it be used to add business objects to a
Content Server item, regardless of whether the Can be Added as Business
Object option is selected or not.
The business object type will still be available to display previously created
business workspaces or added business objects.
The business object type cannot be used for the search or display of the
corresponding workspace type.
4. To delete a business object type, select the business object type and click the
Delete button .

3.17. Creating the display URL
3.17 Creating the display URL

The display URL is used in Content Server to open business object data from the
business application in a browser window. The URL syntax depends on the
respective type and version of the SAP system.
• For workspace references, this URL is used for the Display button on the
General tab of the business workspace's properties (function menu Properties >
General).
• For added business objects, this URL is used when the user clicks the Display
action of an added business object in the Business Objects tab.
The following sections provide example display URLs for selected business
applications.
3.17.1 SAP ERP

The display URL of an SAP ERP system uses the general transaction
RM_WSC_START_BO to identify the business object type. To identify the individual
business object, you can use the BorObjectID or a category attribute.
ERP URL with BorObjectID
$BaseUrl$/sap/bc/gui/sap/its/webgui?
~logingroup=SPACE&~transaction=%2fOTX%2fRM_WSC_START_BO+KEY%3d
$BorObjectId$%3bOBJTYPE%3d$BorObjectName$&~OkCode=ONLI
$BaseUrl$ Base URL defined in the configuration of the connection to

the business application. For more information, see Section
24.2 “Connecting SAP as the business application” in
OpenText Extended ECM for SAP Solutions - Installation and
RM_WSC_START_BO General transaction for Extended ECM
$BorObjectId$ BORident from SAP object
$BorObjectName$ SAP object type (for example KNA1)

ERP URL with business object ID from category attribute

If you want to use a category attribute instead of the business object ID for the
identification of the business object, you can use the following display URL and
replace the variables with your values:
$attribute:catname=<Cat ID>,attrname=<attribute name>$%3bOBJTYPE
%3d$BorObjectName$&~OkCode=ONLI
<Cat ID> Category ID which you find in the URL of the category in
Content Server: ...&objId=1234567&...
<attribute name> Name of the attribute
<set name> With attributes grouped in a set, you must also use the set
name followed by a colon and the attribute name.
$attribute:catname=<Cat ID>,attrname=<set
name>:<attribute name>$
Example: ERP display URL with category and attribute:
$attribute:catname=1234567,attrname=LastName$%3bOBJTYPE%3d
$BorObjectName$&~OkCode=ONLI
ERP display URL with category and attribute set:
$attribute:catname=1234567,attrname=Company:Name$%3bOBJTYPE%3d
$BorObjectName$&~OkCode=ONLI
ERP URL for DocuLink view

For SAP ERP systems, the default display URL opens the business object in SAP
GUI for HTML. You can also use an URL that opens the respective DocuLink
view. The following example opens the DocuLink view as WebDynpro.
$BaseUrl$/sap/bc/webdynpro/ixos/dcview?
project=ECMLINK_PC&viewid=001&version=01&sap-client=800&sap-
language=EN&SELFIELD1=SF_LIFNR&SELOPTION1=CP&SELSIGN1=I&VALUE_LOW
1=$BorObjectId$&sap-wd-configId=/IXOS/DC_WD_DCVIEW_FULL

3.17.2 SAP SRM

The display URL of SAP SRM is based on object-based navigation (OBN) in SAP
Enterprise Portal. OBN offers portal users an additional method of navigation,
which is role-dependent and based on business objects. The display URL uses the
OBN technical name as well as the operation. For more information about OBN, see
the SAP Help Portal (http://help.sap.com/saphelp_erp60_sp/helpdata/en/e4/
f86f4132f15c58e10000000a1550b0/content.htm).
To identify the SAP SRM business object, you can use the BorObjectID or a category
attribute. Business partners (BUS1006), however, are handled differently.
The following provides URL templates that you can fill with the values from the
table below.
SRM URL type 1 with BorObjectID

Substitute <Technical Name> and <Operation> from table Table 3-1. Business
Object ID is determined automatically.
$SBaseUrl$/?NavigationTarget=OBN://BOSystemAlias=SAP_SRM/
BOTechnicalName=<Technical Name>/Operation=<Operation>&NavMode=3&
SAPSRM_BOID=$BorObjectId$&SAPSRM_MODE=DISPLAY
Example: For SAP SRM Purchase Order: $BaseUrl$?NavigationTarget=OBN://

BOSystemAlias=SAP_SRM/BOTechnicalName=po/Operation=detail&
NavMode=3&SAPSRM_BOID=$BorObjectId$&SAPSRM_MODE=DISPLAY
For SAP SRM Confirmation: $BaseUrl$?NavigationTarget=OBN://
BOSystemAlias=SAP_SRM/BOTechnicalName=conf/Operation=detail&
NavMode=3&SAPSRM_BOID=$BorObjectId$&SAPSRM_MODE=DISPLAY
SRM URL type 2 with business object ID from category attribute

Substitute <Technical Name> and <Operation> from table.
Business Object ID is determined from attribute. Enter category ID and attribute.
$BaseUrl$/?NavigationTarget=OBN://BOSystemAlias=SAP_SRM/
BOTechnicalName=<Technical Name>/Operation=<Operation>&NavMode=3&
SAPSRM_BOID=$attribute:catname=<Cat ID>,attrname=<Attr Name>$&
SAPSRM_MODE=DISPLAY
Example: For SAP SRM Shopping Cart: $BaseUrl$?NavigationTarget=OBN://

BOSystemAlias=SAP_SRM/BOTechnicalName=sc/Operation=detailprof&
NavMode=3&SAPSRM_BOID=$attribute:catname=123456,attrname=GUID$&
SAPSRM_MODE=DISPLAY
123456 is the ID of Shopping Cart Category, and GUID the attribute name.
SRM URL type 3 for object type Business Partner

Substitute <Technical Name> (bupa) from table.
Business object type BUS1006 (business partner) can have different roles, for
example, supplier or bidder. To address the correct role, <Operation> must be
provided by a category attribute. A sample property provider /OTX/
RMSRM_CL_WSPP_BUPA, which provides the attribute OBN_OPERATION is available

in OpenText My Support (https://knowledge.opentext.com/knowledge/

llisapi.dll/Overview/35570575). Business Object ID is determined from attribute.
$BaseUrl$/?NavigationTarget=OBN://BOSystemAlias=SAP_SRM/
BOTechnicalName=<Technical Name>/Operation=$attribute:catname=<Cat
ID>,attrname=<Cat Name for OBN>$&NavMode=3&SAPSRM_BOID=
$attribute:catname=<Cat ID>,attrname=<<Attr Name>$&
SAPSRM_MODE=DISPLAY
Example: For SAP SRM Business Partner: $BaseUrl$?NavigationTarget=OBN://

BOSystemAlias=SAP_SRM/BOTechnicalName=bupa/Operation=
$attribute:catname=123456,attrname=OBN Operation$&NavMode=3&
SAPSRM_BOID=$attribute:catname=123456,attrname=GUID
$&SAPSRM_MODE=DISPLAY
123456 is the ID of SAP SRM Business Partner Category, OBN Operation is the
attribute name that determines the operation. The second category attribute GUID in the
same category 123456 contains the business object ID.
Table 3-1: SRM display URL variables
SRM business URL type <Technical Name> <Operation>

object type
Contract 1 cont detail
(BUS2000113)
Contract version 2 cont detail
independent (/otx/
rmcnt)
RFX (BUS2200) 1 rfx detail
RFx version 2 rfx detail
independent (/otx/
rmrfx)
RFX Response 1 qte display_rfx_resp
(BUS2202)
RFX Response 2 qte display_rfx_resp
version independent
(/otx/rmrsp)
Shopping Cart 2 sc detailprof
(BUS2121)
Purchase Order 1 po detail
(BUS2201)
Confirmation 1 conf detail
(BUS2203)
Invoice (BUS2205) 1 inv detail

SRM business URL type <Technical Name> <Operation>

object type
Business Partner 3 bupa from category
(BUS1006) attribute:
$attribute:catna
me=<Cat ID>,
attrname=OBN
Operation$
3.17.3 SAP CRM

For SAP CRM systems, you must modify the default URL manually:
$BaseUrl$/sap/bc/bsp/sap/crm_ui_start/default.htm?crm-object-
type=<Object Type>
&crm-object-action=B&crm-object-value=$BorObjectId$
Substitute <Object Type> with values from the respective column in “CRM business
objects that are supported by Extended ECM” on page 289.
Only for Add parameter &crm-object-keyname=PARTNER to the URL.

Business
Partner You can add the business role to the CRM URL to avoid the role selection screen in
(Account)
Optional
case a user is assigned to several business roles. For this, you add URL parameter &
saprole=<role> where <role> is the technical name of the business role, for example
SALESPRO for Sales Professional. You can use transaction CRMC_UI_PROFILE to display
the CRM business roles.
Example URL for Opportunity
type=BT111_OPPT
&crm-object-action=B
&crm-object-value=$BorObjectId$
Example URL for Business Partner displayed for Business Role “Sales
Professional”
type=BP_ACCOUNT
&crm-object-action=B&crm-object-value=$BorObjectId$
&crm-object-keyname=PARTNER&saprole=SALESPRO

3.17.4 SAP Hybris Cloud for Customer

The URL for SAP Hybris Cloud for Customer is determined in the following pattern:
$BaseUrl$/sap/public/byd/runtime?bo_ns=http://sap.com/
thingTypes&bo=COD_GENERIC
&node=Root&operation=OnExtInspect&param.InternalID=$BorObjectId
$&param.Type=<item type>
More information about the URL and a list of item types, see Predetermining URLs
for Direct Navigation (https://help.sap.com/viewer/
cea15f900ca04c4faa35d3044577fe27/1802/en-US/
186e89d9763d1014b759b19d50be576b.html) in the SAP Hybris Cloud for Customer
Administrator Guide.
The Lead business object is not yet mentioned in the official list, though.
Alternatively, you can also use the GUID. To do so, however, the GUID must be
stored in a category attribute. For more information, see the SAP Hybris Cloud for
Customer Administrator Guide linked above.
Example for Account
thingTypes&bo=COD_GENERIC
&node=Root&operation=OnExtInspect&param.InternalID=$BorObjectId
$&param.Type=COD_ACCOUNT_TT
Example for Opportunity
$BaseUrl$/sap/public/byd/runtime?bo_ns=http://sap.com/thingTypes&
bo=COD_GENERIC&node=Root&operation=OnExtInspect&param.InternalID=
$BorObjectId$&param.Type=COD_OPPORTUNITY_THINGTYPE
Example for Ticket
thingTypes&bo=COD_GENERIC&
node=Root&operation=OnExtInspect&param.InternalID=$BorObjectId
$&param.Type=COD_SRQ_AGENT_TT

3.18. Granting usage privileges to users
3.17.5 SAP Fiori

For a display in SAP Fiori, you must modify the default URL of your Fiori app. The
Track Sales Order app has the following default URL:
$BaseUrl$/sap/bc/ui5_ui5/ui2/ushell/shells/abap/FioriLaunchpad.html?
sap-client=<client>
&sap-language=<language>#<semantic object>-<action>
&/newdetail/SalesOrders(\'$attribute:catname=<category
name>,attrname=<attribute name>
$\')/$attribute:catname=<category name>,attrname=<attribute name>$/

1000/10/00
Replace <semantic object>, <action><category name> and <attribute name>

with the respective values in your system.
Example URL for Track Sales Order
$BaseUrl$/sap/bc/ui5_ui5/ui2/ushell/shells/abap/
FioriLaunchpad.html?sap-client=100
&sap-language=EN#<Semantic Object>-Action
&/newdetail/
SalesOrders(\'$attribute:catname=6377616,attrname=Sales Order ID
$\')/$attribute:catname=6377616,attrname=Customer ID
$/$attribute:catname=6377616,attrname=Ship To$/1000/10/00
Note: This sample URL contains line breaks for better readability.
For more information, see “Integrating Extended ECM for SAP Solutions into
SAP Fiori apps“ on page 259.
3.18 Granting usage privileges to users

The following Content Server privileges are related to Connected Workspaces and
Extended ECM:
• Business Administration: Connected Workspaces and Extended ECM

• Move Business Workspaces: Only users with this privilege can move a business
workspace to a different folder.
• Edit attributes relevant for group mapping: This privilege is relevant if you use
group replacement in the template. It restricts the editing of attributes that are
used to define the groups that have access to a business workspace. For more
information, see “Defining group replacement settings” on page 104.

• Regenerate Reference: This privilege allows to generate a new reference number.

This may be necessary if the reference number contains attributes and these
attributes have changed. For more information, see “Using the Reference
attribute” on page 75.
• Change Reference: This privilege allows users to change the business object of a
business workplace.
• Access Business Workspaces (<Product Name>): This privilege is provided by
each installed Extended ECM product. It necessary to access a business
workspace. It is also the basis for license measurement. For more information, see
“Performing license measurement“ on page 347.
• Display Business Objects: This privilege allows users to display the data of a
business object in the business application.
• Add/Edit/Remove Business Objects: This privilege allows users to add business
objects to Content Server items.
To administer the privileges:

2. Find the Connected Workspaces and Extended ECM usage types and configure
them according to your requirements.
For more information about permissions and privileges in Content Server, see
Section 4.3 “Permissions on Content Server” in OpenText Extended ECM for SAP
Solutions - User Management and Access Control Scenarios (ERLK-CUM).
3.19 Mapping authorizations in SAP

Authorization object fields within SAP are mapped to category attributes of the
Content Server for specific business objects. This mapping is required if you want to
use Content Server policies generated from SAP authorizations.
Important
The Content Server category attributes used for policies must be defined in
the metadata mapping configuration.
For information about the complete configuration, see Section 7 “Using SAP
authorizations to restrict workspace access (optional)” in OpenText Extended ECM for
SAP Solutions - User Management and Access Control Scenarios (ERLK-CUM).
To define a workspace authorization mapping:
2. Select a business object declaration from the list and double-click Workspace
Authorization.
3. Click New Entries and provide the following information:

3.19. Mapping authorizations in SAP
• Object Type: SAP business object type related to the workspace.

• Object: Authorization object in SAP which is related to the SAP business
object type.
4. Select the entry from the list of available authorizations and double-click Field
Mapping.
5. Enter or modify the following parameters:
Object Type
SAP business object type related to the workspace.
Object
Authorization object in SAP which is related to the SAP business object
type.
Field name
Field name of authorization object in SAP which is related to the SAP
Category unique name

Unique name configured for the Content Server category. For more
information about configuring unique names, see “Unique names for
Content Server items” on page 194.
Note: If you are migrating from an existing configuration, you can

display the category ID that was used for the configuration in older
released. To show the Category ID column, enter &SHOW_LEGACY_ON in
the transaction field and press ENTER. To switch to the current view
again, enter &SHOW_LEGACY_OFF and press ENTER.
CS category attribute
Attribute name of the Content Server category.

3.20 Customizing the search help in SAP

Users use the Search help dialog to find a business object either when they create a
business workspace in Content Server, or when they add a business object as
workspace reference to a business workspace, or when they add a business object to
a Content Server item.
You define the search help in the business object declaration. For more information,
see “Creating a business object declaration in SAP” on page 44.
Optionally, you can further customize the search help settings:

• Provide input help (F4 help)
• Map the business object key
3.20.1 Providing input help for search help fields

You can add additional input help (F4 help) for fields of the search help. If there are
no settings for a search help parameter then a default input help will be determined
if possible. This setting is only necessary if a default input help cannot be
determined or if you want to provide a different input help.
To configure F4 support for the search help:
Note: You can only use Elementary Search help. Collective search help is not
supported.
2. Select a business object declaration from the available list; then double-click
Search Help F4 Support in the Dialog Structure area.
Search Help Name

Name of the search help.
SearchHelpParam
Parameter name of a search help.
Input help type
Specify the input help type to be used. If there are no settings for a search
help parameter, the input help will be a listbox for domains with fixed
values and a search help for check tables and ABAP search helps.
Search Help Name
Set an elementary ABAP search help for the search help parameter.
If this setting is left empty, the default search help will be read from the
DDIC information of the search help parameter. This setting is only
necessary if a collective search help is attached to the search help parameter

3.20. Customizing the search help in SAP
in the DDIC. In this case a default elementary search help cannot be

determined and must be set explicitly.
Search help key parameter

This setting is only necessary if the name of the key parameter of the search
help for the search help parameter is different from the search help
parameter.
Search help text parameter

This setting is only necessary if a listbox input help is used and a different
parameter should be used as text. Specifies the name of the parameter of the
search help for the search help parameter that should be used as text in a
listbox input help. If this setting is left empty, the first parameter that is not
the key will be used as text by default.
Exact Search
If active, the search looks for values that exactly equal the search criteria
(value = search criteria). If not active, the search will look for values that
contain the search criteria (search for values with pattern
*search criteria*) .
3.20.2 Mapping the business object keys for a search help

A mapping of the business object key is only necessary if the name of a key field of a
business object does not correspond with a name of a parameter of the assigned
search help or if the filling of a key field must be deactivated. Map the business
object key field to the search help parameter that contains the key.
To map business object keys for a search help:
1. In the IMG, navigate to the Extended ECM > Business Object Declarations
activity, select a business object declaration from the available list and double-
click Search Help Business Object Key.
Object Type
Business object that is used as workspace reference or as a business object
that is added to a Content Server item.
Key field
Key field of the business object.
SearchHelpParam
Parameter of the search help.
Key inactive
If active, the key field of business object will not be filled. This setting is
used in cases where a key of a business object is composed of several key
fields, but not all fields should be filled.

For example, the business object WBS Element (BUS2054) has a key with two
key fields; but only one is actually used by SAP, for example when storing a
document with ArchiveLink.
To be consistent with SAP, deactivate the key field that is not used by
setting this parameter.
3.21 Customizing the automatic creation or update of

business workspaces in SAP
You can customize Extended ECM for SAP Solutions to automatically create or
update a business workspace whenever a certain event takes place.
Example: You decided to create a business workspace for each one of your customers.
Instead of creating the workspace manually when you created a new customer, you customize
Extended ECM for SAP Solutions to automatically create a business workspace for each new
customer.
For this, you use the SAP event CREATED that triggers the creation of a workspace.
In addition to the steps you take to enable manual workspace creation, you must
customize the events that trigger the automatic creation.
Extended ECM for SAP Solutions provides the following function modules for the
automatic update and creation of workspaces. To use the asynchronous queuing,
use the respective function module that end with _ASYNC or _ASY. For more
information, see “Creating business workspaces and declaring document
• /OTX/RM_WSC_UPD or /OTX/RM_WSC_UPD_ASYNC function module. This function

module updates an existing workspace with the CHANGED event. With a CREATE
event and all other events, the function module either updates the workspace or
creates a new workspace if it does not yet exist.
• /OTX/RM_WSC_UPD_EXISTING or /OTX/RM_WSC_UPD_EXISTING_ASYNC function
module. This function module updates an already existing workspace with any
event. It does not create a workspace.
• /OTX/RM_WSC_UPD_SUPERTYPE or /OTX/RM_WSC_UPD_SUPER_ASYNC function
module. You can use this function module, if a business object does not have the
relevant events.
• /OTX/RM_WSC_UPD_SUPERTYPE_EXST or /OTX/RM_WSC_UPD_SUPER_EXST_ASY
function module. This function module updates an already existing workspace
that does not have the relevant events. It does not create a workspace.
For more information, see “SAP: Using change documents for the automatic
creation and updates when events are missing” on page 177.
• /OTX/RMSRM_CL_EVT_UPD method for SAP SRM. This method creates and
updates workspaces in SAP SRM.

3.22. Creating business workspaces and declaring document asynchronously
For more information about the Maintain Receiver Module Events IMG activity,
see “SAP: Linking events to receiver type function modules” on page 170.
3.22 Creating business workspaces and declaring

document asynchronously
The asynchronous queue for the creation of business workspaces and document
declaration helps you increase system speed and overcome occasional consistency
issues.
Use case: Asynchronous creation of business workspaces with SAP events

With the asynchronous queue in place, creation and update requests for
business workspaces are queued for asynchronous processing. Usually, the
asynchronous process is started by a background job. The process then
processes the queue entries and creates or updates business workspaces. If an
operation fails, the entry stays in queue with a proper hint until the failure
source is remedied.
Use case: Asynchronous mass creation of business workspaces

You use the batch creation reports to create a large number of business
workspaces. You can choose to place the creation jobs in the asynchronous
queue for processing. For more information see, “SAP: Creating or updating
business workspaces using batch operations” on page 376.
Use case: Asynchronous mass declaration of records

You use the batch creation reports to create a large number of records. You can
choose to place the creation jobs in the asynchronous queue for processing. For
more information see, “SAP: Declaring ArchiveLink documents using batch
operations” on page 378.
Use case: Asynchronous creation of business workspace plus related document

declaration
Some transactions create a business object and a document at the same time, for
example the ME21N transaction to create a purchase order. Extended ECM for
SAP Solutions is configured to store the document in the corresponding
business workspace. If no workspace exits, it creates a business workspace for
the business object. Technically, Extended ECM for SAP Solutions triggers the
creation of the business workspace, and very soon after that triggers the
declaration of the business document in that business workspace. If the business
workspace is not created at this time, for example because of a server overload,
an error occurs. The asynchronous queue ranks creation requests to ensure that
first the business workspace is created, and afterwards the business document
can be declared in this business workspace.
Both document declarations running in batch processes and document
declarations running in workflow requests (for example a bulk declaration
report running in background) run in the asynchronous queue.
Parallel You can use parallel processing for the asynchronous queue. In order to increase
processing speed, you can define that several processes run in parallel for a defined number of

items. You can define the settings for the program when you schedule the
background job.
Monitoring You can monitor the queue, check errors and re-start a queued item manually. You
can also control the queuing process by locking writing to or reading from the
queuing database table or locking the process itself. For more information, see
“Setting queue properties” on page 131.
Figure 3-5: Asynchronous queuing for business workspaces
Queue processing
1. An event or a user enqueues items

2. The enqueuing actions stores the items in the queue
Enqueuing can be paused with option Lock queue filling.
3. The queue processor reads items from the queue
Reading from the queue can be paused with option Lock queue reading.
4. Business processes are being created.
Creating business workspaces can be paused with option Lock automatic queue
processing.
Processing of the items is either started manually or by a scheduled job.
API functions The Extended ECM for SAP Solutions contains function modules for Create or
and function Update events to be processed either synchronously or asynchronously. For
modules
workspace creation that is not event-based, you can use the new API methods. The
API is described in the SDK documentation, which you find in OpenText My
Support (https://knowledge.opentext.com/knowledge/cs.dll/Open/63007681).

Note: OpenText recommends that you first analyze the rate of the workspace
creation and update operations and the time one operation consumes. In most
cases, the manual queue processing can deliver the best system response time
and resource consumption rate. So according to the results of the analysis
schedule the queue processing manually to run in periodically.
3.22.1 Setting up asynchronous queueing for event-based

creation
Extended ECM for SAP Solutions provides function modules that you can use to
trigger the creation or update of business workspaces or business documents by an
event. To use the asynchronous queue, you must use the dedicated function
modules that contain _ASYNC or _ASY in their name.
If you want to process manual workspace creation via the asynchronous queue, you
must address the BOR API. For more information, see the SDK documentation,
which you find in OpenText My Support (https://knowledge.opentext.com/
knowledge/cs.dll/Open/63007681).
To use the asynchronous queue for event-based creation of business

workspaces:
1. In the IMG, navigate to the Extended ECM > Maintain Receiver Module
Events activity and click Execute.
2. Configure events with a function module that is designed for the asynchronous
queue. For more information, see “SAP: Linking events to receiver type function
modules” on page 170.
Authorizations for the background user (for example WF-BATCH)

• For the /OTX/RM object, for the /OTX/RMACT field, set the value to 03.
• For the J_6NRL_WSC authorization object, for the /OTX/RMWAC field, set the value
to 01.
3.22.2 Setting queue properties

To maintain the queue properties:
1. In the IMG, navigate to the Extended ECM > Maintain Declaration Queue
activity and click Execute.
2. Set the following options according to your requirements:
• Lock queue filling: Writing to the queue is disabled. No more items can be
added.
• Lock queue reading: The queue processing background process is disabled.
Reading from the queue is disabled and thus, no business workspaces will

be created. This attribute is checked regularly by a running background

process and if set to true the process quits.
3. Define the settings of the queue processing program /OTX/

RM_WSC_Q_CONSUMER_BGJOB.
a. Start the SE38 transaction.

b. As program, enter /OTX/RM_WSC_Q_CONSUMER_BGJOB.
c. Click Execute.
d. Define the settings:
Number of items to process

Define the number of items to process in total. If the parameter is
empty the program runs as long as there are items to process.
Number of items to fetch

Define the number of items that are collected for processing at the same
time. Default is 150. Ideally, it is at least the multiplication of the
number of processes and the number of items per process. If there are
more items in the queue than the defined number, they are collected in
a new selection.
Number of items per process

Define the number of items that are processed by each process at the
same time. Default is 50.
Use old processing (deprecated)

Only select if you do not want to use the new processing logic. If you
select this check box, all other settings are ignored and parallel
processing is not possible.
Server group
You can define which server group should process the queue. For more
information about parallel processing with asynchronous RFC, see the
SAP documentation about parallel processing with asynchronous RFC
(for example at http://help.sap.com/saphelp_snc700_ehp01/helpdata/
en/22/0425c6488911d189490000e829fbbd/frameset.htm)
Number of parallel processes

Define the number of processes that run in parallel:
• Number of parallel processes = 0: no parallelization is used at all.

• Number of parallel processes = 1: data fetching runs decoupled
from the workspace creation. All request are sent in one web service
request according to the number of items per process parameter
• Number of parallel processes >1: data fetching runs decoupled from
the workspace creation. The value determines how many web
service calls are started in parallel.
e. Save your entries. These settings are used when the program is executed.

4. Use the SAP background job scheduler (transaction SM36) to plan the queue
processing program /OTX/RM_WSC_Q_CONSUMER_BGJOB.
Select a user with which the business workspaces will be created. This user
must have the authorizations defined in “Setting up asynchronous queueing for
event-based creation” on page 131 and all necessary permissions in Content
Server. This user is also the owner of the business workspaces in Content
Server.
3.22.3 Monitoring the asynchronous queue

You can view items in the asynchronous queue that failed to process. You can enable
the re-processing of the failed items.
To monitor the queue:
1. Start the /OTX/RM_WSC_Q transaction.
2. Select an action that you want to monitor. Also select if you want a detailed
deletion log.
3. Enter your selection criteria as required.

In the Max. Nr. of Displayed Rows field, enter the number of rows you want to
see. You can later browse to the other rows.
4. Click Execute to start the report.

5. The report displays the content of the queue. It also summarizes the settings
you made in the queue properties.
The database table contains the following information:
• Priority: While adding new items, the process can also define the processing
priority and with that differentiate the workspace creation scenarios.
• SLG Reference: Click to view a more detailed entry in the SAP application
log.
• Created by: Creator of the item
• Created on: Creation date and time in the format YYYYMMDDHHMMSS.
• Activity: Activity, for example Create a workspace. For information about
the value, press F4.
• Obj. Type: Business object type
• Key: Business object key
• Cont. Rep., Doc ID, Doc.type StrgeDat, Date, Reserver, Flag: Only relevant
for document declaration items.
6. To retry the creation of business workspaces for queued items, select one or
more rows, then click Re-process selected items.
7. To view further rows, click Next items.

3.23. Enabling cross-application business workspaces for multiple business objects
3.23 Enabling cross-application business workspaces

for multiple business objects
A single business workspace can represent multiple, by business processes related
business objects from different SAP systems, for example the following:
• Customer that is used in SAP ERP and SAP CRM.

• Vendor that is used in SAP ERP and SAP SRM
Any user who has access to one of the business objects in one of the SAP system also
has access to the workspace, and thereby to the information provided by both
systems.
To enable the creation of cross-application workspaces for multiple business objects

from different SAP systems, follow the procedures to customize business
workspaces. In addition, take into consideration the following:
Configuration of cross-application business workspaces
To enable the creation of cross-application business workspaces for multiple

business objects from different enterprise applications, follow the procedures to
configure business workspaces. In addition, consider the following:
• Property providers
At least one property provider must contain information about the other related
business object type. OpenText My Support (https://knowledge.opentext.com/
knowledge/cs.dll/Open/63007681).
• Template and categories
Create a template and categories with attributes. You can either create a category
that fits both business object types or create separate categories for the two
business object types.
• Business object types
Create business object types for each of the business object. The business object
types must have the same document template and the same workspace type.
Also define, which of the business object types should be the default for
displaying the business object in the respective enterprise application.
For the mapping of business properties to category attributes, you have the
following options:
• Map the properties of the business object to the same category attributes on
Content Server.
If information changed for one business object in one of the enterprise
applications, the business workspace is updated. If two business objects map
their properties to the same attribute on Content Server, the last update wins.

• Map the properties of all business objects to attributes of different categories

on Content Server. With this, attributes are displayed on different tabs of the
business workspace.
• Workspace types
You must use the same workspace type for both business object types.
• Access to workspaces and to functions related to the SAP system
If access to the business workspace is based on policies take into consideration
the following: If users have access to at least one of the business objects in one of
the SAP systems, and the policies are created accordingly, the users will have
access to the workspace on Content Server.
For displaying the search help, the SAP user that you used in the Connections to
Business Applications (External Systems) must have the corresponding
authorization in the SAP system that is defined as default (Default Search for
Workspace Type in the business object type definition on Content Server). For
more information, see Section 24.2 “Connecting SAP as the business application”
in OpenText Extended ECM for SAP Solutions - Installation and Upgrade Guide
(ERLK-IGD).
• For some SAP versions, the SAP logon ticket seems to contain the target system
and client, so there might be restrictions concerning the use of cross-application
business workspaces together with SAP logon tickets.
Data update policy with several business objects in one workspace
For cross-application workspaces, the propagation of properties from business

applications is as follows:
1. If the property is unique to a particular system and it is correctly configured for

propagation into the business workspace, it will be displayed as expected.
2. If the property is common to more than one business object and this metadata is
correctly configured for each business object for propagation into the business
workspace, then the resulting value will reflect the last business object which
updated the common property.
“Last one to update common metadata wins!”
3.24 Enabling composite business workspaces

The composite business workspace scenario mainly depends on the property
provider. The property provider must be programmed to identify composite parent
and child relationships.
Example: The following BOR objects are examples for a composite business workspace
scenario in SAP Plant Maintenance:
• Parent: Maintenance Order (BUS2007)

Child: Maintenance Order Operation (AFVC_PM)
• Parent: Planned maintenance task list (BUS1019)

3.24. Enabling composite business workspaces
Child: Operations (custom business object /OTX/RMTLO is part of the SAP Extended ECM
Solution Accelerator for SAP PM)
Tip: A sample property provider for SAP ERP task lists and operations is part
of the SAP Extended ECM Solution Accelerator for SAP PM (https://
knowledge.opentext.com/knowledge/cs.dll/Open/37717526).
The composite business workspace scenario has the following characteristics:
Business object declaration

• You need a business object declaration for both the parent and the child
business object.
For more information, see “Configuring business object types” on page 109.
Workspace type
You only need to specify the Workspace Location for the workspace type for the
topmost parent business object. For a child business object, the location is always
the business workspace of the parent, regardless what you specify in the
workspace type.
Policies
Child business workspaces cannot have their own policies; they inherit policies
from their parent.
Creation
SAP - When you create a business workspace for a parent business object
automatically or manually, business workspaces for all according child business
objects are created.
Content Server - When you create a business workspace for a parent business
object, no business workspaces for child business objects are created.
Deletion
When you delete a parent business workspace, all child business workspaces are
deleted, too.
Search behavior
Documents that are indexed with the metadata of their business workspace,
inherit also the metadata of all parent business workspaces.
For more information, see “Indexing documents and other items with business
Sidebar widgets
• Attributes sidebar widget displays the attributes of the current business
workspace.
• Recent Changes sidebar widget displays all recently added or changed
documents in the current and all child business workspaces.
• Related Items sidebar widget displays the relationships of the current
business workspace.

• Work Items sidebar widget displays your work items.

• Workspace Reference sidebar widget displays the workspace reference of
the current business workplace.
3.25 Enabling OpenText Recycle Bin for business

workspaces
You can make use of the Content Server Recycle Bin module for business
workspaces. When users delete a business workspace, the workspace reference is
removed and the business workspace is moved to the Recycle Bin. The business
workspace is no longer connected to a business object, and the original business
object can be used for another business workspace. In addition, all relationships
from or to this business workspace are removed.
When the business workspace is restored from the Recycle Bin, it is not re-connected
to the original business object. Users must manually assign a business object as
workspace reference again.
Prerequisite OpenText Recycle Bin must be installed on Content Server.
To enable the recycle bin for business workspaces:

Configuration > Recycle Bin.
2. Select Recycle Object for business workspaces, and cases and binders, if
needed.
3. Set the Access Restricted To option to Original Permissions.
3.26 Customizing container behavior of business

workspace items
The business workspace navigation behavior inside the Business Content window
discerns between container objects that contain child items and non-container objects
that do not contain any child items.
The customizing in Content Server and the Enterprise Library services determine,
whether a certain document node is recognized as a container object or not.
You can redefine this behavior in the configuration.
To customize container behavior:
1. In the OpenText Administration Client navigate to Enterprise Library Services

> Configuration.
2. You can add a comma-separated list of subtype values to the following
properties:
• elservice.knownContainerTypes

3.27. Checking the appearance of the SAP integration
• elservice.knownNonContainerTypes
Example: The Enterprise Library Service parameter elservice.

knownContainerTypes contains the following default list of subtype values: 31066,
310660,31350,3030202,3030301,204,210.
That means that, for example, the node type TaskList with subtype = 204 will be
treated as a container object.
3.27 Checking the appearance of the SAP integration

If you want to integrate the Extended ECM for SAP Solutions functionality in SAP
CRM or SAP SRM, you can adjust the Content Server appearance and use an SAP
based skin. As a standard, these settings are made automatically during the
installation of Connected Workspaces.
After installation, unique names for standard SAP themes already exist. You can edit
these unique names and their assignment. Changes take effect immediately. The
following SAP themes are already configured: content_server, default,
sap_tradeshow, sap_tradeshow_plus. Unique names for appearances must use the
prefix theme_ and they are always expected in lower-case, even if SAP sends the
parameter in upper case. For more information, see “Unique names for Content
Server items” on page 194.
To check the appearance integration:
1. On the Content Server Administration page, click Appearances

Administration > Open the Appearances Volume.
2. Select the recommended appearance:

For SAP CRM: EXTENDED_ECM_CRM_DEFAULT
For SAP SRM: EXTENDED_ECM_SRM_SAP_TRADESHOW
3. Check if the following settings are present according to Figure 3-6 or Figure 3-7.
• Current Status: Enabled

• Header section
• Content Server Components section

• Workspace section
Figure 3-6: Appearance settings for SAP CRM
Header script for EXTENDED_ECM_CRM_DEFAULT -
<SCRIPT ID="crm_default" TYPE="text/javascript"></SCRIPT>

<LINK ID="crm_default_css" REL="stylesheet" TYPE="text/css"/></
LINK>
<SCRIPT TYPE="text/javascript">
document.getElementById("crm_default").src = supportPath +
'xecmpf/crm_default/crm_default.js';
document.getElementById("crm_default_css").href = supportPath +
'xecmpf/crm_default/crm_default_style.css';
document.getElementsByTagName('body').className+='
preventFlicker';
var trunc_type = '_848';
</SCRIPT>
<STYLE>
#pw_SideBarWrapper {display: none;}
</STYLE>

3.27. Checking the appearance of the SAP integration
Figure 3-7: Appearance settings for SAP SRM
Header script for EXTENDED_ECM_SRM_SAP_TRADESHOW -
<SCRIPT ID="srm_sap_tradeshow" TYPE="text/javascript"></SCRIPT>

<LINK ID="srm_sap_tradeshow_css" REL="stylesheet" TYPE="text/
css"/></LINK>
<SCRIPT TYPE="text/javascript">
document.getElementById("srm_sap_tradeshow").src = supportPath +
'xecmpf/srm_sap_tradeshow/srm_sap_tradeshow.js';
document.getElementById("srm_sap_tradeshow_css").href =
supportPath + 'xecmpf/srm_sap_tradeshow/
srm_sap_tradeshow_style.css';
document.getElementsByTagName('body').className+='
preventFlicker';
var trunc_type = '_848';
</SCRIPT>
These settings will turn off certain standard Content Server UI components such
as header and footer; an additional JavaScript will be added to the appearance
to manipulate the breadcrumb navigation.

3.28 Allowing users to save MS Outlook emails to

business workspaces
You can install the Business Workspaces Outlook add-in in Microsoft Exchange or
Microsoft Exchange Online if you want to allow users to save emails from Microsoft
Outlook to business workspaces.
When the add-in is installed, users can open a panel called Business Workspaces
whenever they open an email in Outlook. By default, users can use this panel to
browse to and search for business workspaces and select a folder in which to save an
email. You can also require users to save emails to a specific regular folder or Email
folder in a business workspace.
Tip: For more information about Outlook add-ins, see Add-ins for Outlook
(https://technet.microsoft.com/EN-US/library/jj943753(v=exchg.150).aspx).
3.28.1 Preparing to install the Business Workspaces Outlook

add-in
Before installing the Business Workspaces Outlook add-in, confirm that Content
Server is mapped to a web server that has HTTPS enabled. For more information
about configuring a web server for Content Server, see OpenText Content Server -
Installation Guide (LLESCOR-IGD).
3.28.2 Downloading an Outlook add-in manifest file

You must use an Outlook add-in manifest file to install the Business Workspaces
Outlook add-in in Microsoft Exchange.
You must download the manifest file from the Content Server system you want to
use to store emails. During the download process, information about the Content
Server system you are using is saved to the manifest file. You can then use that
manifest file to install the add-in in Microsoft Exchange.
When users subsequently browse to the Business Workspaces Outlook add-in panel
in Microsoft Exchange, the add-in automatically connects to the Content Server
system you used to download the manifest file.
Tip: For more information about Outlook add-in manifest files, see Outlook
add-in manifests (https://dev.office.com/docs/add-ins/outlook/manifests/
manifests?product=outlook).
To download an Outlook add-in manifest file:
1. On the Content Server system you want to use to store emails, browse to the
Content Server Administration page, and click Connected Workspaces > Set up
Outlook Add-in.

3.28. Allowing users to save MS Outlook emails to business workspaces
2. In the Outlook Add-in Manifest File area, confirm that the Content Server
URL field displays the correct URL for your Content Server system. The URL
must start with https.
By default, the URL of your current Content Server system is pre-populated in
this field. In most cases, you can keep the default URL. However, you can edit
the URL if, for example, the pre-populated URL does not contain the correct
protocol value or if your Content Server system requires a different URL for
external access.
Notes
• If the pre-populated URL starts with http, you must map Content
Server to a web server that has HTTPS enabled and confirm that the
new URL that starts with https appears in the Outlook Add-in
Manifest File area.
• If you edit the URL, you must add your server port number to the URL
if you are using a port other than 443 for HTTPS connections. For
example, if you are using port 4430 for HTTPS connections, the URL
must have the following form: https://MyHost.example.com:4430.
3. Click Download.
4. When prompted, save the BusinessWorkspace.Manifest.xml file to your local

computer.
3.28.3 Installing the Business Workspaces Outlook add-in

After downloading an Outlook add-in manifest file, you must use that file to install
the Business Workspaces Outlook add-in in Exchange admin center.
Tip: For more information about installing Outlook add-ins, see Install or
remove add-ins for Outlook for your organization (https://
technet.microsoft.com/en-us/library/jj943752(v=exchg.150).aspx).
To install the Business Workspaces Outlook add-in:
1. In Exchange admin center, click organization, and then click add-ins.
2. Click the New icon (+) and select Add from file.
3. Browse to and select the BusinessWorkspace.Manifest.xml file you

downloaded.
4. Click Save.

3.28.4 Preparing your environment for the add-in

Before configuring the add-in, complete the following tasks:
• Create and configure the business workspaces and folders in which you want
users to save emails. For more information about the types of folders you can
create and the guidelines for creating the folders, see “Creating Content Server
folders for the add-in” on page 144.
• Grant users the Add Items permission or higher on the business workspaces to
which they will save emails.
• If you want to allow users to use search forms to search for business workspaces,
add one or more search forms to the Search Forms container. For more
information, see “Creating search forms for the add-in” on page 145.
3.28.4.1 Creating Content Server folders for the add-in

When you configure the add-in, you can allow users to browse to and select folders
in which to save emails or require users to save emails to a specific folder. For more
information, see “Configuring add-in settings” on page 146.
You must create one or more regular or Email folders in each business workspace
based on the functionality you plan to configure.
Guidelines for creating regular folders

• If you plan to allow users to browse to and select folders in which to save
emails, you can create as many regular folders as you want in each business
workspace.
• If you plan to require users to save emails to a specific regular folder, you
must create an instance of the same folder in each business workspace. The
spelling and capitalization of each folder instance must match in all of the
Example: If you want to allow users to save emails to a business workspace called
BW1 and also to a second business workspace called BW2, you can create a regular
folder called Email communication in BW1 and a separate folder with the same name
in BW2.
Guidelines for creating Email folders

• If you plan to allow users to browse to and select folders in which to save
emails, you can create as many Email folders as you want in each business
workspace.
• If you plan to require users to save emails to a specific Email folder, you
must create an Email folder in each business workspace. You can choose to
create an Email folder with a different name in each business workspace or
create an instance of the same Email folder in each business workspace.
If you create an Email folder with a different name in each business
workspace, each folder that you create must be the first Email folder that

appears alphabetically in each business workspace. When a business

workspace has multiple Email folders, emails are saved only to the first
Email folder that appears alphabetically in that business workspace.
If you create an instance of the same Email folder in each business
workspace, the spelling and capitalization of each folder instance must
match in all of the business workspaces.
Tip: Regular folders and Email folders are specific types of folders that you can
create in Content Server. For more information about each folder type, see
Content Server User Online Help.
3.28.4.2 Creating search forms for the add-in

You can create one or more search forms if you want to provide custom search fields
within the add-in.
By default, a Select a search form list appears in the Business Workspaces Outlook
add-in panel. When a user selects a search form from this list, the search fields that
are configured within that form appear in the panel and the user can use those fields
to search for a business workspace in which to save an email.
To add a search form to the list, you must add a search form or a shortcut that points
to a search form to the Search Forms container in the Connected Workspaces
volume. You must also configure the search form as a custom view search.
If no search forms have been added to the Search Forms container, the list displays
the search forms that are saved in the Saved Queries volume.
Notes
• For more information about creating search forms and configuring them as
custom view searches, see Section 3.14.4 “Classic View: Configuring a simple
search” in OpenText Connected Workspaces - Configuration Guide (CSCWS-
CGD).
• If you choose not to create search forms for the add-in, you can hide the
Select a search form list from the Business Workspaces Outlook add-in
panel. For more information, see “Configuring add-in settings” on page 146.
To access the Search Forms container:

2. Click Outlook Add-in Configuration and then click Search Forms.
To make a search form available in the Select a search form list:
1. Do one of the following:
• Create a search form in the Search Forms container. Browse to the Search
Forms container, click Search on the Tools menu, and then configure the
search fields for the form.

• Create a search form in the Saved Queries volume and then add a shortcut
that points to that search form in the Search Forms container.
Tip: When you create a search form, consider setting its Content Type
system attribute to Business Workspace. When this attribute is set, only
business workspaces are returned in the search results.
2. Configure the search form as a custom view search. On the Make Custom View
Search page of the search form, select the Show check box for one or more
search fields, and click Save.
To remove a search form from the Select a search form list:
1. Browse to the Search Forms container.
2. Remove a search form or shortcut from the container, for example, delete the
item from the container or move it to a different folder outside of the container.
The corresponding search form is removed from the Select a search form list in
the add-in.
3.28.5 Configuring add-in settings

Before allowing users to save emails, you can configure add-in settings in Content
Server.
To configure add-in settings:
Outlook Add-in Configuration.
2. Click General Configuration.
3. Optional In the Email Saving Options area, configure the following options to
specify the folders and folder types that users can save emails to:
Allow users to expand workspaces and browse workspace folders

Select this check box if you want to allow users to expand business
workspaces in the Business Workspaces Outlook add-in panel. Clear this
check box if you want to prevent users from expanding business
workspaces. By default, this check box is selected.
You must select this check box if you want to allow users to browse the
folder structure and select a folder in which to save an email.
Note: If you clear this check box, you must select and configure the
Save emails to a pre-configured folder option instead.
Save emails only to email folders

Select this check box if you want to allow users to save emails only to Email
folders. Clear this check box if you want to allow users to save emails to any
type of folder. By default, this check box is cleared.

When this check box is selected, the Save icon appears only when users
place their pointer on Email folders in the Business Workspaces Outlook
add-in panel. When this check box is cleared, the Save icon appears when
users place their pointer on any type of folder in the panel.
Save emails to a pre-configured folder

Select this check box if you want users to save emails to a specific folder in a
business workspace. Clear this check box if you want to allow users to save
emails to any folder in a business workspace. By default, this check box is
cleared.
If you select this check box, you must configure one of the following
options:
• Save emails to the first email folder in the workspace: Select this
option to require users to save emails to the first Email folder that
appears alphabetically in a business workspace. You can use this option
if, for example, you want to allow users to save emails to Email folders
with different names in each business workspace (for example, an Email
folder called MyFolder in one business workspace and an Email folder
called Communication in another business workspace).
If you select this option, you must create an Email folder in each
business workspace that users can access in Content Server. Each folder
you create must be the first Email folder that appears alphabetically in
each business workspace.
• Save emails to the following workspace folder: Select this option to
require users to save emails to a specific regular folder or Email folder.
You can use this option if, for example, you want users to save emails to
a specific folder that has the same name in each business workspace.
If you select this option, you must specify the name of the folder that
users can save emails to. You must also create an instance of the folder
in each business workspace that users can access in Content Server.
Notes
• You cannot specify a subfolder name. You must specify the
name of a folder that has been created directly in a business
workspace.
• The specified folder name applies to all of the business
workspaces that users can access in Content Server.
For example, if you specify the folder name Folder1, users can
save emails only to a folder called Folder1 in each business
workspace. In this scenario, if you want to allow users to save
emails to multiple business workspaces, you must create a folder
called Folder1 in each business workspace.
Tip: For examples of how to configure email saving options, see

“Examples: Configuring email saving options” on page 148.

4. Optional In the Page Size area, specify the number of items that are displayed
from business workspaces and folders at a time. By default, this value is 10.
5. Optional In the Search Forms area, select Show search form selection in Search
workspaces section if you want to make search forms available to users in the
add-in.
By default, this option is selected and the Select a search form list is displayed
in the Business Workspaces Outlook add-in panel. In this case, you must create
one or more search forms and configure them as custom view searches. For
more information, see “Creating search forms for the add-in” on page 145.
When this option is cleared, the Select a search form list is hidden from the
panel and users can search for business workspaces only by name and type.
6. Optional In the Single Sign-on area, select Enable if you want the add-in to use
single sign-on (SSO) authentication to access Content Server. By default, this
option is cleared and SSO authentication is not used. If you select this option,
you must also configure your environment for SSO authentication. For more
information, see Section 3.16.6 “Configuring your environment for SSO
authentication” in OpenText Connected Workspaces - Configuration Guide (CSCWS-
CGD).
3.28.5.1 Examples: Configuring email saving options

The following examples list the folders and settings needed to configure email
saving options in different scenarios. For more information about configuring email
saving options, see “Configuring add-in settings” on page 146.
Example 1: Allowing users to select folders to save emails
In this example, users can browse to and select any folder in which to save emails.
The Save icon appears whenever users place their pointer on any folder in any
business workspace.
Folders to create
• Any number of regular folders or Email folders in each business workspace.
Email saving options to configure
• Select Allow users to expand workspaces and browse workspace folders

and clear all of the other email saving options.
Example 2: Requiring users to save emails to a specific Email folder
In this example, users are not permitted to expand business workspaces to browse
the folder structure. The Save icon appears whenever users place their pointer on a
business workspace. Clicking this icon saves an email to the first Email folder that
appears alphabetically in the business workspace.

Folders to create
• An Email folder in each business workspace. Each folder can have a different
name in each business workspace. Make sure that each folder you create is
the first Email folder that appears alphabetically in each business workspace.
• Clear Allow users to expand workspaces and browse workspace folders.

• Select Save emails to a pre-configured folder and Save emails to the first
email folder in the workspace.
Example 3: Allowing users to choose an Email folder to save emails
In this example, users can expand business workspaces to browse the folder
structure; however, they are permitted to save emails only to Email folders. The
Save icon appears whenever users place their pointer on an Email folder. The Save
icon does not appear when users place their pointer on regular folders.
Folders to create
• Any number of Email folders in each business workspace.
• Select Allow users to expand workspaces and browse workspace folders

and Save emails only to email folders.
• Clear Save emails to a pre-configured folder.
Example 4: Requiring users to save emails to a specific regular folder
In this example, users are not permitted to expand business workspaces to browse
the folder structure. The Save icon appears whenever users place their pointer on a
business workspace. Clicking this icon saves an email to a regular folder called
Folder1.
Folders to create
• An instance of a regular folder called Folder1 in each business workspace.
• Clear the Allow users to expand workspaces and browse workspace folders
option.
• Select Save emails to a pre-configured folder and Save emails to the
following workspace folder, and specify Folder1 as the name of the folder
to which users can save emails.

3.28.6 Configuring rules and email search settings to display

suggested workspaces
You can configure rules and email search settings to control which business
workspaces are more likely to appear in the Suggested Workspaces list in the
Business Workspaces Outlook add-in panel.
Whenever a user opens the panel to save an email, the Business Workspaces
Outlook add-in automatically performs the following tasks to determine which
business workspaces to display in the Suggested Workspaces list:
1. The add-in uses the rules you configured to search for business workspaces
based on whether the email that is open contains a specific term or pattern in one
of its properties.
For example, you can create a rule to search for business workspaces by type
and name if the email that is open has a specific term in its subject line.
2. The add-in uses the email search settings you configured to search for business
workspaces containing emails that have the same sender and similar recipients
as the email that is open.
3. After performing both search processes, the add-in assigns the numeric weight
values that are specified within the rules and email search settings to each
business workspace. An overall weight value is calculated for each business
workspace based on the combined results of both search processes.
The business workspaces that have the highest overall weight values appear in the
Suggested Workspaces list. By default, the five most relevant business workspaces
appear in the list.
For more information about how the add-in performs each of these steps, see
“Understanding how rules and email search settings are applied” on page 150.
3.28.6.1 Understanding how rules and email search settings are applied
You can configure rules and email search settings on the Suggested Workspaces
Configuration page in the Connected Workspaces volume. For more information,
see “Configuring and testing rules and email search settings” on page 153.
When the add-in uses a rule to search for business workspaces, the following actions
take place:
1. The add-in uses the Matching Condition pattern and email property specified
within the rule to determine whether to apply the rule to the email that is open.
The add-in checks whether the email property in the opened email contains the
pattern.
Example 3-3:
If you specify the regular expression order[\s]\d+ as the Matching
Condition pattern and select Subject as the email property to search, the

add-in searches for the term order followed by a space and any
combination of numbers in the subject line of the opened email.
2. If the email that is open contains that pattern, the add-in searches for business
workspaces based on the Workspace Type value and Extraction Term pattern
specified within the rule.
The add-in uses the Extraction Term pattern to extract a value from the email
property you specified within the rule, and then uses the extracted value to
search for business workspaces by name.
Example 3-4:
If you specify the regular expression order[\s](\d+) as the Extraction
Term pattern and select Subject as the email property to search, the add-
in extracts the number that appears after the word order from the
subject line of the opened email.
For example, if the subject line of the email is order 1234, the add-in
extracts the value 1234. The add-in then searches for business workspace
names that contain 1234.
3. The add-in retrieves business workspaces based on the Workspace Type value
specified within the rule and whether the business workspace names contain the
value that was extracted from the email property.
Example 3-5:
If you select Order as the Workspace Type value and if the Extraction
Term pattern extracts 1234 from the email property, the add-in retrieves
all business workspaces that have the type Order and have names that
contain 1234.
4. The add-in assigns a numeric weight value to each business workspace that is
retrieved. These weight values are added to the overall weight value of each
business workspace.
By default, the Default Weight value specified on the Workspace Rules tab is
assigned to each business workspace that is retrieved.
Example 3-6:
If the Default Weight value is set to 20, a value of 20 is assigned to the
overall weight value of each business workspace that is retrieved.
However, if a Weight value is specified within the rule itself, the Weight value
overrides the Default Weight value.

Example 3-7:
If you set the Weight value to 100, but set the Default Weight value to
20, a weight value of 100 is assigned to each business workspace that is
retrieved by that rule specifically.
When the add-in uses email search settings to perform a search, the following
actions take place:
1. The add-in searches within all business workspaces to find previously stored
emails that contain the same sender or similar recipients as the email that is
open. In the email search settings, you can specify whether the add-in performs
searches based on the sender, recipients, or both.
Example 3-8:
If you configured the add-in to perform searches based on both the
sender and recipients, and if the email that is open lists jdoe@domain.
com as the sender and jsmith@domain.com as a recipient, all previously
stored emails that list jdoe@domain.com as the sender or
jsmith@domain.com as a recipient are returned in the search results.
2. When such emails are found, the emails are sorted based on the Sort Emails by
option specified in the email search settings. For example, you can sort the
emails based on their last modified dates.
3. The add-in retrieves emails from the top of the sorted set. The add-in retrieves a
maximum of 50 emails and any emails that appear after the first 50 emails are
excluded from the set of retrieved emails.
4. The add-in assigns a numeric weight value to each business workspace that
contains emails that were retrieved in the previous step. The weight values are
assigned based on the number of retrieved emails that each business workspace
contains.
These weight values are added to the overall weight value of each business
workspace and are calculated using the Weight of each Email value specified in
the email search settings.
Example 3-9:
If the Weight of each Email value is set to 5 and a business workspace
contains 3 of the retrieved emails, a value of 15 is added to that business
workspace’s overall weight value.
To calculate an overall weight value for each business workspace, the add-in then
uses the weight values that are assigned as a result of applying the rules and
searching for emails.

Example 3-10:
If a business workspace is assigned a value of 20 after the rules are applied

and a value of 15 after the email search takes place, that business
workspace’s overall weight value is 35.
The business workspaces that have the highest overall weight values are then
displayed in the Suggested Workspaces list.
3.28.6.2 Testing rules and email search settings

You can optionally use the Test tab on the Suggested Workspaces Configuration
page to test the rules and email search settings you configure. You can test rules and
email search settings if, for example, you want to check the validity of the regular
expressions that you configure.
You must first configure and save the rules and email search settings you want to
test on the Workspace Rules and Email Search tabs on the Suggested Workspaces
Configuration page. On the Test tab, you can then specify the properties to include
in a simulated email you want to test.
When you run the test, the add-in applies the rules and email search settings you
configured to the simulated email and displays the actions that would occur if a user
were to open an email containing the properties you specified. For example, the test
results show which values would be extracted from email properties and which
values would be used to search for emails and business workspaces when specific
rules are used.
If the test does not produce the intended results, you can edit the rules and email
search settings and run the test again. You can also run the test with different
simulated email properties.
3.28.6.3 Configuring and testing rules and email search settings

Tips
• For more information about rules and email search settings, see
“Understanding how rules and email search settings are applied”
on page 150 and “Testing rules and email search settings” on page 153.
• For more information about creating regular expressions, see https://
regex101.com/.
To configure rules and email search settings:
Outlook Add-in Configuration.
2. Click Suggested Workspaces Configuration.

3. On the General tab, configure the following options as needed:
Show Suggested Workspaces Section

Select this option to display the Suggested Workspaces list in the Business
Workspaces Outlook add-in panel. Clear this option to hide the list from the
panel. By default, this option is selected.
Number of Suggested Workspaces

Select the maximum number of business workspaces to display in the
Suggested Workspaces list. By default, up to five business workspaces
appear in the list.
4. On the Workspace Rules tab, do the following:
a. Select the Default Weight value you want to assign to each business
workspace that is found by any of the rules you configure. By default, this
value is added to the overall weight value of each business workspace that
is found by a rule.
b. To configure a rule, click Add a Rule in the Rules area, and configure the
following settings.
Name
Specify a name for the rule.
Enabled
Select this option to allow the rule to find business workspaces. When
this option is cleared, the rule is not used to find business workspaces.
Email Property
Select the email property that you want use to find business
workspaces. When a user opens an email, the add-in checks whether
this property contains the pattern specified in the Matching Condition
field. If that pattern is found in the opened email, the rule uses the
regular expression specified in the Extraction Term field to retrieve
Select one of the following properties:
• Subject: Allows the add-in to search for patterns within the subject
line of the opened email.
• Sender: Allows the add-in to search for patterns within the Sender
field of the opened email.
• To: Allows the add-in to search for patterns within the To field of
the opened email.
• Cc: Allows the add-in to search for patterns within the Cc field of
the opened email.
Apply this rule if property

Specify the pattern you want to search for within the email property
you selected. This pattern determines whether the rule is used to

retrieve business workspaces. For example, if you selected Subject as

the email property, the rule searches for the pattern in the Subject field
of the opened email. If the specified pattern is found in the opened
email, the rule is used to retrieve business workspaces.
Select one of the following matching methods:
• Contains: Select this option if you want to search for a specific

keyword or phrase within the email property.
• Regular Expression: Select this option if you want to use a regular
expression to search for a pattern within the email property.
In the Matching Condition field, specify the keyword, phrase, or

regular expression based on the matching method you selected. For
examples, see “Examples: Workspace rules” on page 157.
Note: Both matching methods are case-insensitive.
If this rule applies, find workspaces by

Specify the search criteria used to retrieve business workspaces if the
email that is open contains a property that matches the Matching
Condition pattern you specified.
Specify the following:
• Workspace Type: Select the business workspace type you want to

retrieve. When the rule is applied, only business workspaces of that
type are retrieved. You can select any workspace type that is
currently configured in Connected Workspaces.
• Extraction Term: Specify a regular expression to extract a value
from the email property you selected. The extracted value is then
used to retrieve business workspaces by name. For examples, see
“Examples: Workspace rules” on page 157.
Note: You can specify only one capturing group within the
regular expression. If you specify multiple capturing groups,
only the first capturing group is used to extract the value from
the email property.
Weight
If needed, select the weight value you want to assign when business
workspaces are retrieved by this rule specifically. This value is added
to the overall weight value of each business workspace that is found by
this rule.
By default, this value is set to Default and the value that is selected in
the Default Weight list is assigned to business workspaces that are
found by this rule. If you select a value other than Default, the Weight
value overrides the Default Weight value.
c. Click OK.

Note: Clicking OK adds the rule to the rules list. However, the rule is
not saved until you click Save Changes or Apply.
d. Configure additional rules as needed. In the rules list, the rules are sorted
by weight and then by name. Rules are applied in the order they are listed.
Tip: In the rules list, you can click the Edit button to edit a rule, or
the Delete button to delete a rule. You can also enable or disable a
rule by selecting or clearing its check box in the Enabled column.
5. On the Email Search tab, configure the following settings:
Sort Emails by
Select one of the following options to specify how to sort the emails that are
returned in the search results:
• Last modified date: Sorts the emails by the last modified date in
descending order.
• Relevance: Sorts the emails according to the relevance rules that are
defined in Content Server. For more information about relevance rules,
see the Content Server Administration Online Help.
The Sort Emails by option specifies which emails are retrieved if more than
50 emails are returned in the search results. The add-in retrieves only the
first 50 emails from the search results and excludes all emails that appear
after the first 50 emails. If more than 50 emails are returned in the search,
the sort order specifies which emails are included in the set of retrieved
emails and which emails are excluded from that set.
Weight of Each Email
If needed, specify a numeric value that is added to the overall weight value
of a business workspace whenever an email is found by the search. By
default, the weight value is set to 1; however, you can specify any positive
integer.
For example, if the Weight of Each Email value is set to 5 and if 3 emails are
found in a business workspace, a value of 15 is added to that business
workspace’s overall weight value.
Search Email Sender
Select this option to allow the add-in to find previously saved emails that
have the same sender as the email that is open.
Search Email Recipients
Select this option to allow the add-in to find previously saved emails that
include similar recipients as the email that is open.
6. Click Save Changes to save the rules and search settings and return to the
Outlook Add-in Configuration folder.
Tip: You can also click Apply to save the rules and search settings without
leaving the page.

To test rules and email search settings:
1. On the Test tab, in the Outlook User area, specify an Outlook email address to
represent the user who saves emails in Outlook.
2. In the Email Properties area, specify one or more email property values to
include in the simulated email you want to test.
• Sender: Specify the email address of the sender to include in the simulated
email.
• To: Specify one or more email addresses to include in the simulated email.
• Cc: Specify one or more email addresses to include in the simulated email.
• Subject: Specify a phrase or term to include in the subject line of the
simulated email.
Note: If you specify multiple email addresses in the To or Cc fields, each

address must be separated by a semicolon (;).
3. Click Test.
3.28.6.4 Examples: Workspace rules

This section provides examples of workspace rules that are used to find business
workspaces.
Example 3-11: Using the Contains matching method to find business

workspaces based on an email’s subject line
In this example, a rule is configured with the following parameters:
• Email Property: Subject

• Matching Method: Contains
• Matching Condition: customer
• Workspace Type: Customer
• Extraction Term: customer[\s]+(.+)
When the rule is applied, the add-in searches the subject line of the opened
email for the term customer. If the subject line contains that term, the add-in
uses the extraction term pattern to extract the characters that appear after
customer in the subject line.
For example, if the subject line is customer ABCD, the add-in extracts the
value ABCD. The add-in then retrieves all business workspaces that have the
type Customer and whose names include ABCD.

Example 3-12: Using the Regular Expression matching method to find

business workspaces based on an email’s subject line

• Email Property: Subject
• Matching Method: Regular Expression
• Matching Condition: order[\s|-]+\d+
• Workspace Type: Order
• Extraction Term: order[\s|-]+(\d+)
When the rule is applied, the add-in searches the subject line of the opened
email for the pattern order[\s|-]+\d+, that is, the term order, followed by
one or more spaces or hyphens, followed by one or more numbers. If the
subject line contains this pattern, the add-in uses the extraction term pattern
to extract the numbers that appear after order in the subject line.
For example, if the subject line is order - 1234, the add-in extracts the value
1234. The add-in then retrieves all business workspaces that have the type
Order and whose names include 1234.
Example 3-13: Using the Regular Expression matching method to find

business workspaces based on an email address

• Email Property: Sender
• Matching Method: Regular Expression
• Matching Condition: equipment_[\d]+@server.com
• Workspace Type: Equipment
• Extraction Term: equipment_([\d]+)@server.com
When the rule is applied, the add-in searches the Sender field of the opened
email for the pattern equipment_[\d]+@server.com, that is, the term
equipment, followed by an underscore, followed by any combination of
numbers, followed by @server.com. If the Sender field contains this pattern,
the add-in uses the extraction term pattern to extract the numbers that
appear between equipment_ and @server.com.
For example, if the Sender address in the opened email is

equipment_1234@server.com, the add-in extracts the value 1234. The add-
in then retrieves all business workspaces that have the type Equipment and
whose names include 1234.

3.28.6.5 Allowing email fields to be extracted for indexing

To allow the add-in to search for emails based on email properties, you must allow
the OTEmailSenderAddress and OTEmailRecipientAddress email fields to be
extracted for indexing in Content Server.
Note: System administrator rights are required for this task.
To allow email fields to be extracted for indexing:
1. On the Content Server Administration page, click Email Services

Administration > Configure Email Services.
2. In the Extractable Email Fields area, confirm that the following email fields are
selected:
• OTEmailSenderAddress
• OTEmailRecipientAddress
By default, these fields are permitted to be extracted for indexing.
3.28.6.6 Displaying tracing messages in the add-in

If you need to troubleshoot issues related the add-in, you can display tracing
messages in the Business Workspaces Outlook add-in panel. When tracing messages
are enabled, messages appear at the bottom of the panel whenever an action is
performed in the add-in on any Outlook client in your environment.
You can specify whether tracing messages are displayed only to a specific Content
Server user who is signed in to the add-in (for example, an administrator) or to all
Content Server users.
To display tracing messages in the add-in:
1. On the Content Server Administration page, click Connected Workspaces > Set
up Outlook Add-in.
2. In the Debug Tracing area, select Enable tracing for and select one of the
following options:
• All users: Displays tracing messages to all Content Server users who are
signed in to the add-in on any client.
• Specific user: Displays tracing messages only when a specific Content

Server user is signed in to the add-in. Click the Choose User button to select
a user.

3.28.6.7 Transporting add-in settings to a different Content Server system

You can use the Content Server Transport Warehouse if you want to transport the
settings you configured for the Business Workspaces Outlook add-in to a different
Content Server system, for example, from a test environment to a production
environment.
Before transporting add-in settings, you must do the following on the target Content
Server system:
• Confirm that Connected Workspaces is installed.
• If you want to transport rules you configured for the Suggested Workspaces list,
create a matching workspace type for each workspace type you specified in the
rules or transport the workspace types from the source Content Server system.
The workspace types on the target system must have the same names as the
workspace types specified in the rules.
You can then use the Transport Warehouse to complete the transport process. This
process requires you to complete the following general tasks:
1. Create a Workbench on the source Content Server system where the add-in
settings are configured.
2. Add the General Configuration, Search Forms, or Suggested Workspaces
Configuration item to that Workbench, depending on the settings you want to
transport.
Tip: These items are located in the Connected Workspaces volume. Click
Enterprise > Connected Workspaces and then click Outlook Add-in
Configuration.
3. Add the Outlook Add-in Configuration item from the Workbench to a
Transport Package.
4. Deploy the Workbench on the target Content Server system.
When the transport process is complete, the Outlook Add-in Configuration item on
the target system is overwritten.
Note: For more information about how to use the Transport Warehouse to
complete these tasks, see the Content Server User Online Help.

3.28.7 Configuring your environment for SSO authentication

By default, users are prompted to type their Content Server credentials whenever
they browse to the Business Workspaces Outlook add-in panel. You can optionally
set up single sign-on (SSO) authentication so that users do not need to enter
credentials each time they browse to the panel.
To set up SSO authentication, you can do either of the following:

• Configure Content Server to use either Microsoft Active Directory Federation
Services (ADFS) authentication through OpenText Directory Services, or
authentication through the local Active Directory domain. For more information,
see OpenText My Support (https://knowledge.opentext.com/knowledge/
llisapi.dll/Open/14273139).
You must then configure security settings in Content Server and add URLs to the
list of trusted sites in Internet Explorer. For more information, see “Configuring
security settings for SSO authentication” on page 161 and “Adding URLs to the
list of trusted sites in Internet Explorer” on page 162.
• Enable SSO authentication in Content Server itself. For more information, see
Section 1.3 “Configuring Integration Settings” in OpenText Content Server -
Administering OpenText Directory Services Integration Administration (LLESDSI-
AGD).
3.28.7.1 Configuring security settings for SSO authentication

If you enable single sign-on (SSO) authentication for the add-in, you must also
configure Content Server to allow request handlers to be embedded in external
frames. By default, Content Server prevents request handlers from being embedded
in external frames.
To configure security settings for SSO authentication:
1. On the Content Server Administration page, click Core System – Server

Configuration > Security Parameters.
2. In the Frame Embedding area, clear the Prevent request check box.
For more information about configuring security parameters, see the OpenText
Content Server Administration Online Help.

3.28.8 Adding URLs to the list of trusted sites in Internet

Explorer
In Microsoft Outlook, the Business Workspaces Outlook add-in is displayed in an
embedded Internet Explorer browser. On each client computer that is used to access
the add-in, you must add the URL of your Content Server system to the list of
trusted web sites in Internet Explorer.
If you are configuring SSO authentication in your environment, you must also add
the URLs of all servers that provide access to Content Server (for example, the
OpenText Directory Services server, ADFS server, and any proxy servers).
To add URLs to the list of trusted sites in Internet Explorer:
1. In Internet Explorer, open the Internet Options dialog box.
2. On the Security tab, select the Trusted site zone.
3. Click Sites, add the required URLs to the list of trusted web sites, and then close
the Trusted sites dialog box.
4. Click OK.

Chapter 4
Configuring business attachments
Business attachments are links between an item in Content Server and a business
object.
• From the SAP perspective, you open your business object; then you add a
Content Server item as a business attachment. Business attachments are displayed
in the Business Content window. Typically, this a document, a folder or an URL.
• From the Content Server perspective, you add a business object to the Content
Server item.
A business object that is added to a Content Server item is displayed in the
Business Objects tab of that item. They are also indicated by the Business
Objects icon.
Business attachments can be created either manually or automatically.
Figure 4-1: Business attachments

Chapter 4 Configuring business attachments
4.1 Customizing steps

The following steps in this order are required to configure business attachments.
1. SAP Property Provider - Write your own property provider or use the default
property provider which is part of Extended ECM for SAP Solutions.
on page 43.
2. Content Server - Enable a business object type so that it can be used as business
attachment, and select which Content Server object types can be used for
business attachments, typically folders or documents.
For more information, see “Configuring the adding of business objects to
Content Server items” on page 164.
3. Create a search form to find business objects in the business attachment widget.
For more information, see “Creating a search form for business attachments”
on page 328.
4. Optional Content Server - Configure the automatic adding of business objects.
For more information, see “Content Server: Configuring the automatic adding
of business objects” on page 166.
5. Optional For an automatic update of the attributes when business objects are
changed: In the SAP system (IMG), maintain the receiver modules. For more
information, see “SAP: Linking events to receiver type function modules”
on page 170.
4.2 Configuring the adding of business objects to

Content Server items
You can configure if business objects can be added to a Content Server item. You can
use this scenario, for example, if you maintain a product manual in Content Server.
You can then add the business objects of all products that use this manual. In
Content Server, you see the related business objects. In the business application, you
see a link to the manual in Content Server for this product.
This is independent of business workspaces.

4.2. Configuring the adding of business objects to Content Server items
Can be Added as Business Object

Select this option so that this business object type can be added as a business
object to a Content Server item.
Options
• Enable Metadata Mapping from the business application to OpenText
Content Server: This enables automatic mapping of business object metadata
to the corresponding Content Server categories during the adding of a
business object. The property mapping of the business object is used. For
more information, see “Configuring the creation of business workspaces”
on page 112.
Note: This function requires a prior implementation of the property

provider.
Important
If metadata mapping is configured for added business objects, you
can only create one business attachment per workspace type for a
business object.
• Enable Callback Interface Before Adding Business Objects (SAP only):
Optional execution of additional Business Add-Ins (BAdIs), which enhance
the SAP functions; these are executed prior to the process of adding a
business object.
• Enable Callback Interface Before Removing Business Objects (SAP only):
Optional execution of additional Business Add-Ins (BAdIs), which enhance
the SAP functions; these are executed prior to the process of removing a
business object.
The BAdI is /OTX/RM_DOL_REF_LL in package /OTX/RM_DOL. For more

information, see section SAP BAdIs in the SDK documentation, which you find
in OpenText My Support (https://knowledge.opentext.com/knowledge/cs.dll/
Open/63007681).
Business Object Name Pattern
Business Object Name Pattern: Enter a pattern that will be used for the
business object name when it is added to a Content Server item. You can use
business properties and plain text, for example Document: [OBJTYPE]
[DESCRIPT] ([OBJKEY]). You can also use modifiers for the name pattern,
however, you cannot use category attributes for the name of a business object.
For more information, see “Using patterns for workspace names and business
object names” on page 72.
Configure Content Server Objects
Click Managed Object Types to select all object types where users may add a
business object or where a business object can automatically be added. All object
types that are available in your Content Server installation are listed. Some
object types like documents, folders and business workspaces are preselected.
Select the URL object if you want users to view shortcuts in the Business
Objects tab of the business workspace. For more information, see Section 4.6

“Adding a shortcut to a Content Server item using a Simple Search” in OpenText

Extended ECM for SAP Solutions - User Guide (ERLK-UGD).
Tip: You must first save a business workspace before you can click the
Manage Object Types button.
Automatic Adding of Business Object

Select this option to configure automatic adding of business objects.
Trigger Automatic Creation by

These options are only relevant if you want a configuration that adds business
objects automatically to Content Server items. For more information, see
“Content Server: Configuring the automatic adding of business objects”
on page 166.
Specify a category attribute; this attribute must be of the checkbox type
(Boolean).
When the user enables this attribute checkbox in the Category properties tab of
the document, the business object is added automatically.
Retrieve Business Object Key from

Specify the attribute that contains the key of the business object.
Note: The available parameter values are the key fields of the selected
4.3 Content Server: Configuring the automatic

adding of business objects
You can configure that business objects are added automatically to a Content Server
item, triggered by an event, for example, when a user sets a certain attribute.
To enable automatic adding of business objects:
1. Open the business object type that you want to use to automatically add
business object to Content Server items.
2. Add a category to the business object type that contains a boolean attribute
(“true” or “false”) which you can use as a trigger.
3. For the business object type, add the following information:
Trigger Automatic Creation by

These options are only relevant if you want a configuration that adds
business objects automatically to Content Server items. For more

4.4. Content Server: Granting object and usage privileges
information, see “Content Server: Configuring the automatic adding of

business objects” on page 166.
Specify a category attribute; this attribute must be of the checkbox type
(Boolean).
When the user enables this attribute checkbox in the Category properties
tab of the document, the business object is added automatically.
Retrieve Business Object Key from

Specify the attribute that contains the key of the business object.
Note: The available parameter values are the key fields of the selected
For more information about the automatic handling, see “Configuring events for
business workspaces and business attachments“ on page 169.
4.4 Content Server: Granting object and usage

privileges
The following Content Server privileges are related to business attachments:
• Add/Edit/Remove Business Objects
Only users with this privilege can add business objects as a link to a Content
Server item, edit the link or remove it.
• Display Business Objects
This restriction applies only to SAP business objects that are linked by adding
them to a Content Server item. It does not restrict the access to an SAP business
object from the corresponding business workspace.
To administer the privileges:

2. Set the object and usage privileges as required.
For more information about permissions and privileges on Content Server, see
Section 4.3 “Permissions on Content Server” in OpenText Extended ECM for SAP

4.5 Automatically updating business attachments

Extended ECM for SAP Solutions provides the following function modules for the
automatic update of business attachments:
• /OTX/RM_WSC_UPD_BUS_REFS function module for business objects that have
been added to Content Server item.
• /OTX/RM_WSC_UPD_BUS_REFS_SUPER function module. You can use this function
module if a business object does not have the relevant events.
For more information, see “SAP: Linking events to receiver type function modules”
on page 170.

Chapter 5
Configuring events for business workspaces and

business attachments
You can customize the system so that whenever a business object is changed or
created, an action is triggered in Content Server. For example, when a business
object is created, a business workspace is created. Or when metadata is changed, this
change is transferred to the Content Server.
Typically, this is based on CREATED and CHANGED events which are triggered by
the business object. However, if a business object does not provide events, you can
use change documents as an alternative method. This chapter explains how to find
out which method is appropriate and how you customize it.
5.1 Preparing events implementation

After you have identified the business object that should trigger the automatic
creation or update of a business workspace or a business attachment, you need to
find out which method to use for events:
• Events that are provided by the business object

• Change documents when events are missing
Important
The following describes only roughly how to find event methods for a
business object type. For a detailed description, see the SAP NetWeaver help
(http://help.sap.com/saphelp_nw70/helpdata/EN/c5/
e4aeef453d11d189430000e829fbbd/frameset.htm).
To find out which event method the business object type requires:
1. Find out if your business object type provides the CREATE and CHANGE
events:
a. Run transaction SWO1.
b. Enter the name of the business object and click Display.
c. Check if the business objects provides the required events. If so, you can
maintain the events in the IMG for Extended ECM for SAP Solutions. For
more information, see “SAP: Linking events to receiver type function
modules” on page 170.

Chapter 5 Configuring events for business workspaces and business attachments
2. If the business object type does not provide events, check which change
documents it writes that you can use to trigger events:
a. Run transaction SE16 to view table TCDOB which maintains the change
documents.
b. In this table, the TABNAME is the name of the table, and the OBJECT is
the name of the change document object. For example, the business object
type KNA1 (Business Partner) writes a change document DEBI.
5.2 SAP: Linking events to receiver type function

modules
When a business object is created or changed, an event is created for this object, for
example a CREATED event or a CHANGED event. You can use this event to create or
update the corresponding Content Server item. Typically, these items include
business workspaces and added business objects.
You define entries for every relevant business object event and link them to the
respective function modules.
Tip: For composite workspaces, you might need a custom function module
with additional logic.

5.2. SAP: Linking events to receiver type function modules
To use the asynchronous method via queuing, use the respective function module
that end with _ASYNC or _ASY. For more information, see “Creating business
workspaces and declaring document asynchronously” on page 129.
Important
The SAP Workflow System must be set up and running correctly for events
to be created (SWU3 transaction). For more information, see the SAP
documentation.
Table 5-1: Receiver type function modules and events for business
workspaces
Function Receiver function module Event

For (asynchronous) creation /OTX/RM_WSC_UPD Every relevant event, for
and update of business /OTX/RM_WSC_UPD_ASYNC example CHANGED, CREATED,
workspaces. ASSETTOBECREATED
This function modules
update an existing
workspace with the CHANGED
event. With a CREATED event
and all other events, the
function module either
updates the workspace or
creates a new workspace if it
does not exist yet.
For (asynchronous) update of /OTX/ Every relevant event, for
existing business workspaces RM_WSC_UPD_EXISTING example CHANGED
This function module /OTX/
updates an already existing RM_WSC_UPD_EXISTING_A
workspace with any event. It SYNC
does not create new
workspaces.
For (asynchronous) creation /OTX/ CREATED, CHANGED
of business workspaces if the RM_WSC_UPD_SUPERTYPE
business object does not have /OTX/
the relevant events. RM_WSC_UPD_SUPER_ASYN
For more information, see C
“SAP: Using change
documents for the automatic
creation and updates when
events are missing”
on page 177.


For (asynchronous) update of /OTX/ Every relevant event, for
existing business workspaces RM_WSC_UPD_SUPERTYPE_ example CHANGED
if the business object does not EXST
have the relevant events. /OTX/
This function module RM_WSC_UPD_SUPER_EXST
updates an already existing _ASY
workspace that does not have
the relevant events. It does
not create a workspace.
For more information, see

documents for the automatic
creation and updates when
events are missing”
on page 177.
Table 5-2: Receiver type function modules and events for added business
objects

For added business /OTX/WSC_UPD_BUS_REFS Every relevant event,
objects if the according for example CHANGED,
business object has the CREATED,
relevant events. ASSETTOBECREATED
For added business /OTX/RM_WSC_UPD_BUS_REFS_SUPER CREATED, CHANGED
objects if the business
object does not have the
relevant events. For
more information, see
documents for the
automatic creation and
updates when events
are missing”
on page 177.
To link events to a receiver function module:
1. In the IMG, navigate to the Extended ECM > Maintain Receiver Module
3. It depends on the object type if you define settings for a BOR Object Type or a
ABAP Class.
For BOR object types
• Object Category: BOR Object Type

• Object Type: Name of the object type, e.g. EQUI. For print lists, enter
PRINTLIST.
• Event: Event of the SAP business object type, for example CHANGED,
CREATED, ASSETTOBECREATED. The name depends on the object type.
• For automatic creation and update of automatically created

workspaces, create entries for every relevant event, for example
CHANGED, CREATED, ASSETTOBECREATED. The names depend on the
object type.
• For update of manually created workspaces and for update of added
business objects, create entries for every CHANGED event. The names
depend on the object type.
• Receiver Type: Enter a name that identifies this entry. If you are using
the /OTX/RM_WSC_UPD_SUPERTYPE or the /OTX/
WSC_UPD_BUS_REFS_SUPER function module, enter the name of the
supertype of the derived business object, for example KNA1. For more
information, see “SAP: Using change documents for the automatic
• Receiver Call: Select Function Module.
• Receiver Function Module: Receiver function module for the required
function, see “Receiver type function modules and events for business
workspaces ” on page 171 or “Receiver type function modules and
events for added business objects” on page 172.
• Check Function Module: Leave empty.
• Receiver Type Function Module: Leave empty.
• Destination of Receiver: Enter NONE to use the context of the user that
runs the functions. If you leave this field empty, the WF-BATCH user is
used. It must exist in your system.
• Event delivery: Select Using tRFC (Default).
• Linkage activated: Select this option to enable the linkage.
• Enable Event Queue: OpenText recommends that you do not use the
standard SAP event queue when using the Extended ECM
asynchronous queue.
• Behavior Upon Error Feedback: Select your preferred behavior, for
example System defaults.
• Receiver Status: Leave default here.
For ABAP classes
• Object Category: ABAP Class

• Object Type: Name of the object type, for example /SAPSRM/
CL_WF_PDO_PO.

• Event: Event of the SAP business object type, for example

READY_FOR_WORKFLOW. The names depend on the object type.
• Receiver Type: Enter a name that identifies this entry.

• Receiver Call: Enter Method.
• Class Name: Class for the required function. Enter /OTX/
RMSRM_CL_EVT_UPD.
• Check Function Module: Leave empty.

• Receiver Type Function Module: Leave empty.
• Destination of Receiver: Enter NONE to use the context of the user that
runs the functions. If you leave this field empty, the WF-BATCH user is
used. It must exist in your system.
• Event delivery: Select Using tRFC (Default).
• Enable Event Queue: OpenText recommends that you do not use the
standard SAP event queue when using the Extended ECM
asynchronous queue.
• Behavior Upon Error Feedback: Select your preferred behavior, for
example System defaults.
• Receiver Status: Leave default here.
4. Select Linkage activated to enable the linkage.
5. Click Save.
6. Repeat the procedure for every relevant business object type.
For examples of possible entries for the different scenarios, see “Configuration
examples for business workspace and business object updates” on page 175.

Configuration examples for business workspace and business

object updates
Example 5-1: Update of business workspaces: receiver function
module for CHANGED event of the EQUI business object

Example 5-2: Update of added business objects: receiver function

module for CHANGED event of the EQUI business object

5.3. SAP: Using change documents for the automatic creation and updates when events are
missing
Example 5-3: Creation and update of business workspaces for

purchase orders in an SAP SRM system
5.3 SAP: Using change documents for the automatic

creation and updates when events are missing
There are business objects that do not have the CREATE and CHANGE events, which are
required to use the /OTX/RM_WSC_UPD and /OTX/RM_WSC_UPD_BUS_REFS function
modules. For these business objects, it might be an option to use change documents
to trigger automatic creation or updates.
Tip: To find out if a business object writes the documents, see “Preparing
events implementation” on page 169.
In this case, use one the following function modules:

• /OTX/RM_WSC_UPD_SUPERTYPE for the automatic update and creation of

workspaces. Use /OTX/RM_WSC_UPD_SUPER_ASYNC for asynchronous queue
processing.
• /OTX/RM_WSC_UPD_SUPERTYPE_EXST for the automatic update of an already
existing workspace. It does not create a workspace. Use /OTX/
RM_WSC_UPD_SUPER_EXST_ASY for asynchronous queue processing.
• /OTX/RM_WSC_UPD_BUS_REFS_SUPER for the update of business objects that have
been added to the Content Server item.
Note: You can use only one of the function modules. If you need both the
update of business workspaces and of business objects, contact OpenText
Global Technical Services for assistance.
To enable automatic creation and updates using change documents:
1. In the SWO1 transaction, derive a new subtype for the business object that does
not have the required events. For example, create a subtype Z_KNA1 for the KNA1
supertype. As program, enter Z_KNA1.
2. In the SWO1 transaction, for the created subtype, add the /OTX/RMWSC interface.
This interface creates the relevant events for the derived business object.
3. In the Maintain Change Document Events activity, define the change

document that triggers the event for the derived business object type.
For example, for the derived Z_KNA1 business object type, you can use the
change document object DEBI to trigger a CHANGED event. For more information
about the activity, see “SAP: Maintaining change document events”
on page 179.
4. Link the function module to the event of the new subtype as described in “SAP:
Linking events to receiver type function modules” on page 170. In the Receiver
Type field, enter the name of the supertype of the derived business object, for
example KNA1.

5.4. SAP: Maintaining change document events
Example 5-4: Update of business objects: receiver module for the

CREATED event of the Z_KNA1 business object
5.4 SAP: Maintaining change document events

You can use the writing of change documents to trigger events for a business object
type. This is relevant for the following:
• For business object types that do not have the required events to create or update
a business workspace or business objects. For more information, see “SAP: Using
change documents for the automatic creation and updates when events are
missing” on page 177.
For example, you can define that when the DEBI change document is created, for
the Z_KNA1 business object type, the CREATED event is triggered.
• For the update of policies when role assignments are changed or deleted. For
more information, see Section 7.5 “Enabling automatic policy assignment for
changed role assignments” in OpenText Extended ECM for SAP Solutions - User
Management and Access Control Scenarios (ERLK-CUM). You define two entries for
the PFCG change document object. If the PFCG change document object is changed
or deleted, for the /OTX/PFCG object type the USER_CHANGED event is triggered.
Tip: For more information about the creation of events when change
documents are written, see the SAP Help portal (http://help.sap.com/

saphelp_nw70/helpdata/EN/c5/e4aeef453d11d189430000e829fbbd/
frameset.htm).
To maintain change document events:
1. In the IMG, navigate to the Extended ECM > Maintain Change Document
2. Add the following entries:

For business object types that do not have the required events, link all relevant
actions of change document objects to the related business object events:
• Change doc. object: Enter the change document object, for example DEBI.
• Object Type: Derived business object type, for example Z_KNA1.
• Event: Enter CHANGED or CREATED.
• Trigger Event: Select On Create or On Change.
For the update of policies when role assignments are changed or deleted, create
two entries. For more information, see Section 7.5 “Enabling automatic policy
assignment for changed role assignments” in OpenText Extended ECM for SAP
• Change doc. object: PFCG

• Object Type: /OTX/PFCG

5.4. SAP: Maintaining change document events
• Event: USER_CHANGED
• Trigger Event: Select once On Change and once On Delete.
3. Click Save.

Chapter 6
Configuring document declarations
With Extended ECM for SAP Solutions, you can make ArchiveLink documents and
print lists available on Content Server. In addition, you can set the declared
documents under the responsibility of OpenText Records Management by assigning
an RM Classification.
SAP Archive Server

Business Object 2
Archived
AL document
Business Object 1
Business workspace for Content Server with RM

Business Object 1
Folder for ArchiveLink
Record A
Record B
Figure 6-1: ArchiveLink and Records Management
Multiple links to You can link one archived document to multiple business objects in the SAP system.
an ArchiveLink The business objects point to one document in Archive Server. At the same time,
document
Content Server creates multiple records with links to the archived document. You
can store the records in a business workspace or any other location in Content
Server.
Deleting With Records Management, you defined retention periods, which control when a
documents and record must be deleted. You can delete each record for the same document
records
independently of each other. However, the archived document is only deleted when
the last record has been deleted.

Chapter 6 Configuring document declarations
SAP
Business Business Business
Object 1 Object 2 Object 3
1 2
Content Server
Record A Record B
Archive Server
Archived
document
Figure 6-2: Deleting ArchiveLink documents and records
1. Record A is deleted:
Link between Business Object 1 and the Archived document is deleted. The
archived document is not deleted, though, as there is still another record linked
to the document.
2. Record B is deleted:
Link between Business Object 2 and the Archived document is deleted. The Archived
document is deleted because the last record was deleted.
Link between Business Object 3 and the Archived document is deleted.
6.1 Prerequisites and customizing steps

Consider the following for document declarations:
• Which types of documents do you want to declare: ArchiveLink documents or

print lists?
• Do you want to set the declared documents under OpenText Records
Management?
• Where do you want to store the documents and should they be available to users
on Content Server in a Shared Documents scenario?
Prerequisites
• The system is set up for document declaration according to Section 24.12
“Preparing document declaration” in OpenText Extended ECM for SAP Solutions -

6.2. Enabling document declaration for ArchiveLink documents
Installation and Upgrade Guide (ERLK-IGD). After this the following must be
available:
• Enterprise Library application with relevant permission settings.

• Records Management classification (only if you want to set the documents
under Records Management)
• Folder type and item type are imported.
• Authorization for records is defined.
• The system categories otx.sap.rm.SystemArchiveLink and otx.sap.rm.
SystemPrintList were created.
The following steps in this order are required to configure document declaration:
Steps overview
1. SAP Property Provider - Provide a property provider for the document

declaration. For more information, see “SAP: Implementing a property provider
for document declaration” on page 188.
2. Optional SAP IMG - Create a new Enterprise Library item type for document
metadata. You can use the property provider to create the category
automatically. For more information, see “SAP: Creating an Enterprise Library
item type and additional categories for a specific property provider”
on page 190.
3. SAP IMG - Create a document declaration. For more information, see “SAP:
Creating a document declaration” on page 196.
4. Optional SAP IMG - Maintain multilingual names for documents.
5. SAP IMG - Assign the newly created declaration ID to a business object and a
document type. For more information, see “SAP: Assigning a document
declaration to a business object and a document type” on page 207.
6.2 Enabling document declaration for ArchiveLink

documents
ArchiveLink is a standard SAP component to provide documents for a business
object. This can be either manually by the user or automatically, triggered by an
event. The documents are stored in an archive and linked to the business object. In
addition, archived documents can be set under Records Management.
Prerequisites The system is set up for document declaration according to Section 24.12 “Preparing
document declaration” in OpenText Extended ECM for SAP Solutions - Installation and

To enable document declaration for ArchiveLink documents:
1. In the SAP system, create a new business property provider if the default
property provider is not suitable for you. For more information, see “SAP:
Implementing a property provider for document declaration” on page 188.
2. On Content Server, create categories.

The categories are used to store metadata of the ArchiveLink document, such as
the ArchiveLink document type.
For more information, see “Content Server: Setting up categories for
ArchiveLink documents and print lists” on page 189.
3. Optional On Content Server, create a Records Management classification (RM
classification).
The RM classification is mandatory if you want to enable the Records
Management capabilities. The RM classification is typically part of an overall
file plan. For more information, see “Content Server: Setting up RM
classifications for ArchiveLink documents and print lists” on page 194.
4. Define unique names for all Content Server items, for example categories and
folders, that you want to use in your document declaration. For more
information, see “Unique names for Content Server items” on page 194.
5. In the SAP system (IMG), define a declaration for the defined Content Server
location, categories and classifications. For more information, see “SAP:
If you want to enable Records Management, for the Records Management
settings, specify an existing RM classification and all additional fields as
required.
6. Optional In the SAP system, enter the names of declared documents in additional
languages. For more information, see “SAP: Providing multilingual document
names” on page 205.
7. In the SAP system (IMG), assign a declaration ID to the document type and SAP
object type. For more information, see “SAP: Assigning a document declaration
to a business object and a document type” on page 207.
8. Optional For automatic declaration, select the Automatic check box. Any new
ArchiveLink entry matching the given object type and document type is
automatically declared as a record.
In the SAP system (IMG), maintain the receiver modules to make sure that the
documents are updated automatically. For more information, see “Maintaining
receiver modules for CHANGED events (optional)” on page 215.

6.3. Enabling document declaration for print lists
6.3 Enabling document declaration for print lists

Print lists are generated by reports in the SAP system. They can be stored in an
archive using the standard ArchiveLink functionality. Extended ECM for SAP
Solutions enables you to integrate these print lists in folders on Content Server.
Example 6-1: Print lists on Content Server
Your SAP system creates daily reports that you want to store on Content
Server. You can define a root folder for print lists created by the same report
and create subfolders for every day the report runs.
Prerequisites The system is set up for document declaration according to Section 24.12 “Preparing
document declaration” in OpenText Extended ECM for SAP Solutions - Installation and
To enable document declaration for print lists:
1. In the SAP system, create a new business property provider if the default
property provider is not suitable for you. For more information, see “SAP:
Implementing a property provider for document declaration” on page 188.
2. On Content Server, set up categories.

The categories are used to store metadata of the ArchiveLink document, such as
the ArchiveLink document type.
3. Optional On Content Server, set up Records Management classifications (RM

classifications).
The RM classification is mandatory to enable the Records Management
capabilities. The RM classification is typically part of an overall file plan. For
more information, see “Content Server: Setting up RM classifications for
4. Define unique names for all Content Server items, for example categories and
folders, that you want to use in your document declaration. For more
5. In the SAP system (IMG), define a declaration for the defined Content Server
location, categories and a classification. For more information, see “SAP:
For the Document Location setting, keep the following in mind:
• If you select Constant and leave the field empty, the Enterprise Library
Services application folder becomes the root folder and the documents are
not accessible for users.

• The Workspace option is only relevant in special scenarios, i.e. if the

property provider associates the print list with a specific object.
If you want to use Records Management for the Records Management settings,
specify an existing RM classification and all additional fields as required.
6. Optional In the SAP system, define the names of declared documents in

additional languages. For more information, see “SAP: Providing multilingual
document names” on page 205.
7. In the SAP system (IMG), assign a declaration ID to the document type and SAP
object type. For more information, see “SAP: Assigning a document declaration
to a business object and a document type” on page 207.
8. Optional For automatic declaration when print lists are created: Select the
Automatic check box if any new print list entry matching the given object type
and document type should be declared as record automatically.
For automatic declaration when print lists are created: In the SAP system (IMG),
maintain the receiver modules events. For more information, see “Maintaining
receiver modules for automatic declaration of print lists” on page 212.
6.4 SAP: Implementing a property provider for

document declaration
Implementing a property provider is required if you want to enhance the basic
metadata of documents with more business properties. The Extended ECM for SAP
Solutions release contains the following default business property provider classes:
• /OTX/RM_CL_PP_ALINK
This provider class allows storing documents with all the ArchiveLink properties
like Document ID, Business Object Type, etc.
• /OTX/RM_GEN_PP_CL_ALINK_DOC
Generic property provider for document declaration. You can use this property
provider without further enhancement and development. You may also derive it
to change its behavior. This version of the generic property provider replaces
the /OTX/RM_GEN_PP_ALINK_DOC property provider, which is obsolete with
version 16 EP4 (16.2.4.).
• /OTX/RM_CL_PP_PRINTLIST
This provider class allows storing print lists.
To enhance the business property provider:
1. Use the SE24 transaction to open the Class Builder.
2. You can enhance the default business property providers.

To enhance the basic metadata, you have to derive a new class from the default
business property provider classes. All the elements needed for this

6.5. Content Server: Setting up categories for ArchiveLink documents and print lists
implementation are collected in the package interfaces of the /OTX/RM package

and the /OTX/RM_WSCI package.
Note: These interfaces may change with the next version of Extended
ECM for SAP Solutions. Therefore, be aware that possible upgrade tasks
will not be covered by Extended ECM for SAP Solutions.
For more information about property providers, see the SDK in OpenText My
Support (https://knowledge.opentext.com/knowledge/cs.dll/Open/63007681).
OpenText My Support (https://knowledge.opentext.com/knowledge/cs.dll/Open/
63007681).
6.5 Content Server: Setting up categories for

ArchiveLink documents and print lists
Extended ECM for SAP Solutions stores all metadata in Content Server categories
rather than using Enterprise Library item types. The imported item types otx.
sap.rm.SystemArchiveLink and otx.sap.rm.SystemPrintList can be copied to
categories described below.
You can also create system categories manually, but copying the imported item
types ensures that no mandatory category attributes are missing.
To create system categories:
1. On the Content Server Administration page, click Enterprise Library

Administration > Open the Enterprise Library Types Volumes.
2. Browse to the folder named otx.sap.rm.SystemArchiveLink and open it.
3. Copy the category otx.sap.rm.SystemArchiveLink.v to a different location

within the Categories volume. If required, you can change the category name.
Caution
Do not delete the original category under Open the Enterprise Library
Types Volumes.
4. Repeat the above procedure with the category otx.sap.rm.SystemPrintList.v in

the otx.sap.rm.SystemPrintList folder.
5. Create unique names for the system categories. You will need the unique name
for the document declaration configuration in the SAP IMG. For more
In addition to the system categories, you can create further categories for the
documents and records in Content Server. For more information, see “SAP: Creating
an Enterprise Library item type and additional categories for a specific property
provider” on page 190.

6.6 SAP: Creating an Enterprise Library item type

and additional categories for a specific property
provider
This activity easily creates a category using your own property provider. For more
information, see “SAP: Implementing a property provider for document
declaration” on page 188.
Note: This program only creates categories for non-generic property providers.
For more information about creating categories for a generic property
provider, see “SAP: Creating an Enterprise Library item type and additional
categories for a generic property provider” on page 192.
Alternatively, or in addition to the method described below, you can create

categories manually. You can add them as additional categories in the Maintain
Document Declaration activity and fill the attributes with an appropriate property
provider.
Note: To define categories manually, on the global menu, click Enterprise >
Connected Workspaces, and then click Categories. Create categories and add
attributes to them.
To create a Content Server category for document declarations in the SAP

system:
1. Navigate to the Extended ECM > Document (ArchiveLink) ... > Create Content
Server Category in the Enterprise Library Types Volume activity and click
Execute.

6.6. SAP: Creating an Enterprise Library item type and additional categories for a specific
property provider
2. Create a new Enterprise Library item type for each used property provider.
Specify the following parameters:
• Property Provider: Choose one of the business property providers available

in the value list.
• Connection ID: Choose one of the configured IDs.
• Content Server Category: Enter a name of a category. The category name
must at least have one dot to define a namespace, for example com.
sap.archivelink.base.
• Type Description
Enter a description that states the purpose of the type.
3. Click Execute.
To create additional categories from the newly created item type:

2. Browse to the folder named like the item type you just created and open it.
3. Copy the category to a different location within the Enterprise Workspace. If

required, you can change the category name.

Caution
Do not delete the original category under Open the Enterprise Library
Types Volumes.
Note: Note the location of the copied category. You will need this information
to configure new document declarations in the IMG in SAP. For more
information, see “SAP: Creating a document declaration” on page 196.
6.7 SAP: Creating an Enterprise Library item type

and additional categories for a generic property
provider
You can easily create a category for a generic property provider. For more
information, see “SAP: Implementing a property provider for document
Alternatively, or in addition to the method described below, you can create

categories manually. You can add them as additional categories in the Maintain
Document Declaration activity and fill the attributes with an appropriate property
provider.
Note: To define categories manually, on the global menu, Enterprise >

Connected Workspaces, and then click Categories. Create categories and add
attributes to them.
To create a Content Server category for document declarations in the SAP

system:
1. Start the /OTX/RMGENTCR transaction.
2. Create a new Enterprise Library item type for each business object type that
uses the generic property provider.

6.7. SAP: Creating an Enterprise Library item type and additional categories for a generic
property provider
Specify the following parameters:
• Business Object Type

Enter the business object type.
• Generic Property Provider
Choose one of the generic business property providers available in the value
list.
• Connection ID
Choose one of the configured Content Server connections.
• Enterprise Library Type
Enter a name of an Enterprise Library Type. The name must at least contain
one dot to define a namespace, for example otx.sap.rm.Document.
• Type Description
Enter a description that states the purpose of the type.
3. Click Execute.
To create additional categories from the newly created item type:

2. Browse to the folder named like the item type you just created and open it.
3. Copy the contained category to a different location within the Enterprise

Workspace. If required, you can change the category name.
Caution
Do not delete the original category in the Enterprise Library Types
Volumes.
Note: Note the location of the copied category. You will need this information
to configure new document declarations in the IMG in SAP. For more
information, see “SAP: Creating a document declaration” on page 196.

6.8 Content Server: Setting up RM classifications for

ArchiveLink documents and print lists
You need Records Management (RM) classifications to assign the document or
record to a file plan or taxonomy in Content Server. This is mandatory for Records
Management. For more information, see the Content Server online help.
To define classifications:
• Define an RM classification to assign the document or record to a file plan or

taxonomy in Content Server. Mandatory for Records Management.
Note: If you already created an RM classification according to Section

24.12.1 “Creating a Records Management classification (optional)” in
OpenText Extended ECM for SAP Solutions - Installation and Upgrade Guide
(ERLK-IGD), you can omit this step here.
6.9 Unique names for Content Server items

Content Server uses node IDs to refer to Content Server items, for example attributes
in workspace type names. This creates problems when moving a configuration from
one system to another system, because node IDs are always specific to a certain
Content Server system. To avoid this, you define unique names and use them for the
referenced Content Server items independently of their node ID.
Note: After you created all relevant items on Content Server and before you
create the document declarations or policy definitions, you must define unique
names for all Content Server items that are relevant for your document
declarations or policy definitions.

6.9. Unique names for Content Server items
6.9.1 Creating unique names

To define a unique name:
1. From the global menu, select Enterprise > Extended ECM.
2. Click Unique Names.

The displayed list may already contain unique names that where created during
migration or upgrade. Unique names for appearances are sorted in the
Appearances group, all other unique names are initially sorted in the General
group. You can delete single entries in these default groups but you cannot
delete these two groups.
3. To add a unique name, click the Add Item button and then click Unique
Name.
a. Enter the unique name. Maximum length is 26 characters.

Unique names for SAP themes must begin with theme_.
b. Click Browse and navigate to the Content Server object that you want to
associate with the unique name. Select it.
c. Select the group where you want to store the unique name.
d. Click Add.
4. You alter a unique name using the function menu:
a. You can rename a unique name, however you must then change the unique
name in all places where it is used.
b. You can move a unique name from one group to an other group.
c. You can delete a unique name.
Notes
• If you delete a unique name, you must make sure that it was not
used anymore.
• You cannot restore a unique name.
• If you delete a unique name group that contains unique names, the
unique names are deleted as well.
5. To edit the assignment to a Content Server item, click Browse again.

6.9.2 Creating unique name groups

To create a unique name group:
1. From the global menu, select Enterprise > Extended ECM.

2. Click Unique Names.
The displayed list may already contain unique names that where created during
migration or upgrade. Unique names for appearances are sorted in the
Appearances group, all other unique names are initially sorted in the General
group. You can delete single entries in these default groups but you cannot
delete these two groups.
3. To add a group, click Add Item > Unique Name Group. Enter a name and click
Add. You can sort the list by the group name. Unique names within the group
are sorted alphabetically.
4. To delete a group, select it and click the Delete button .
Notes
• If you delete a unique name group that contains unique names, the
unique names are deleted as well.
• If you delete a unique name, you must make sure that it was not used
anymore.
• You cannot restore a unique name.
• You cannot delete the default groups General and Appearances.
6.10 SAP: Creating a document declaration

In this IMG activity, you define document declarations for ArchiveLink documents
and print lists.
For the document declaration, you need the following information; some of them
must be configured before you begin this procedure.
• Name of property provider
• Connection ID
• Unique names of system category and other categories
• Unique name of location folder or definition of business workspace
• Names of business properties and category attributes
• Unique name of RM Classification
To create a document declaration:
1. In the IMG, navigate to the OpenText Extended ECM for SAP Solutions >
Extended ECM > Document (ArchiveLink) ... > Maintain Document

6.10. SAP: Creating a document declaration
Click New Declaration.

2. ID, Description, and Property Provider, and Business Object Type
Enter or modify the following parameters:
• Declaration ID
Enter a unique name for this declaration.
• Description
Enter a description that states the purpose of the document declaration.
• Business Property Provider
Select one of the available property providers from the value list.
Extended ECM for SAP Solutions includes the following default property
providers:

/OTX/RM_CL_PP_ALINK for ArchiveLink documents

/OTX/RM_GEN_CL_PP_ALINK as generic property provider for ArchiveLink
documents
/OTX/RM_CL_PP_PRINTLIST for print lists.
• Business Object Type

If you entered the generic property provider /OTX/RM_GEN_CL_PP_ALINK or
a child of this class, enter the business object type.
Click Next.
3. Enterprise Library Settings
Enter the following parameters:
Connection ID
Select one of the configured connection to Content Server from the value
list. For more information about the connected Content Server, see Section
23.2.5 “Maintaining Extended ECM connections” in OpenText Extended ECM
for SAP Solutions - Installation and Upgrade Guide (ERLK-IGD).
System Category Unique Name

Select an existing unique name of an Extended ECM for SAP Solutions
system category. The category will store the system properties coming from
the property provider.
For more information about creating an Extended ECM for SAP Solutions
system category, see “Content Server: Setting up categories for ArchiveLink
documents and print lists” on page 189. For more information about unique
names, see “Unique names for Content Server items” on page 194.
Note: A suitable system category must contain all system attributes

that are defined by the selected property provider; and the attributes
must match both in name and data type.

Categories (optional)
You can add more categories that store the non-system properties coming
from the property provider specified before. Click Insert Category to add
a row and select an existing Content Server category by its unique name.
Note: The category that has been specified under System Category
cannot be selected.
To delete a row, select it and click Delete Category.
Document Location
ArchiveLink documents and print lists declared as records are stored in
Archive Center. The document location defines the target folder where
records will be stored. You refer to folders using the unique names you
defined for them. For more information about unique names, see “Unique
names for Content Server items” on page 194.
The following parameters are available:
• The Root Folder field may contain a constant, the parameters of a

business workspace or a business property:
• Unique Name
Unique name of an existing folder within Content Server. However,
if the field is empty, the Enterprise Library Services Application
folder becomes the root folder. In this case, the document will not be
accessible to users.
• Workspace
By using the fields Object and Key, the business workspace where
the document will be located can be specified explicitly. If the fields
Object and Key are empty, the document or print list will be located
according to the workspace definition for the associated business
object.
Note: When using a workspace as Root Folder, the

configuration for the workspace must done beforehand. For
more information, see “Configuring business workspaces“
on page 39.
• Object
Optional: SAP object type (e.g. EQUI)
• Key
Optional: Property of the property provider with the key of the
business object for the workspace where the document is stored.
• Business Property
ID of an existing folder within Content Server provided by a
property of the assigned property provider. If the value of the field is
0, the Content Server application folder becomes the root folder.

Note: If the Content Server application folder is used as root

folder, you cannot use any of the two impersonation scenarios (see
Section 23.2.5 “Maintaining Extended ECM connections” in
OpenText Extended ECM for SAP Solutions - Installation and Upgrade
Guide (ERLK-IGD)).
• (Optional) In the Sub Folder field, you can define a pattern to specify
the sub folder name using normal text, document property values and
modifiers.
Modify the default document location according to your storage
strategy. Insert the property placeholder using the Insert Placeholder
button. For more information, see “Creating a name pattern for record
Document Name
ArchiveLink documents and print lists declared as records are stored in the
defined document location; the record name is defined in the Document
Name field. You can create a name pattern with normal text, placeholders
and modifiers similar. For more information, see “Creating a name pattern
for record declaration” on page 204. Modify the default document name
according to your storage strategy. Insert the property placeholder using
the Insert Placeholder button.
Note: The URL, with which users will open the document, consists of
the host name, the port, and the document name. This URL may not
be longer than 1024 ASCII characters. With URL-Encoding, a single
non-ASCII character, for example, from the Cyrillic alphabet, uses
three and more ASCII characters, thus, the maximum length can easily
be reached.
Tips
• OpenText recommends that you define the Document Name in a way
that it gets a unique name.
• You can also configure different document names for different
languages. For more information, see “SAP: Providing multilingual
document names” on page 205.
Click Next.
4. Categories Mapping
The Categories Mapping dialog always displays a tab for the system category
and a tab for each additional category.
Note: The system category only supports standard ArchiveLink properties

which you cannot change.
Click Search help in the respective rows to define the mappings between
SAP business properties and category attributes.

Business properties with the same type and name as a category attribute are
suggested as default mapping. For each mapping pair, the F4 value list displays
all business properties with the same type as the corresponding category
attribute.
5. If the mapping table has property groups, click the respective Map button to
define the mappings of the subproperties.
Click OK to close the Property Group Mapping dialog.
Click Next.

6. Records Management Settings
Specify all Records Management settings. Click Search help in the

respective fields to define the following parameters:
• RM Classification (optional)
If you select Unique Name, you refer to the RM classification using the
unique name you defined for it. For more information about unique names,
see “Unique names for Content Server items” on page 194.
If you select Template, a template mechanism with placeholders is provided
similar to the one for Document Location field. You can create a pattern to
define the RM Classification template using normal text, document property
values and modifiers.
Insert the property placeholder using the Insert Placeholder button. For
more information, see “Creating a name pattern for record declaration”
on page 204.
Parameters for the following can either be defined as a constant value or by

using a business property value.
• Record Date
• Status
• Status Date
• Mark Official

Notes
• Empty RM classification field
Be aware of the following behavior:
• Creating a document: If the document inherits an RM classification,
all other RM configuration parameters are applied.
• Updating a document: If no RM classification is set but the document
already has an RM classification, the document keeps its current RM
classification, and all other RM configuration parameters are applied.
• If you do not provide an RM classification and the document does not
inherit an RM classification then this document will not be under
Records Management. The other RM parameters are therefore not
applied.
• If you fill the Record Date, Status, and Status Date field, but leave the
RM Classification empty, then the provided fields are only applied if
the document to create receives an RM classification via inheritance or
the document to update already has a RM classification.
• The values for RM Classification and Status must exist on the Content
Server Records Management server.
• Constant values for Record Date and Status Date are interpreted as
being in the GMT time zone.
Tip: These parameters correspond to the fields on the Records Detail tab
for a declared document in the Content Server Web UI.
7. Optional Select one or more of the available supplemental markings in the

Supplemental Markings table.
Click Finish.

The table of declarations displays the new declaration.
Creating a name pattern for record declaration

For record declaration, you can create a name pattern for document name and
subfolder path.
The Insert Placeholder button displays a list of properties evaluated at record

declaration time. The properties that are available depend on the property provider
that you specified before.
Examples for name patterns in Content Server
Normal text and attributes

Combine normal text and attributes to form a pattern. You can use special
characters to separate the name pattern elements, for example dash (“-”),
parenthesis (“( )”), or forward slash “/”.
• Pattern - [AL_PLUS_Attributes.DocDesc_engl], archived
[ArchiveLink.Storage Date]
• Result - Delivery slip for customer, archived 201403152015
Offset: +2
[ArchiveLink.Storage Date+2]
The first two digits of the date are cut off.
Length: (8)
Displays the specified number of characters. Separate the modifier from the
[ArchiveLink.Storage Date(8)]
Only the first eight digits of the date are displayed.
Combination
You can combine all of those pattern modifiers.
[ArchiveLink.Storage Date+2(6)]
The first two digits of the date are cut off and only six are displayed. The
word , archived was added.

6.11. SAP: Providing multilingual document names
An out-of-bound offset or length will cause an errors during the creation of the
record.
You can compose a name of several attributes. However, if one of those attributes
does not provide a value, this attribute is omitted without error message.
Example: You define the path with the following attributes: [Country]/[City]/
[MaterialType]. If the [City] attribute delivered no value the subpath would consist of
only [Country]/[MaterialType].
Note: To separate folders, use the forward slash (“/”). The colon (“:”) cannot be
used in Content Server paths. It is replaced by a space.
6.11 SAP: Providing multilingual document names

You can maintain the names of declared documents in many languages.
Customizing overview
1. Edit the property provider to support multilingual properties. For more

information, see the SDK Guide in OpenText My Support (https://
2. Maintain multilingual document names in the SAP system.
3. Add languages to the multilingual metadata in Content Server. For more
information, see “Configuring multilingual metadata languages” on page 54.
To maintain multilingual document names in the SAP system:
Extended ECM > Document (ArchiveLink) ... > Maintain Multilingual
Document Declaration Templates activity and click Execute.
2. Add an entry for each language that you want to support.

• Declare ID: Select the document declaration that you created in Step 2 of
“SAP: Creating a document declaration” on page 196.
• Lng ISO: Select a language ISO code.
• Title template: Enter naming schema for this language.
You can use variables for the document names. For more information, see
“Creating a business object declaration in SAP” on page 44.

6.12. SAP: Assigning a document declaration to a business object and a document type
6.12 SAP: Assigning a document declaration to a

business object and a document type
In the document declaration you defined where and how an ArchiveLink document
or a print lists are declared. In this step, you assign the document declaration to an
SAP business object type and to the document type.
To assign a declaration ID to object type and document type:
1. In the IMG, navigate to the Extended ECM > Document (ArchiveLink) ... >
Assign Declaration ID to Object Type and Document Type activity and click
Execute.
3. Click Search help in the respective fields to select an object type, a

document type, and the declaration ID.
a. Select Active to make this assignment visible to the document processing.
b. Select Automatic if any new ArchiveLink document or print list entry that
match the given object type and document type should be declared
automatically. For manual declaration via report and GOS menu, leave the
check box deselected.

Note: For automatic declaration of print lists, the CREATED event for
print lists must be linked to the respective receiver module; for details
see “Maintaining receiver modules for automatic declaration of print
lists” on page 212.
c. Select Async. if you want to put the processing in the asynchronous queue.
You can only use the asynchronous queue if you also selected Automatic.
If the process creating the document declaration is a batch or workflow
process, the declaration will always be processed by the asynchronous
queue, regardless of this setting.
d. Optional You can select Auth.Check if you want to perform an additional
Enterprise Library authority check on display and delete access of declared
ArchiveLink documents or print lists.
Caution
Do not select the Auth.Check check box when the GOS
enhancement /OTX/RM_BF_GOS_ATTACHMENT is activated; as it also
performs an authority check, performance will be impaired. For
more information, see “Customizing the GOS Attachment list for
Records Management” on page 246.
Note: This functionality requires the BAdI ALINK_AUTH_CON.

However, this BAdI does not function in all applications; HR
personnel administration is one example. Therefore this additional
check is not supported in all SAP applications.
e. Optional Enter a value in the Declaration delay to let the automatic
declaration process first check if the document is already in the archive. If
the document is found in the archive, the declaration process continues. If
the document is not found in the archive, the declaration process stops for
the defined amount of seconds you entered in the Declaration delay field
and continues afterwards. Enter a value in the Declaration retry field, how
many times you want the declaration process loop through the whole check
and wait process.
4. Click Save .

6.13. SAP: Customizing the dialog to declare documents
6.13 SAP: Customizing the dialog to declare

documents
When users declare a document manually, a wizard helps them fill out the required
information. You can customize this dialog. You can define if a field is visible, and if
so, if it is mandatory.
The following explains how you configure each field of the respective sections.
Tip: See Section 5.6.1 “Declaring records ” in OpenText Extended ECM for SAP
Solutions - User Guide (ERLK-UGD) for detailed explanations on how to use the
declare dialog.
1. The Supplemental Markings table is only visible if some supplemental

markings are defined in Content Server Administration > Security Clearance
Administration > Security Clearance Levels and Supplemental Markings
Management. Selecting a supplemental marking is never mandatory.
2. Define, which record detail fields are visible and which of the visible ones are
mandatory

From the global menu, select Enterprise > Records Management > Records
Management Administration > System Settings > RM Fields. Notice that the
Update Cycle Period field and the Next Review Date field are only mandatory
if the Essential field is mandatory and the user selects a vital essential code. The
Records Management Configuration page (see Content Server Administration
> Records Management Administration > Enable and Configure Records
Management) defines which essential codes are vital.
3. The Records Management Fields configuration also defines whether the Cross
Reference field is visible or not. Selecting a cross reference is never mandatory.
4. The Configure Records Management page (Records Management Workspace >
Records Management Administration > System Settings > RM Settings)
defines whether cross references can optionally be a version or not. If they can be
a version, a check box appears to let users choose whether the selected cross
reference should be a version or not.
5. The Categories field is always visible. This field is only mandatory if the MIME
type of the current document has been associated to one or more categories.
To configure the MIME types, go to Content Server Administration > System
Administration > Administer MIME Types and Categories.
6.14 Configuring automatic document declaration

When creating an ArchiveLink entry, a CREATED event is raised. Extended ECM
for SAP Solutions contains an active BAdI that reacts to the creation of ArchiveLink
entries. This BAdI looks up the IMG activity for document declaration. If there is a
matching configuration that is both enabled and set to automatic the BAdI declares
the ArchiveLink document.
Changing an ArchiveLink entry means reassigning it to another business object. In

this case, the same BAdI interacts again.
When a business object is updated, a workflow event, typically the CHANGED

workflow, is started. In this case, a function module, for example /OTX/
RM_UPD_RECORD_VIA_EVENT, /OTX/RM_UPD_REC_EVENT_ASYNC, /OTX/
RM_UPDMD_RECORD_VIA_EVENT or /OTX/RM_UPDMD_REC_EVENT_ASYNC, can update
metadata of any document attached to the business object.
Asynchronous To use the asynchronous method via queuing, use the respective function module
queue that end with _ASYNC or _ASY. Also document declarations initiated by the workflow
processing
user are processed via the asynchronous queue. For more information about the
asynchronous queue, see “Creating business workspaces and declaring document
For ArchiveLink documents and printlists, the following function modules are
relevant:
ArchiveLink documents declared as documents in Content Server

To declare ArchiveLink documents automatically, you set the respective flag in
the document declaration. For more information, see “SAP: Assigning a
document declaration to a business object and a document type” on page 207.

6.14. Configuring automatic document declaration
Print lists declared as documents in Content Server

To declare print lists that are archived automatically, you use a function
module /OTX/RM_CRT_RECORD_PRINTLIST or /OTX/
RM_CR_REC_PRINTLIST_ASYNC
For more information, see “Maintaining receiver modules for automatic
declaration of print lists” on page 212.
Update records metadata

To automatically update metadata of document that are linked to a business
object when the metadata was changed in the business transaction, you use
function modules:
For a complete update of title, location, metadata, classification, and security
clearance, use /OTX/RM_UPD_RECORD_VIA_EVENT or /OTX/
RM_UPD_REC_EVENT_ASYNC
For an update of metadata only without changes in classification and security
clearance information, use /OTX/RM_UPDMD_RECORD_VIA_EVENT or /OTX/
RM_UPDMD_REC_EVENT_ASYNC.
Tip: The _ASYNC events are for using the asynchronous queue. For more
informations, see “Creating business workspaces and declaring document
For more information, see “Maintaining receiver modules for CHANGED events
(optional)” on page 215.
Table 6-1: Receiver function modules and events for document declaration

For a complete /OTX/RM_UPD_RECORD_VIA_EVENT Every relevant event,
(asynchronous) update (/OTX/RM_UPD_REC_EVENT_ASYNC) for example CHANGED
of the record (i.e. title,
location, metadata,
classification, and
security clearance).
For an (asynchronous) /OTX/RM_UPDMD_RECORD_VIA_EVENT Every relevant event,
update of record (/OTX/RM_UPDMD_REC_EVENT_ASYNC) for example CHANGED
metadata only.
For the (asynchronous) /OTX/RM_CRT_RECORD_PRINTLIST CREATED
declaration of print lists (/OTX/
as records. RM_CR_REC_PRINTLIST_ASYNC)

6.14.1 Maintaining receiver modules for automatic declaration

of print lists
This step is required if you want to set up a scenario where print lists that are
archived should be declared automatically as records documents.
You must activate the creation of the PRINTLIST.CREATED event. After activation, a
receiver module must be linked to the CREATED event of the PRINTLIST Object Type.
Note: The SAP Workflow System must be set up and running correctly for
events to be created (SWU3 transaction). For more information, see the SAP
documentation.
To activate the creation of the CREATED event:
1. Navigate to the Extended ECM > Activate Receiver Module Events activity and
click Execute.
Click the Activate Receiver Module Events activity in the IMG.

2. Select the Trigger Event PRINTLIST.CREATED option.
3. Click Save.
To link the receiver module to the CREATED event:
1. Navigate to the Extended ECM > Maintain Receiver Module Events activity
and click Execute.

Figure 6-3:
3. Specify the following parameters:

• Object Type: PRINTLIST
• Event: CREATED
• Receiver Type: Arbitrary
• Receiver Call: Function module
• Receiver Function Module: /OTX/RM_CRT_RECORD_PRINTLIST or /OTX/
RM_CR_REC_PRINTLIST_ASYNC for using the declaration queue.
• Destination of Receiver: Enter NONE to use the context of the user that runs
the functions. If you leave this field empty, the WF-BATCH user is used. It
must exist in your system.
• Linkage Activated: Select this option.
Leave all other settings as shown in Figure 6-3.

4. Click Save.
Note: In the Assign Declaration ID to Object Type and Document Type

activity, select the Automatic check box if any new print list entry matching the
given object type and document type should be declared as record
automatically.
For more information, see “SAP: Assigning a document declaration to a

business object and a document type” on page 207.
6.14.2 Maintaining receiver modules for CHANGED events

(optional)
This step is required if you want to set up a scenario where a change of the metadata
in a business transaction automatically updates the metadata of the records linked to
this business object.
Example 6-2:
ArchiveLink documents linked to the finance business object BKPF are

declared as records. Some metadata like the reference number are stored at
the record item type during declaration. At a later stage, the reference
number changes; this should automatically update the reference number in
the item type.
Depending on the SAP version used, the following screens might look different on
your system.
To link the receiver module to the CHANGED event:
1. Navigate to the Extended ECM > Maintain Receiver Module Events activity
and click Execute.

Figure 6-4: Example entry Event Type Linkages
3. Specify the following parameters:
• Object Type: Select the type that you want to update
• Event: Changed
• Receiver Type: Arbitrary
• Receiver Call: Function module.
• Receiver Function Module:
• For a complete update of title, location, metadata, classification, and

security clearance: /OTX/RM_UPD_RECORD_VIA_EVENT or /OTX/
RM_UPD_REC_EVENT_ASYNC
• For an update of the metadata only /OTX/RM_UPDMD_RECORD_VIA_EVENT
or /OTX/RM_UPDMD_REC_EVENT_ASYNC

• Destination of Receiver: Enter NONE to use the context of the user that runs
the functions. If you leave this field empty, the WF-BATCH user is used. It
must exist in your system.
• Linkage Activated: Select this option.
Leave all other settings as shown in Figure 6-4.
4. Click Save.
Notes
• In some application areas, events can be activated using SAP Change
Documents.
• The SAP Workflow System must be set up and running correctly for events
to be created (SWU3 transaction). For more information, see the SAP
documentation.

Chapter 7
Using scheduled processing
The Scheduled Processing framework lets you process a large number of items.
Using Content Server Expression Builder, you can select ranges of items. You can
suspend a running job and resume processing. The error handling functionality lets
you view error items and schedule them to be processed again.
Depending on your scenario and the installed modules, you can use the framework
to perform the following tasks:
• Create or update large numbers of business workspaces for the initial creation of
business workspaces from a SAP Hybris Cloud for Customer integration.
• Create or update large numbers of documents from a business application
integration
• Only when the connection is using the S/4HANA SPI Adapter: Listen to events
triggered in S/4HANA
• Only with Extended ECM for Microsoft Office 365: Create Office 365 groups,
connect them to a business workspace, and send email notifications when
business workspaces are connected to groups.
You can schedule jobs to run periodically and during off-hours with a low server
workload.
7.1 Creating a scheduled job

To create a scheduled processing task:
1. On the global menu, click Enterprise > Extended ECM > Scheduled Processing.
2. Click the Add Item button and click Scheduled Job.

3. Enter a name and a description, also in multiple languages.
4. As Job Type, select one of the following:
• Create or Update Workspaces

• Create or Update Documents
• For Extended ECM for Microsoft Office 365. For more information, see
Section 4.8 “Managing Extended ECM for Office 365 scheduled jobs” in
OpenText Extended ECM for Microsoft Office 365 - Installation and Configuration
Guide (CSSOG-ICG).
• Office 365 Group Creation: Creates a group, which is connected to a

business workspace.

Chapter 7 Using scheduled processing
• Office 365 Send Email Notifications: Sends out emails notifying users
that they are now members of a business workspace group
• Office 365 Group/Team Add Membership: When an Office 365 group/
team is connected to a business workspace, the team participants of the
business workspace are added to the Office 365 group/team as members.
The participant of a buisness workspace who is designated as the team
lead is set as the owner of the group/team. Multiple participants can be
team leader. If there is no team lead defined, the owner of the group/
team is the user as defined in the configuration.
If you selected one of these options, you must set the following Business
Application and Business Object Type options to None.
5. From the Business Application list, select the business application. The
connection to the business application must have been configured before.
6. Select one Business Object Type that is available on the selected system. You
will later be able to set filters for the business object type.
7. Click Add.
In the next step you filter the business objects and create a schedule.
7.2 Editing and running a scheduled job

After having created a task, you configure the job. Depending on the job type, you
add details, for example the schedule or a filter on the business object types.
To detail a scheduled job:
1. Open the scheduled job that you want to edit:
a. On the global menu, click Enterprise > Extended ECM.

b. Click Scheduled Processing.
c. Click the scheduled job.
2. On the Specific tab, in the Configuration section, set the following. Options
will vary depending on the job type.
No extra configuration parameters are required for the following job types:
• Office 365 Send Email Notifications

• Office 365 Group/Team Add Membership
Office 365 Group Creation
• Workspace Type: Select a workspace type for which you want to

configure group creation settings
• Create Office 365 group for existing business workspaces: Click if you
want to create Office 365 Groups for business workspaces of the selected
business workspace type, which were created prior to this job setting.

7.2. Editing and running a scheduled job
• Office Group Visibility: Select whether the automatically created

groups are public or private by default. For more information about the
group privacy options, see the Office 365 documentation (https://
support.office.com/en-gb/article/learn-about-office-365-groups-
b565caa1-5c40-40ef-9915-60fdb2d97fa2).
• Default Group Owner: Enter the Office 365 email address of a user who
will be the owner of each automatically created group if the Content
Server user who creates a business workspace does not have a valid
Office 365 email address configured in Content Server. For more
information, see Section 4.7.1.2 “Understanding how owners are
assigned to automatically created groups” in OpenText Extended ECM for
Microsoft Office 365 - Installation and Configuration Guide (CSSOG-ICG).
Click Verify User to validate the email address.
SAP Hybris Cloud for Customer
• Changed since last run: Finds new and changed objects since the last
run of the scheduled job.
• Created since last run: Finds new objects since the last run of the
scheduled job.
• Business Object Filter: Click the Edit Query button to open the
Expression Builder. Design your expression to filter only the business
objects that you want to process. For restriction in the Expression
Builder for SAP Hybris Cloud for Customer, see “Restrictions in logical
operations in SAP Hybris Cloud for Customer” on page 223.
• Update Only
Select this option if you only want to update existing business
workspaces with changed metadata rather than creating new business
workspaces.
• Page Size
Number of business objects fetched from the business application in one
step. Tweak this value to optimize the performance of the job. Default is
100. OpenText recommends that you use a page size that is n times the
block size.
• Block Size
Number of business objects to be processed by one Distributed Agent.
Tweak this value to optimize the performance of the job. Default is 100.
Important
If you change the values of Scenario, Business Object Filter and
Update Only, it will remove the checkpoint of the last run. The job
will then process all business objects again

Create or update documents

Set the following values in the Configuration section of Create or Update
Documents job type:
• Document Property Provider: Select the document property provider to

filter on.
• Document Object Filter: Click the Edit Query button . On the

Expression Builder page, design your expression to filter only those
document objects that must be processed at a granular level.
• Update Only
Select this option if you only want to update existing business
workspaces with changed metadata rather than creating new business
workspaces.
• Page Size
Number of business objects fetched from the business application in one
step. Tweak this value to optimize the performance of the job. Default is
100. OpenText recommends that you use a page size that is n times the
block size.
• Block Size
Number of business objects to be processed by one Distributed Agent.
Tweak this value to optimize the performance of the job. Default is 100.
3. Select a Scheduling Agent. You can create a schedule for one of the three
Extended ECM Scheduled Processors.
4. To configure a scheduled processor, do the following:
a. Click Configure Schedule.

b. On the Configure Scheduled Activities page, find the Extended ECM
Scheduled Processor 1–3 sections.
c. Design your schedule in these sections as required. For more information,
see the online help for this page.
d. Click Submit.
5. Click Save and Run Now to save the settings start the scheduled task
immediately.
6. Click Save to save your settings.
You can monitor the progress of your scheduled jobs on the overview page. You see
the number of scheduled and progressed objects. If there is an error, you can click a
link to the log file. You may have to update the page from time to time.
To suspend a running job:
You can suspend a running job and resume processing later.

7.2. Editing and running a scheduled job
1. Find the running job that you want to suspend.

2. From the function menu, select Suspend.
The status changes to Suspended.
3. To start the job again, from the function menu, select Resume.
4. To stop the job altogether, from the function menu select Cancel.
Restrictions in logical operations in SAP Hybris Cloud for

Customer
The SAP Hybris Cloud for Customer ODATA API has restrictions regarding logical
operations, which have an impact on Content Server.
Restrictions in ODATA API

• Logical OR
The logical OR only works when used for the same property:
Supported: ...$filter=PartyID eq '1001' or PartyID eq '1002'
Not supported: ...$filter=PartyID eq '1001' or TerritoryID eq 'CA'
Each OR segment can be executed as a separate query, and the results can be
collated:
Example: 1st Query: ...$filter=PartyID eq '1001'

2nd Query: ...$filter=TerritoryID eq 'CA'.
To reduce round trips to the server, multiple queries can be executed as part of a
$batch query.
• Logical AND
Logical AND only works when used between different properties:
Supported: ...$filter=OpportunityID ge '1001' and Name/content eq
'Sample*'
Not supported: ...$filter=PartyID ge '1001' and PartyID le '2001'
Implications in Content Server

The adapter might spread a complex filter expression over many OData
requests. The defined expression is processed sequentially to formulate an
ODATA query. Each OR condition creates a new query if the previous field name
is different than the current field name. Each AND condition is simply attached to
the current query. If the previous part of the query was an OR condition the
query is enclosed by a parenthesis before attaching the new part. If more than
one query was created, these requests are processed in parallel via the OData
batch mechanism for better performance. However, this has an impact on
pagination. As the page size is respected for each request separately, it can
happen that more result is provided to the framework than was originally
requested by the page size. This may not have impact on the creation job
because at the end only those business entities are processes, which satisfy the

defined business object filter. Additionally, if it turns out that more than one
sub-request must be made to get the next batch of data, the processing stops by
design. To overcome this limitation either redesign the filter criteria.
7.3 Handling failed items

Once the scheduled job has been processed, you see the result in the overview table.
If there were items that could not be processed, you see the number of these items in
the Error Items column.
To handle failed items:
1. Click the number of failed items in the Error Items.
2. On the following page, view the details and an error description.
3. If you fixed the error cause, click Queue all to reprocess the error items.
4. Click Delete All to delete all error items.

Chapter 8
Using the Content Server Integration Widget
The Content Server integration widget provides JavaScript libraries, which you can
use to display business workspaces and other Content Server functionality in a
modern and more flexible way. By defining a custom theme you can define how the
widget displays.
User When a user starts creating a new business workspace, the integration widget first
experience offers business workspaces without business object. Users can then decide if they
want to complete one of the available early workspaces or create a new on.
You can use the Content Server integration widget for the integration of business
workspaces into the following:
• Business Content window (optional)
• SAP Fiori (required)
• SAP Web Dynpro applications (in Floorplan Manager)
• SAP SRM
• SAP PPM
This integration method uses SAP HTMLIslands.
Figure 8-1: Integration into Business Content window

Chapter 8 Using the Content Server Integration Widget
8.1 Prerequisites
Browser
Browser must be HTML5-compliant, which is any recent version of Firefox,
Safari, Chrome, and Internet Explorer starting from Version 10.
If you are using Internet Explorer, ensure that it starts in Standard mode.
SAP System
WebDynpro, for example SAP ERP, SAP SRM
• SAP_BASIS 731
• SAP_UI 740 (see SAP Note 1742528)
• Class CL_WD_HTML_ISLAND must exists on your system. Use transaction SE24
to check.
Configuration
• In the IMG activity OpenText Extended ECM for SAP Solutions >
Infrastructure > Maintain Extended ECM Connections, the Support
Directory field must contain the directory on Content Server where the files
for the Content Server integration widgets are stored.

8.1. Prerequisites
• In the IMG activity OpenText Extended ECM for SAP Solutions > Extended
ECM > Maintain Business Object Declarations, the Use Widgets for UI
field must be selected. For more information, see “Creating a business object
declaration in SAP” on page 44.

SAP Notes
1746385 - Main WEBCUIF Browser Support Note
1753544 - Web Dynpro - HTML standards mode
1737445 - Internet Explorer standards mode rendering for EP
1742528 - Web Dynpro HTML integration: HTMLIsland, Container, Fragment
Microsoft IIS
If you want to use the integration widget and if you use Content Server on
Microsoft IIS, you must configure detailed errors messages on local and remote
requests. For more information, see “Configuring Microsoft IIS to return
meaningful REST API error messages” on page 240,
8.2 Integration in NetWeaver Business Client

For the integration in NetWeaver Business Client, the following SAP Notes must be
implemented
• 1956448 - Unequal rendering for NWBC and Web Dynpro ABAP - Prerequisite
for SAP Note 1963267 - SAP NWBC ABAP Runtime Patch 36
• 1963267 - SAP NWBC ABAP Runtime Patch 36 - For SAP NetWeaver Business
Client (NWBC) for HTML: Enables Web Dynpro applications to be started as
defined in the WdPreferredRendering application parameter. For this, the SAP
NWBC for HTML automatically switches Internet Explorer to the suitable
rendering mode.

8.3. Troubleshooting for integration widget
8.3 Troubleshooting for integration widget

8.3.1 Browser does not display integration widget correctly
If you are using Internet Explorer to display the SAP application, check if it is in
Standard mode:
See also SAP Note 1753544 - Web Dynpro - HTML standards mode
To check the browser mode:
1. In Internet Explorer, press F12 and open the DOM Explorer.
2. Make sure that following entry exists in the <head> section:
<meta http-equiv="x-ua-compatible content="IE-EDGE">
To set the browser mode for the Web Dynpro application:
1. In the Web Dynpro Explorer (SE80 transaction), go to your application.
2. Set the WDPREFERREDRENDERING parameter to STANDARDS.
8.3.2 User does not see logging in browser

To see logging of widgets in the Internet Explorer console for debugging, the user
must be registered in the /OTX/RM_WDGENTRA table.
To maintain users for logging:
1. Start transaction SE16 to maintain the /OTX/RM_WDGENTRA table.
2. Enter the user that you want to enable for logging.

8.3.3 Smart View in Content Server or the integration widget

returns Error: Bad Request (400)
Cause Content Server runs on Microsoft IIS, which is not configured to display detailed
errors for REST API calls.
Solution Do the following:
To enable Detailed Errors in Microsoft IIS:
1. Open Internet Information Services (IIS) Manager.

2. On the left, expand the Content Server website, and click the Content Server
Application.
3. The default Application name is OTCS.
4. In the middle pane, double-click Error Pages.
5. On the right, under Actions, click Edit Feature Settings On the Edit Error
Pages Settings, enable Detailed errors in the Error Responses section, and then
click OK.

Chapter 9
Reporting incidents to SAP Solution Manager
You can allow users to report incidents directly from Smart UI to your local SAP
Solution Manager. For more information about SAP Solution Manager, see https://
help.sap.com/viewer/p/SAP_Solution_Manager.
New: You can now enable users to report incidents directly from Smart UI.
To enable SAP incident reporting:
1. On the Content Server Administration page, click Extended ECM for SAP >
Configure SAP support integration.
2. Click Enable and provide the connection parameters to the server, which hosts
the SAP Solution Manager: Server, Port Number and Protocol. Make sure, that
you have no spaces at the end of the server name or the port number. The URL
to the SAP support portal is https://support.sap.com/en/index.html.
To report an incident as a user:
1. In Smart UI, click the Profile Menu.
2. Click Report incident to SAP.
3. Fill in the required information in the incident report and save your data.

Chapter 10
Integrating Extended ECM for SAP Solutions into
SAP GUI
You have several customizing options when integrating Extended ECM for SAP
Solutions into SAP GUI:
• Make business workspaces and business attachments available via Generic
Object Services (GOS).
• Customize the functions and appearance of the Business Content window.
• Customize the GOS Attachment list for Records Management.
10.1 Customizing the Generic Object Services (SAP

GUI)
You can make business workspaces and business attachments available for users in
SAP GUI via Generic Object Services (GOS). The user can then create workspaces,
display existing ones and display, create and delete business attachments in SAP
GUI. For this, you customize the GOS table.
The Business Content window displays business workspaces, business attachments,

business documents, local TempoBox folders, other local files, and notes in one
dialog.
Tip: For a detailed description of the Business Content window, see Section 25.2
“OpenText Business Content window” in OpenText Archiving and Document
Access for SAP Solutions - Scenario Guide (ER-CCS).

Chapter 10 Integrating Extended ECM for SAP Solutions into SAP GUI
To customize General Object Services:
1. Start the SM30 transaction and enter SGOSATTR in the Table/View field. Click
Maintain.
3. Customize the new entry according to the following list. The OTX_ATTACH
service displays the Business Content window: business workspaces, business
attachments and business documents (ArchiveLink documents). From the
Business Content window, users can access the complete functionality.
Name of service
Enter OTX_ATTACH.
Description
Provide a description, for example, Business Content. This description is
displayed in the GOS menu.
Quick Info
Provide a quick info, for example, Business Content. This information is
displayed for the icon.

10.1. Customizing the Generic Object Services (SAP GUI)
Class for Generic Service

Enter /OTX/RM_GOS_SRV_ATTACH_LIST.
Service Type
Select Single Service .
Icon
ICON_BUSINAV_DATAMODEL
Note: Control and Commit required must remain unselected.
4. You must define the position of the new service in the General Object Services.
In the Next service field, enter the name of the service that should follow after
this service. If the service is the last, leave the field empty.
Important
If you do not define the position correctly, it might not be displayed at
all.
• You want to add the new service at the beginning of the existing services:
Enter the name of the first existing service in the Next service field of the
new service.
• You want to add the new service at the end of the existing services: Enter the
name of the new service in the Next service field of the last existing service.
Leave the Next service field of the new service empty.
• You want to add the new service in between the existing services: Enter the
name of the new service in the Next service field of the predecessor of
existing services. Enter the name of the successor existing service in the Next
service field of the new services.
5. Click Save.
Note: For more information about maintaining the SGOSATTR table, see the SAP
documentation (https://www.sdn.sap.com/irj/scn/index?rid=/library/uuid/
a0139058-ef9d-2b10-598c-9e23dc6f44fc).
For problems when displaying services in GOS, see SAP Note 961713 -
Structure of table SGOSATTR.

10.2 Select items to be displayed in Business Content

window
For each business object type, you can select, which items you want to be displayed
in the Business Content window.
To customize the displayed items in a Business Content window:
1. In the IMG, navigate to the Extended ECM > Business Content Window >
Maintain Business Content Window Display Options and click Execute.
3. Select a business object type and then select the options that you want to be
displayed:
• Full page: Uses the whole Business Content window to display the business
workspace in Smart View
• Bus. Wrks: Display a node for the business workspace
• Wrks thumbs: Business workspace thumbnails
• Drag Drop: Enable Drag and Drop in business workspaces
• Attachment: Display a node business attachments
• Documents: Display a node for business documents
• Doc. thumb: Display thumbnails for business documents
• Notes: Display a node for notes
• Files: Display a node for local files
Tip: For general settings of the Business Content window, which are also
placed in this dialog, see “Enabling the integration widget in the Business
Content window” on page 239.
10.3 Customizing the context menu of the Business

Content window
The context menu of the Business Content window in the SAP system displays a
selection of Content Server menu entries that are available for the specific item. You
can customize the context menu as follows:
• Remove Content Server menu entries that are not relevant and add specific menu
items that are available on Content Server, for example when a new module was
installed. The added menu items are displayed in the context menu only if they
are available for the item type. For more information, see “Customizing the
Business Content window context menu with Content Server menu entries ”
on page 237.
• In addition to the available Content Server menu entries, you can add new
entries and implement custom functionality. For more information, see “Adding
custom functionality to the Business Content window context menu”
on page 238.

10.3. Customizing the context menu of the Business Content window
Note: The customizing applies only to Content Server Classic View. It does not
apply if the integration widget is used as described in “Enabling the
integration widget in the Business Content window” on page 239.
10.3.1 Customizing the Business Content window context

menu with Content Server menu entries
You can remove irrelevant entries from the context menu or add specific menu
items, which are also available in Content Server, for example when a new module
was installed. The context menu items are displayed in the context menu only if they
are available for the item type.
To customize the context menu with Content Server menu entries:
Maintain Business Content Window Menu and click Execute.
3. Enter the following:
Code ID
Enter the code ID. Use the F4 help to retrieve the code ID.
Note: If the code ID is not listed in the F4 help, retrieve it from

Content Server: In the Content Server IDE plug-in for Eclipse, go to
the WebNodeCmd object in the WEBNODE OSpace. From the context
menu of the WebNodeCmd, select Open Inheritance View. A list
with all possible context menu objects is displayed. Find the respective
object and note the name.
BROWSE Open
COPY Copy
DELETE Delete
DOWNLOAD Download
FETCH Open
MAKEFAVORI Add to Favorites
TE
MOVE Move
PRINT Print
TEXTEDIT Edit

VIEWDOC View with Content Suite Viewer
Note: Alternatively, you can integrate Content Suite

Viewer using the SM30 transaction. This is the
recommended integration. For more information, see
“Integrating Viewers in the Business Content window”
on page 243.
Add/Remove
Click Add or Remove. When you add an entry, it is added according to the
sequence in the Content Server menu. You cannot add already existing
entries.
Description
Enter a description. This description is displayed in the context menu. You
can use && to display the & character.
If you want to add the entry in other languages, use the standard SAP
mechanism (Goto > Translation).
Example: In the following example, the new menu item Zip & Download is added to
the menu.
10.3.2 Adding custom functionality to the Business Content

window context menu
In addition to the available Content Server menu entries, you can add new entries to
the context menu and implement custom-made functionality using BAdI
technology. For detailed information, see the SDK on OpenText My Support (https://
Adding custom functionality:
Implement Business Content Window Menu BAdI and click Execute.
2. Implement your code. For detailed information, see the sample code provided
with the BAdI definition (menu Goto > Sample Code > Display).

10.4. Providing Drag-and-drop functionality for the Business Content window
• The method PROCESS_CTX_MENU_CONSTRUCTION is used to create an

additional context menu entry.
• In the method PROCESS_WKSP_FCODE you can react on the function codes
you assigned to your context menu entry.
10.3.3 Opening a document from the Business Content

window context menu
If you want to have the Open command for documents in the context menu of the
Business Content window in Classic View, you must configure it:
To enable the Open command for documents:
1. On the Content Server Administration page, select Core System - Server

Configuration > Presentation > Configure Document Functions.
2. In the Open section, enable Enabled.
3. Click Save changes.
10.4 Providing Drag-and-drop functionality for the

Business Content window
To upload documents, users can drag files from the local file system into a business
workspace. The local files system can either be the local file explorer or the Local
Files node in the Business Content window.
To copy files, users can drag between different nodes in the Business Content
window. To download files, they drag a file to the Local Files node.
For this functionality, users must have the S_GUI authorization object with the
ACTVT=60 parameter. This authorization object is part of the /OTX/RM_USER role.
10.5 Enabling the integration widget in the Business

Content window
In the Business Content window, users can work with business workspaces. You can
define separately for each business object type that users see the integration widget
(Content Server Smart View) instead of the default view. Optionally, you can also
define which theme to use.
Important
If you want to use the integration widget and if you use Content Server on
Microsoft IIS, you must configure detailed errors messages on local and
remote requests. For more information, see “Configuring Microsoft IIS to
return meaningful REST API error messages” on page 240.

To enable the integration widget (Content Server Smart View):
Declarations activity and select Use Widgets for UI for the business objects for
which you want to enable the integration widget. For more information about
the activity, see “Creating a business object declaration in SAP” on page 44.
2. Optional To define the theme, in the IMG, navigate to the Extended ECM >
Business Content Window > Maintain Business Content Window Display
Options and click Execute.
a. In the General Settings section, click New Entries.
b. As Setting Name enter WSP_WIDGET_CSS_THEME and as Setting Value enter

the name of the theme, for example belize.
Note: You can now use the new belize theme for the folder browse
widget integration. However it is currently not recommended for
page view.
Tip: For more customizing options for the Business Content window, see
“Select items to be displayed in Business Content window ” on page 236
10.6 Configuring Microsoft IIS to return meaningful

REST API error messages
Using the default configuration, Microsoft IIS returns a generic error message when
interfaces that are based on the Content Server REST API, such as the Content Server
Smart UI, encounter errors. Presenting a more informative error message to users
can aid in troubleshooting any difficulties that they encounter.
Example: With Detailed errors enabled, IIS returns a message similar to An item with the
name <filename.txt> already exists, but if Detailed errors is not enabled, IIS returns
only Error: Bad Request (400).
To enable Content Server to display informative error messages when problems

occur with Content Server REST API interfaces enabled using Microsoft IIS,
OpenText recommends that you enable Detailed Errors in Microsoft IIS.
Application.

10.7. Maintaining Content Server subtypes as copy/move target in the Business Content
window
click OK.
10.7 Maintaining Content Server subtypes as copy/

move target in the Business Content window
In the Business Content window, users can copy or move documents or other items
from one location to another location in Content Server. However, if you are using
custom Case subtypes and you want to copy or move documents to these custom
Case subtypes you must do the following SAP customizing.
All Content Server items that can be targets for a copy/move operation are
maintained in the /OTX/RM_STWL table. This table is part of Extended ECM for SAP
Solutions and it is filled with a predefined set of subtypes. The new table /OTX/
RM_STWL_C is available to maintain new entries.
Important
As soon as /OTX/RM_STWL_C has one entry, the /OTX/RM_STWL is not used
anymore. If you intend to use /OTX/RM_STWL_C, you must copy the entries
of /OTX/RM_STWL into the custom table.
To maintain custom Case subtypes for copy/move operations:
1. Copy all entries from the /OTX/RM_STWL table to the Subtype column of the /
OTX/RM_STWL_C table.
a. Start transaction SE16 and open /OTX/RM_STWL.

b. Start transaction SM30 and open the maintenance view of the /OTX/
RM_STWL_C table.
c. Copy all entries from /OTX/RM_STWL into the clipboard. You can use CTRL
+ Y to copy several rows.
d. Copy the rows into the Subtype column of the /OTX/RM_STWL_C table.
e. Add the connection ID for which the subtype is valid.
2. Add a new entry for your new Case subtype:
• Conn. ID: Connection ID. You find this information in the IMG > OpenText
Extended ECM for SAP Solutions > Infrastructure > Maintain Extended
ECM Connections. For more information, see Section 23.2.5 “Maintaining
Extended ECM connections” in OpenText Extended ECM for SAP Solutions -
Installation and Upgrade Guide (ERLK-IGD).
• Subtype: ID of the Case subtype. You find this information in the Content
Server Administration page > Template Workspaces Administration >
Administer Case Types. The subtype ID of a Case is a positive integer
between 31350 and 31399. For more information, see the Content Server
online help for this administration page.

10.8 Providing access to local folders for the

The Business Content window automatically displays the local Tempo Box folder if
Tempo Box client is installed. In addition, users can add other local folders to the
Local files node in the Business Content window. For this functionality, users must
have the J_6NRL_LFS authorization object. This authorization object is part of the /
OTX/RM_USER role.
To assign the authorization object to a group:
1. Start the PFCG transaction.
2. Find the relevant role and add the J_6NRL_LFS authorization object.
Security settings - When a user accesses a local folder from the Business Content
window, an SAP security alert informs the user about the risk. Users can confirm the
message per access attempt or they can set the security options for their client.
To set the security options on SAP GUI:
1. From the SAP GUI menu, select Options.
2. Select Security > Security Settings.
3. Set Status and Default Action as required.

10.9. Integrating Viewers in the Business Content window
10.9 Integrating Viewers in the Business Content

window
Viewers are used to display documents in Business Content window, DocuLink and
Content Server. The following viewers can be integrated and used to display
documents:
OpenText™ Imaging Web Viewer and OpenText™ Imaging Windows Viewer

Can be used as viewers for files that are stored in Archive Center. They must be
of a MIME type that is supported by Web Viewer.
OpenText Brava! View for SAP Solutions runs against the OpenText Imaging
integration of Archiving and Document Access on an SAP system.
Since the Business Content window displays documents via Content Server it
cannot call Brava! View for SAP Solutions directly. Instead it uses the viewer
enabled for Content Server.
OpenText™ Content Suite Viewer

Can be enabled in Content Server. It uses an OpenText Brava! Server installation
specifically prepared for this use case. For more information about installation
and configuration, see the respective documentation.
Configuring the Content Server viewer

Configuring Web Viewer and OpenText Imaging Windows Viewer as Content
Server viewer:
• If you want to use one of these viewers define the relevant settings in Content
Server Administration.
• Configure the mime types. For more information, see “Customizing MIME types
for preview” on page 245.
• Configure the viewer settings in the SAP system. For more information, see
Section 20.2 “Configuration for Java Viewer/Web Viewer/Brava! View” in
OpenText Archiving and Document Access for SAP Solutions - Scenario Guide (ER-
CCS).
Configuring Content Suite Viewer as Content Server viewer:

• Brava! Installation: Brava Server Components for OpenText Content Suite Viewer –
Installation and Administration Guide.
• Content Suite Viewer Administration on Content Server Administration page:
Content Suite Viewer Admin Online Help - Content Server Administration (LLESDV-
H-AGD)
Configuring the Business Content window viewer

The Business Content window displays Content Server content. To use Content
Suite Viewer as viewer within the Business Content window, you enable a menu

entry for the viewer and define that the document opens in the Content Suite Viewer
when the user double-clicks it.
• Enable Content Suite Viewer as Content Server viewer
• Brava! Installation: Brava Server Components for OpenText Content Suite Viewer
– Installation and Administration Guide, available on OpenText My Support
(https://knowledge.opentext.com/knowledge/llisapi.dll/Open/61356446).
• Content Suite Viewer Administration on Content Server Administration page:
Content Suite Viewer Admin Online Help - Content Server Administration
(LLESDV-H-AGD)
• On Content Server, disable that the document opens for editing when the user
double-clicks it.
• Maintain mime types and define that Microsoft Office document are opened with
the viewer. For more information, see “Customizing MIME types for preview”
on page 245.
• Configure the Business Content window so that there is a new menu entry and
the document opens in Content Suite Viewer when the user double-clicks it.
To disable editing in Content Server:
1. On the Content Server administration page, click Core System - Server

Configuration > Security Parameters.
2. In the Document Function section, for the Open function, select Disabled.
To add a Content Suite Viewer action to Business Content window menu:
1. Start the SM30 transaction and enter /OTX/RM_WSC_FCOD in the Table/View

field. Click Maintain.
3. Customize the new entries according to the following lists.
Add an entry for Business Content window:
• Menu ID: ALPLUS

• Code ID: VIEWDOC
• Description: For example View or Display with Content Suite Viewer
• Activation: Select.
• Function Code: PICK
Add an entry for DocuLink:
• Menu ID: DOCULINK

• Code ID: VIEWDOC
• Description: For example View or Display with Content Suite Viewer

10.10. Customizing MIME types for preview
• Activation: Select.
• Function Code: PICK
Note: If you do not want to disable the Open document function on Content
Server, the FETCH function will be used instead of the defined VIEWDOC function
when users double-click a document in Business Content window. You can
circumvent this by defining a description that is alphabetically before the
description of the FETCH action, for example FETCH with description Open and
VIEWDOC with description Display.
10.10 Customizing MIME types for preview

The Business Content window is based on a hidden Windows Internet Explorer (IE)
to render documents for the preview. Internet Explorer takes care of calling the
respective rendering application. However, some Internet Explorer add-ons, for
example Web Viewer, handle specific MIME types by enabling an in-place rendition.
As a consequence, the Business Content window must use a visible Internet Explorer
to render the corresponding documents.
The /OTX/RM_GOS_DD table keeps a default list of MIME types for which Internet
Explorer add-ons enable an in-place rendition. If this list is not sufficient, you can
maintain a custom list in the /OTX/RM_GOS_DD_C table.
Note: The Business Content window ignores the /OTX/RM_GOS_DD table as

soon as the /OTX/RM_GOS_DD_C table has at least one entry.
Recommended setting for Web Viewer

If Web Viewer is enabled on Content Server, add MIME types of documents to the /
OTX/RM_GOS_DD_C table. If you did not maintain the MIME types in the /OTX/
RM_GOS_DD_C table, it can happen that an archived document that you want to open
in Business Content window causes an infinite loop.
Important
Also add the MIME types from /OTX/RM_GOS_DD if you want to keep the
behavior of these MIME types as well.
Restrictions Web Viewer can only render documents that are archived to an OpenText archive.
For example, if you want to display a Microsoft Word document, Internet Explorer
starts Microsoft Word, but leaves an empty browser window open.
Recommended setting for OpenText Content Suite Viewer

If Content Suite Viewer is enabled on Content Server, add MIME types of
documents to the /OTX/RM_GOS_DD_C table. If you did not maintain the MIME types
in the /OTX/RM_GOS_DD_C table, it can happen that an archived document that you
want to open in Business Content window causes an infinite loop.

Important
Also add the MIME types from /OTX/RM_GOS_DD if you want to keep the
behavior of these MIME types as well.
10.11 Customizing the GOS Attachment list for

Records Management
If you want to use business attachments and Records Management functionality in
the GOS Attachment list you must activate business functions.
Note: This customizing step is not necessary if you are using Business Content
window. For more information, see “Customizing the Generic Object Services
(SAP GUI) ” on page 233.
With business functions, you integrate the following into the GOS Attachment list:
Button Declare as record
Button View record details
Records Management Status symbol Is record
Business functions
• /OTX/RM_BF_GOS_ATTACHMENT
Integrates Records Management functions into the GOS Attachment list.

10.11. Customizing the GOS Attachment list for Records Management
• /OTX/RM_DOL_BF_GOS_ATT_LIST
Integrates business attachments into the GOS Attachment list.
• /OTX/RM_BF_DISP_PRINTLIST
Integrates Records Management functionality into the OADR and OADD
transactions.
To activate business functions:
1. In the IMG, navigate to the Extended ECM > Activate Business Functions
activity and click Execute.
2. Open the ENTERPRISE_EXTENSIONS folder and activate the following

options by selecting the checkbox in the Planned Status column:
• /OTX/RM_BF_DISP_PRINTLIST: Records Management for Display

Printlists
• /OTX/RM_BF_GOS_ATTACHMENT: Business Function GOS Attachment
Note: /OTX/RM_DOL_BF_GOS_ATT_LIST is displayed but is no longer

relevant.
3. Click Activate Changes.

Chapter 11
SAP Hybris Cloud for Customer
Extended ECM for SAP Solutions provides an integration solution for SAP Hybris
Cloud for Customer. You can display the business workspace of a business object
along with the structured data. Integration points are the business objects Account,
Lead and Opportunity, and Service Request (ticket).
Prerequisites
• Content Server module Extended ECM for SAP (xecmsap) must be installed
• You must have access to Content Server administration pages
• You must have access to SAP Hybris Cloud for Customer administration pages

Chapter 11 Integrating Extended ECM for SAP Solutions into SAP Hybris Cloud for
Customer
Figure 11-1: Business workspace in an opportunity business object
New: You can now integrate business workspaces in SAP Hybris Cloud for
Customer. Extended ECM provides seamless integration for business objects
account, lead, and business opportunity.
Figure 11-2: Integration Architecture

11.1. Preparing Content Server for the SAP Hybris integration
SAP Hybris Cloud for Customer uses an Identity provider (IdP) for authentication.
For a single sign-on scenario, you set up a connection between OpenText Directory
Services and the corporate IdP using Security Assertion Markup Language (SAML). For
more information, see Section 4.1.4 “Configuration and use of SAML authentication”
in OpenText Directory Services - Installation and Administration Guide (OTDS-IWC).
This sample integration provides for the following business objects:

• account
• lead
• business opportunity.
• service request (ticket)
If you need other business objects, you can write your own SPI adapter. For more
information, see Extended ECM Platform 16.2 - SDK and API documentation and
the SPI Java SDK (https://knowledge.opentext.com/knowledge/cs.dll/Open/
66215224).
11.1 Preparing Content Server for the SAP Hybris

integration
To prepare Content Server for the integration:
1. Business Application
Create a connection to the SAP Hybris Cloud for Customer system:
a. On the Content Server Extended ECM volume, click Connections to

Business Applications (External Systems).
b. Create a new connection with the following special settings:
Logical System Name: Must be the same as the tenant name of the C4C
system. In this example, my123456.
Connection Type: C4C SPI Adapter
Application Server Endpoint: The OData endpoint of your SAP Hybris
Cloud for Customer tenant, for example, https://my123456.
crm.example.com/sap/c4c/odata/v1/c4codata
c. For more information, see Section 24.2 “Connecting SAP as the business
application” in OpenText Extended ECM for SAP Solutions - Installation and
2. Business workspace
Create workspace types, categories, classifications, and business object types for
the following business objects:
• Account
• Lead
• Opportunity

Customer
• Service Request (Ticket)
For more information, see “Configuring business workspaces“ on page 39.
11.2 Customizing the integration in SAP Hybris Cloud

for Customer
The following procedure describes how to integrate business workspaces for
Account, Lead, Opportunity, and Service Request in standard SAP Hybris Cloud for
Customer UI. This also works for Responsive UI, with the exception of the Service
Request (Ticket) business object, for more information, see “To integrate business
workspaces for the Service Request (Ticket) business object into Responsive UI: “
on page 255.
To customize SAP Hybris Cloud for Customer for the integration:
1. Check for Microsoft Silverlight

Make sure that you are working in Microsoft Silverlight® mode to have access
to the functions described below:
• From the main menu, select Adapt > Launch in Microsoft Silverlight. The
screens reload in a new window with additional options and menus or
prompts you to install Microsoft Silverlight®.
2. Create an HTML mashup

Create an HTML mashup for each business object:
a. Go to the Administrator work center. Then choose Business Flexibility >

Mashup Authoring
b. Click New > New HTML Mashup and configure the following for each
business object:
Business Account Lead Opportunity Service

Object Request
(Ticket)
Mashup Business & Business & Business & Productivity &
Category Finance Finance Finance Tools
Port Binding Addition InsideView Opportunity Ticket
Account Lead Info Information
Information Information
botype Account Lead Opportunity ServiceRequest
bokey AccountIntern LeadID OpportunityID TicketID
alID

11.2. Customizing the integration in SAP Hybris Cloud for Customer
Business Account Lead Opportunity Service

Object Request
(Ticket)
Relations Parent to Child of Child of Parent to
Opportunity, Account and Account and follow-up item
Lead, Ticket Ticket as Ticket as Ticket,
preceding item preceding item Opportunity
and Lead
Child of
Account and
Ticket as
preceding item
• Mashup Category: see table

• Port Binding: see table. The port binding defines which parameters are
available for mashup components.
• Mashup Name: Business workspace, for example
• Status: Active
• Configuration Information
Type: URL
URL: URL to Content Server, for example, https://cs.example.com/
otcs/cs.exe
Height: Depending on your preferences, for example, 500 or 600.
• Request parameters
func: xecmpf.GetWspIntegration in column Constant
botype: See table, enter in column Constant
extsysid: Logical name of the business application as defined in Content
Server in column Constant. For more information, see “Preparing
Content Server for the SAP Hybris integration” on page 251.
theme (optional): sap.skyline.c4c or sap.fioriclient.c4c in
column Constant.
bokey: See table, enter in column Parameter Binding
language (optional): /$System/SystemLogonLanguage to propagate the
logon language to the integrated business workspaces. If the respective
language is not available on Content Server, the default language is
displayed.

Customer
3. Enhance the screen with the mashup

Open the screen, in which you want create a new tab to display the business
workspace: Account, Lead, Opportunity, or Service Request (Ticket):
a. From the menu, select Adapt > Enter Adaptation Mode and confirm.
b. From the menu, select Adapt > Edit Screen.
c. In the right Adapt pane, in the Mashups and Web Services section, select
the mashup you created for this business object.
d. In the Properties area below, enter the following:
Appearance: New Facet
Full Width: select

11.2. Customizing the integration in SAP Hybris Cloud for Customer
e. Click Save and then Publish to make the mashup available to all users.
f. From the menu, select Adapt > Leave Adaptation Mode.
To integrate business workspaces for the Service Request (Ticket) business

object into Responsive UI:
You need a slightly different procedure, to integrate the Service Request (Ticket)
business object into Responsive UI.
1. Create an HTML mashup for the Service Request (Ticket) business workspaces
as described in Step 2 of the above procedure or use an existing mashup.
2. Login to Fiori using Responsive UI, for example with a URL like the following:
https://my12345.crm.ondemand.com/sap/public/ap/ui/repository/
SAP_BYD_UI/HTML5/newclient.html
3. Navigate to the Service Request screen.

4. Click the user name in the top menu bar and select Open Layout in HTML5.
5. From the menu, select Adapt > Edit Master Layout.
6. Select the tab bar until it gets frame and a yellow background.
7. Add a new tab:

Customer
a. Click Add Tab

b. Enter a title for the new tab and click + button.
c. Click Apply.
8. Add the mashup:
a. In the new tab, click the main area. When it is yellow, click Select Parent
.
b. Click Add Items and select Add Mashup.

c. Select the HTML mashup that you created for this screen.
d. Click Apply.
11.3 Configuring Single Sign-on

You can configure Single Sign-on (SSO) for SAP Hybris Cloud for Customer and
your identity provider. To do so, you perform the following steps:
• Download the SAML Service Provider (SP) metadata file from SAP Hybris Cloud
for Customer and upload it to your identity provider
• Create a metadata XML file from your identity provider and upload it to SAP
Hybris Cloud for Customer.
• Configure OTDS to use the same identity provider. For more information, see
Section 4.9 “Configuring SAML” in OpenText Directory Services - Installation and
Administration Guide (OTDS-IWC).
To download the SP metadata file:
1. Go to the Administrator work center. Then choose Common Tasks >

Configure Single Sign-On.
2. On the My System tab, click Download Metadata: SP Metadata.
3. Use this file to register the SAP Hybris Cloud for Customer system as a Service
Provider with your identity provider, for example SSOCircle.
To create the identity provider connection:
1. Create a SAML metadata.xml file from your identity provider. Consult the
provider's documentation for details.

11.4. Additional resources for developers
2. In SAP Hybris Cloud for Customer, open the Identity Provider tab.
3. Click New Identity Provider and select the metadata.xml file.
4. Optionally, create an alias for the identity provider.
11.4 Additional resources for developers

For more information about the SAP Hybris Cloud for Customer integration, see the
following resources:
• Extended ECM SDK
Describes the SPI adapter framework from xECM Platform, which defines the
integration logic with the external system: https://knowledge.opentext.com/
knowledge/llisapi.dll/Open/68222307
• C4C Documentation
OData API – version 1802: https://help.sap.com/viewer/
1364b70b9cbb417ea5e2d80e966d4f49/1802/en-US
C4C Developer’s Guide: https://github.com/SAP/C4CODATAAPIDEVGUIDE

Chapter 12
SAP Fiori apps
You can make business workspaces available in SAP Fiori apps. The business
workspaces are displayed in a custom tile.
12.1 SAP Fiori architecture

SAP Business Suite features an ABAP engine for transactional applications. Backend
application artifacts and application content are stored in the backend database.
In addition, the UI apps are deployed on a central SAP ABAP NetWeaver server,
which also contains the UI Service Add-on for the shell services and the Gateway
Add-on for the OData enablement of the ABAP-based Suite system.
Fiori apps are created using HTML5 and SAPUI5. For some extensions, the
underlying jQuery JavaScript library may be used. All supported form factors and
operating systems are supported with one development project and a single code
line per user interface app.
12.2 Integration of OpenText products

SAP Fiori integrations are, for example, available for the following products:
• OpenText™ Extended ECM for SAP® Solutions
Described in this guide.
• OpenText™ Archiving and Document Access for SAP Solutions
For more information, see OpenText Archiving and Document Access for SAP
Solutions - Installation and Upgrade Guide (ER-IGD) and OpenText Archiving and
Document Access for SAP Solutions - Scenario Guide (ER-CCS).
• OpenText™ Business Center for SAP® Solutions
For more information, see OpenText Business Center for SAP Solutions -
Configuration Guide (BOCP-CGD).
• OpenText™ Document Presentment Live for SAP® Solutions
For more information, see Section 5 “Integrating Document Presentment Live
into SAP Fiori ” in OpenText Document Presentment Live for SAP Solutions -
Customizing Guide (CCMSAPL-CGD).
As a user of OpenText Extended ECM for SAP Solutions and Archiving and
Document Access for SAP Solutions, you are entitled to use the framework of
OpenText Business Center for SAP Solutions, with which you can build custom Fiori

Chapter 12 Integrating Extended ECM for SAP Solutions into SAP Fiori apps
apps to browse for business objects. This collection of ABAP Add-Ons provided by
OpenText Business Center for SAP Solutions is called OpenText Fiori Business
Object Browsing Enabler for SAP Solutions.
Additional resources
• Release notes for Archiving and Document Access for SAP Solutions (https://
knowledge.opentext.com/knowledge/llisapi.dll/Overview/67835278): list of
required Add-Ons and versions, basic steps for building a custom Fiori app for
business object browsing.
• OpenText Business Center for SAP Solutions - Configuration Guide (BOCP-CGD):
detailed information about the Fiori app framework.
12.2.1 Extended ECM for SAP Solutions in SAP Fiori

Extended ECM for SAP Solutions integrates in the different layers of SAP Fiori:
• Base functionality for Extended ECM for SAP Solutions in the backend
• Specific OData Services as extension of the Gateway layer in the backend
• SAP Fiori UI5 integration for business workspace functionality in the frontend
• Test application OpenText Test Launcher in the frontend
• Integration into existing SAP Fiori apps, for example Track Sales Order as
described in the solution accelerator
Figure 12-1: SAP Fiori Integration for Business Workspaces

12.2. Integration of OpenText products
12.2.1.1 Relevant packages for integration

The following packages are relevant for the integration and must be installed in the
according systems. After you have installed the packages, you can start to integrate
the functionality in your application.
Table 12-1: Relevant Packages for SAP Fiori (Business Workspaces)
Add-on Package Package Functionality System

OTEXRL /OTX/ Base functionality ERP (CRM, SRM) /
RM_CSUI_BASE Gateway Backend
OTEXRLO /OTX/ OData services, ERP/Gateway
RM_WSC_ODATA extension of the Backend
Gateway layer
If the backend does
not support OData
services (no
component IW_BEP
or SAP_GWFND
installed), the OData
services are installed
on the frontend
system.
OTEXRLF /OTX/RMF_UI Extended ECM Fiori Central Hub/
apps and Gateway Frontend
components
OTEXRLF /OTX/RMF_UI4BC Extended ECM Central Hub/
Business Workspace Gateway Frontend
for Business Center
OTEXBASF (ADA) /OTX/ Test application and Central Hub/
RMF_LAUNCH otx nodes in SICF Gateway Frontend
12.2.2 Extended ECM for SAP Solutions and OpenText

Business Center for SAP Solutions
Document Access customers can create custom Fiori apps with the framework of
OpenText Business Center. A Fiori app built on top of the Business Center
framework is then the leading application. The Business Center framework is also
called business object browsing enabler.
The picture how Archiving and Document Access for SAP Solutions integrates into
the different layers of SAP Fiori, then looks as follows:

• SAP Gateway layer

• ArchiveLink Plus functionality integrated in the custom SAP Fiori app built
with the Business Center framework
• Backend layer
• Base functionality for Archiving and Document Access for SAP Solutions
• Specific OData services as extension of the gateway layer
• Business Center foundation and customizations for the Fiori custom app
12.2.2.1 Packages for integration

The following packages are relevant for the integration and must be installed in the
according systems. After you have installed the packages, you can start to integrate
the functionality in your application.
Table 12-2: Relevant Packages for SAP Fiori (Business Workspaces)

OTEXRL /OTX/ Base functionality ERP (CRM, SRM) /
RM_CSUI_BASE Gateway Backend

12.2. Integration of OpenText products

OTEXRLO /OTX/ OData services, ERP/Gateway
RM_WSC_ODATA extension of the Backend
Gateway layer
If the backend does
not support OData
services (no
component IW_BEP
or SAP_GWFND
installed), the OData
services are installed
on the frontend
system.
OTEXRLF /OTX/RMF_UI Extended ECM Fiori Central Hub/
apps and Gateway Frontend
components
OTEXRLF /OTX/RMF_UI4BC Extended ECM Central Hub/
Business Workspace Gateway Frontend
for Business Center
OTEXBASF (ADA) /OTX/ Test application and Central Hub/
RMF_LAUNCH otx nodes in SICF Gateway Frontend
12.2.2.2 Packages for business browsing

The following packages are relevant for building a leading custom Fiori app for
business object browsing. For the required versions and support packages, consult
the detailed information in the Release Notes of OpenText Extended ECM for SAP
Solutions.
Table 12-3: Relevant Packages for SAP Fiori
Add-on Package Functionality System

OTBCBAS Business Center Base Backend
functionality
OTBCINB Business Center Inbox Backend
functionality; main inbox
features are not allowed, if
the customer did not buy
business center licenses, but
the package is still required
due to technical
dependencies
OTBCFND Business Center Foundation Backend
OTBCWSR OData services, extension of Backend
the Gateway layer
OTBCWUI Business Center Fiori UI Frontend
component

12.3 Customizing for a Fiori integration

The following steps are relevant to enable the Extended ECM for SAP Solutions
functionality in the different systems:
Prerequisites
• You have installed and configured the SAP Fiori system landscape. For more
information about the system landscape, see SAP Help Portal at Setup of SAP
Fiori System Landscape with ABAP Environment (http://help.sap.com/
fiori_bs2013/helpdata/en/ba/f61f533f86ef28e10000000a4450e5/frameset.htm).
• SAP UI5 version as stated in the Release Notes. This version corresponds to
SAP_UI 750 and is required for the OTEXBASF and OTEXRLF add-ons.
If you use Microsoft Internet Explorer as browser, it is highly recommended to
install at least version 1.44.17 of SAP UI5. For information about the installation,
see SAP Note 2213049 (http://service.sap.com/sap/support/notes/2213049).
• You have done the initial configuration of SAP Gateway. For more information,
see the following documentation:
For SAP NetWeaver 7.4, see SAP Help Portal at http://help.sap.com/nw74.
Important
The connection between the backend system and the frontend system
must be configured as a trusted connection.
• You have set up the SAP Fiori infrastructure. For more information, see SAP
Help Portal at Configuration of SAP Fiori Infrastructure (http://help.sap.com/
fiori_bs2013/helpdata/en/25/4a4c52eea9c871e10000000a44176d/frameset.htm).
The following steps are relevant to enable the Extended ECM for SAP Solutions
functionality in the different systems:
Table 12-4: Installation and configuration steps in the different systems
Step System Additional information

Basic installation of Extended SAP ERP (backend system) OpenText Extended ECM for
ECM for SAP Solutions SAP Solutions - Installation
and Upgrade Guide (ERLK-
IGD)
Installation of additional SAP ERP (backend system) if Install the Extended ECM for
Extended ECM for SAP IW_BEP or SAP_GWFND are SAP Solutions OData services
Solutions packages for OData installed on the backend only if the
services: OTEXRLO other OData services are
installed there. If the backend
does not support OData
services, install them on the
frontend system.

12.3. Customizing for a Fiori integration
Step System Additional information

Installation of additional SAP Gateway system On the frontend, the basic
Extended ECM for SAP (frontend system) installation of Extended ECM
Solutions packages for SAP for SAP Solutions is not
Fiori: OTEXBASF, OTEXRLF necessary.
Specific:Maintain Business SAP ERP (backend system) “Creating a business object
Object Declaration: Select declaration in SAP”
Use Widgets for UI on page 44
Specific:Maintain Extended SAP ERP (backend system) Section 23.2.5 “Maintaining
ECM Connections: Maintain Extended ECM connections”
support directory in OpenText Extended ECM for
SAP Solutions - Installation
IGD)
Specific:If a Web Dispatcher is SAP ERP (backend system) Section 23.2.5 “Maintaining
used, enable and define the Extended ECM connections”
proxy settings for OpenText in OpenText Extended ECM for
Content Server. SAP Solutions - Installation
IGD)
Setting up the SAP Fiori SAP Gateway system SAP Help Portal: Setting Up
Launchpad (frontend system) the Launchpad (http://
help.sap.com/
saphelp_uiaddon10/
helpdata/en/b5/
2e74afea0c4aeb8b642b8e6ba8
911f/content.htm?frameset=/
en/b5/
2e74afea0c4aeb8b642b8e6ba8
911f/frameset.htm&
current_toc=/en/e4/
843b8c3d05411c83f58033bac7
f072/plain.htm&node_id=67&
show_children=true)
For more information, see SAP Help Portal:

• Links to all SAP Fiori documentation: SAP Fiori for SAP Business Suite (http://
help.sap.com/fiori?current=fiori_bs2013&show_children=true)
• General Fiori Launchpad Enabling: SAP Fiori Launchpad (http://help.sap.com/
saphelp_uiaddon10/helpdata/en/f9/51b50a07ce41deb08ced62711fe8b5/
content.htm?frameset=/en/f9/51b50a07ce41deb08ced62711fe8b5/frameset.htm&
current_toc=/en/e4/843b8c3d05411c83f58033bac7f072/plain.htm&node_id=66&
show_children=false)
After you have enabled the functionality in general, further steps are necessary to
integrate a specific application.

Retrieving version information

For each application, there is a static version.html that includes the version
number.
To retrieve version information in a browser:
1. In a browser, in the address bar, enter the following
http(s)://<SAP hostname>:<SAP port>/sap/bc/ui5_ui5/otx/<subpath

of fiori app>/version.html
Example:
http://mucr3d5o.opentext.net:8000/sap/bc/ui5_ui5/otx/RMF_LAUNCH/
version.html
2. The version number displays in the browser window.
12.4 Customizing the Fiori Launchpad for OpenText

Test Launcher
OpenText Test Launcher /OTX/RMF_LAUNCH is a test application. You can use it to
test the integration of Extended ECM for SAP Solutions in the Fiori Launchpad. It is
contained in the ABAP Add-On OTEXBASF of Archiving and Document Access for
SAP Solutions.
Configuration overview
• The application comes with its OData services. You check if they are available
after installation and activate them if necessary.
• In the Fiori Launchpad, users work with their apps. You configure the Fiori
Launchpad to show the OpenText Test Launcher for relevant users such as
administrators who test the integration. For this, you create a tile catalog and a
tile group.
• The application is displayed in a tile. The tile is configured to show a specific
navigation target with a defined semantic object.
• The PFCG role defines which users can access a specific tile catalog and tile
group. For the test user, you define a specific role and assign a catalog and a
group to it.

12.4. Customizing the Fiori Launchpad for OpenText Test Launcher
12.4.1 Frontend: Adding the OData services

The OData services are typically installed on the backend system, and you add them
as external services on the frontend system. If the OData services are not added yet,
you add them in the Activate and maintain services transaction.
To add the OData service:
1. Start the Activate and maintain services (/IWFND/MAINT_SERVICE) transaction.

2. Click Add Service.
3. Enter the system alias of your backend system.
4. In the External Service Name field, enter the technical name of the relevant
OData services without the version number. The following services are
relevant: /OTX/RM_WSC_ODATA_SRV for business workspaces
5. In the Version field, enter the version number.
6. Click Get Services.
7. Click Add Selected Services.
8. Enter a technical name for the service in your customer namespace.
9. Assign a package or click Local Object.
10. Click Execute to save the service.
11. On the Activate and maintain services screen, check if the system alias is
maintained correctly. If not, delete the alias and add the correct one.
12.4.2 Frontend: Activating the ICF services

Check if the relevant services are already activated. If not, activate them.
To activate the ICF service:
1. On the frontend server, start transaction Maintain Services (SICF).

2. Click Execute.
3. Navigate to default_host > sap > bc > ui5_ui5 > otx.

4. Activate the following services:
• rmf_bws_ui for the Extended ECM Business Workspace Component

• rmf_launch for the Test Launcher
To activate the service select it and on the menu, click Service/Host > Activate.
12.4.3 Frontend: Configuring navigation

Navigation between launchpad applications is based on abstract representations
(intents) that are resolved to concrete navigation targets.
Each application within the launchpad has a resource locator (URL) by which it can
be loaded. Instead of directly encoding the (technical) name of the target application
into the URL hash, the launchpad performs an indirection by so-called intents.
The intent is resolved to the concrete navigation target by the launchpad target
resolution service. The concrete application targets have to be configured by the
administrator. In this configuration (called target mapping), administrators map the
combination of a semantic object and an action (both defined in the app launcher
tile) to the navigation target by specifying launchpad role and instance as well as
application alias or ID. This allows any link specifying an intent-based URL to
trigger the correct application assigned to the user. Since target mappings are
assigned to users as part of a catalog, they can be assigned to PFCG roles, while an
intent is independent of a role and can therefore be resolved differently based on the
role of the user that triggers the navigation.
Prerequisites for customizing navigation
• The user who performs the customizing must be assigned the composite role
SAP_UI2_ADMIN or its related sub roles, and the SAP_UI2_USER_700 role.
Table 12-5 list all values that are needed in different configuration contexts. Define
meaningful values and make a note of them as you need them later in the process.
Table 12-5: Sample Values for Navigation
Object Action or Tool Value Needed later for

Semantic object SAP Netweaver > UI For example Defining target
Technologies > SAP ZZXECM_SO mapping, defining
Fiori > Adding Apps the tile
to SAP Fiori
Launchpad > Define
Semantic Objects
Catalog Launchpad Designer Extended ECM Defining the PFCG
> Catalog > Add Catalog, role
catalog XECM_TEST_CAT

Object Action or Tool Value Needed later for

Tile Launchpad Designer Title: OpenText Defining the group
> Catalog > Tiles > Test Launcher
Create
Group Launchpad Designer Extended ECM Defining the PFCG
> Add Group Group, role
XECM_TEST_GROUP
12.4.3.1 Defining a semantic object

The semantic object is used later when you configure the target mapping for the tile
catalog.
To define a semantic object:
1. Start the /UI2/SEMOBJ transaction.
2. Click New Entries and add a semantic object, for example ZZXECM_SO.
3. Enter a semantic object name and a semantic object description.
4. Click Save.
12.4.3.2 Defining catalogs, target mapping, groups and tiles

In the SAP Fiori Launchpad Designer, you define the following:
• A catalog that contains target mapping, groups and tiles. Later, you assign the
catalog to the PFCG role.
• A target mapping for the catalog. For each application you define an intent
(semantic object) and a target (defined by the launchpad).
• A tile for each of your apps, for example the OpenText Test Launcher.
• A group within the catalog. Later, you assign the group to the PFCG role.
You can add tiles to the group.
To start the Launchpad Designer:
• Start the /UI2/FLPD_CONF (cross-client) or /UI2/FLPD_CUST (client-specific)

transaction.
Note: Maintain catalogs and groups either only in current client or only
across clients. Maintaining catalogs and groups mixed in current client
and across clients can lead to inconsistencies.
To create a catalog:
1. In the Launchpad Designer, on the Catalogs tab, in the footer, click + Add.

2. Add a title, for example Extended ECM Test, and an ID, for example
XECM_TEST_CAT.
3. Click Save.
To define target mapping:
1. In the new catalog, click Target Mapping.
2. In the footer, click Create Target Mapping.
3. Define the following in the Intent section:
• Semantic Object: Enter the ID of the semantic object that you defined
previously, for example ZZXECM_SO
• Action: Define a unique name in the context of the semantic object, for
example launcher.
4. Define the following in the Target section:
• Select SAP UI5 Fiori App.

• Title: for example OpenText Test Launcher

• URL: /sap/bc/ui5_ui5/otx/rmf_launch
• Component: otx.ecmlink.launcher
To create a tile:
1. In the catalog, click Tiles to open the list of tiles.
2. In the footer, click Create
3. Enter at least the following:
• Title and Subtitle: Enter the titles of the tile that are displayed for the user.
• Icon: Specify an icon that is displayed in the tile.
• Use semantic object navigation: Select.
• Semantic Object: Enter the ID of the semantic object that you defined
previously, for example ZZXECM_SO
• Action: Define a unique name in the context of the semantic object, for
example launcher.
4. Click Save.
5. Click the Back arrow to return to the catalog.
To create a group:
1. In the Launchpad Designer, on the Groups tab, in the footer, click + Add.
2. Define the following:
• ID: Enter an ID, for example XECM_TEST_GROUP. You use this ID later when
defining the PFCG role.
• Title: For example OpenText Test Group
3. Click Save.
4. To add tiles to the group, click + Add Tile
5. Click the search icon. In the window, enter the title of the tile that you defined
before, for example OpenText Test Launcher and filter the list for it.
6. The catalog list displays all catalogs that contain the tile. Click the catalog.
7. In the list of contained tiles, select the tile that you want to add, for example
OpenText Test Launcher.
8. Click the Back arrow to return to the group.

12.4.4 Frontend: Configuring access

To grant the users access to the application, you create a new single role and do the
following:
• Add the catalog and group that you created before to the role menu.
• Add Start authorizations for the OData services
• Assign users to the role.
After creating the role you assign it to the users.
To create a role for the Test Launcher:
1. Start the PFCG transaction.

2. Create a new single role and open the Menu tab.
3. On the Menu tab, open the menu of the button for adding objects (probably
labeled Transaction), and click SAP Fiori Tile Catalog. Select or enter the
following:
• Catalog Provider: Fiori Launchpad Catalogs

• Catalog ID: ID of the group created before, for example XECM_TEST_CAT
4. On the Menu tab, open the menu of the button for adding objects and click SAP
Fiori Tile Group.

12.5. Creating your own extension of an SAP Fiori app
5. In the Assign Group window, enter the following:
• Group ID: ID of the group created before, for example XECM_TEST_GROUP
6. On the Menu tab, open the menu of the button for adding objects and click
Authorization Default.
7. In the Service window, in the Authorization Default list, click Tadir Service.
Specify the following values:
• Program ID: R3TR

• Object Type: IWSG
8. In the table, enter the name of the OData service you have activated. Enter the
name as follows: technical name_<four-digit version number with leading
zeros>:
Service for business workspaces: ZRM_WSC_ODATA_SRV_0001.
9. On the User tab, assign the role containing the catalogs, groups, and OData start
authorizations to a user by specifying the user ID.
Thereby, the user has UI access to the apps in the catalogs and the start
authorizations for the respective OData services on the frontend server.
10. On the Authorization tab, click the button next to Profile Name to generate the
authorization profile for the role.
11. Click Change Authorization Data, and then Generate.
12.5 Creating your own extension of an SAP Fiori app

One way to integrate the Extended ECM for SAP Solutions functionality is to create
an application that requires no modifications in the SAP-delivered standard
application.
A typical SAP-delivered standard application consists of bootstrap files, views, view

controllers, and internationalization files. A custom application extends an SAP-
delivered standard application and consists of the bootstrap file Component.js,
which extends the Component.js of the SAP standard application,
internationalization file, view fragments, views, and view controllers. For general
SAP information, see Custom Application Extensibility (http://help.sap.com/
fiori_bs2013/helpdata/en/e5/115d520f101357e10000000a445394/content.htm?
frameset=/en/38/265c5273066f2de10000000a44176d/frameset.htm&current_toc=/en/
6b/966753a4834e3fe10000000a441470/plain.htm&node_id=208).
The Fiori-related solution accelerator “Integrating Extended ECM in the SAP Fiori
App Track Sales Orders” provides sample custom applications that integrates the
Extended ECM for SAP Solutions functionality, for example into the Track Sales
Order app. When you create your own extension, review this solutions accelerator.
You can download the solution accelerator from OpenText My Support (https://
knowledge.opentext.com/knowledge/llisapi.dll/Open/62692551).

Prerequisites
• You have installed the following development tools: ABAP Development Tools
for SAP NetWeaver, SAPUI5 Application Development Tool for Eclipse.
• SAP UI5 version as stated in the Release Notes
• Ensure the local Tomcat web server is configured to work with SAPUI5 Eclipse.
• You have installed the relevant Extended ECM for SAP Solutions Add-on
packages for Fiori integration and customized the system for the SAP Fiori
integration.
The main steps are:

• Download the SAP-delivered standard application from the ABAP system.
• Test the SAP-delivered standard application in your local Launchpad sandbox
environment.
• Create a custom application that extends an SAP-delivered standard application.
• Check the SAP-enabled extension options.
• Define the extensions metadata.
• Test the custom application in your local Launchpad sandbox environment.
• Upload the custom application to the ABAP system.
• Test the custom application on the ABAP system.
• Configure the custom application on Fiori Launchpad.
• Test the custom application on Fiori Launchpad.
For more information, see UI Extensibility Workflow (http://help.sap.com/

fiori_bs2013/helpdata/en/ee/5c5c52e6dd6e2de10000000a44176d/content.htm?
frameset=/en/e5/115d520f101357e10000000a445394/frameset.htm&current_toc=/en/
6b/966753a4834e3fe10000000a441470/plain.htm&node_id=209&
show_children=false).
At the end of all the steps to create a custom application that extends an SAP-
delivered standard application, the SAP Fiori sees a custom tile on the SAP Fiori
Launchpad.

12.6. Creating your own Fiori app for business object browsing
12.6 Creating your own Fiori app for business object

browsing
By allowing customers to use the framework of Business Center to define own
custom Fiori apps, there is another powerful yet simple way to integrate Archiving
and Document Access for SAP Solutions functionality into the Fiori landscape.
Read the usage restrictions listed in the Release Notes of OpenText Extended ECM
for SAP Solutions. Always follow supported customizing options and enhancements
as described in OpenText Business Center for SAP Solutions - Configuration Guide
(BOCP-CGD).
Additional resources
• Release notes for Archiving and Document Access for SAP Solutions (https://
knowledge.opentext.com/knowledge/llisapi.dll/Overview/67835278): list of
required Add-Ons and versions, basic steps for building a custom Fiori app for
business object browsing.
• OpenText Business Center for SAP Solutions - Configuration Guide (BOCP-CGD):
detailed information about the Fiori app framework.
Prerequisites
See the Release Notes for the latest supported or recommended versions.
• SAPUI5 plug-ins
• Archiving and Document Access for SAP Solutions Add-on packages for Fiori
integration are installed and
• You customized the system for the SAP Fiori integration
• You have installed the relevant Business Center for SAP Solutions Add-on
packages for Fiori integration
• On the SAP frontend the Fiori apps of Document Access, Extended ECM and
Business Center are active. The OData services of these products are also
registered. Trusted system connections and system aliases to SAP backend
systems are also defined.
License restrictions
The license for Extended ECM for SAP Solutions only includes the use of the
following branches of the IMG for OpenText Business Center for SAP Solutions
(transaction /OTX/PF00_IMG):
• General Settings
• Workplace Configuration
• Web Services

Basic information
• Business center configuration is done in transaction /OTX/PF00_IMG.
• In OpenText Business Center for SAP Solutions > General Settings > Logical
Systems you must have an entry with Logical system = LOCAL. For more
information, see Section 3.2 “Configuring logical systems” in OpenText Business
Center for SAP Solutions - Configuration Guide (BOCP-CGD)
• The Business Center framework provides the specific Fiori task app /sap/bc/
ui5_ui5/otbcwui/pf07_bc_ui_03, which renders the pattern of a Master-Detail
app. For more information about the Master-Detail app, see SAP Fiori Design
Guidelines ( https://experience.sap.com/fiori-design-web/v1-30/master-detail-
app/).
The following URL parameters determine which data records and business
objects are displayed:
• Work object type wobjType is an abstraction of the business object and how it
is displayed
• Node nodeId is an abstraction of an item to navigate to usually an business
object instance or a list of instances of a specific business object
• Work center or Workplace workplaceId is an abstraction for navigation to
group access to several nodes which are related to each other
12.6.1 Understanding authorizations

The following authorization objects are used by the Business Center framework by
default. You can view them with the PFCG transaction.
• J_6NPF_NAV restricts users to specific work centers and thus to specific nodes
assigned to those work centers. The value of the authorization object is the Work
Center ID.
• J_6NPF_WTY restricts permissions to specific actions on specific nodes and work
objects.
Sample authorization role

• If you must restrict access to your business data, for example to table KNA1, you
use the code enhancements as described in the BC configuration guide.
• In the Menu tab, you must have TADIR Services
R3TR IWSV /OTX/RM_WSC_ODATA_SRV 0001

R3TR IWSV /OTX/ALDS_ODATA_SRV 0001
Relates to the OData services of Fiori
control for business documents of
Archiving and Document Access.
R3TR IWSV /OTX/PF05_DATA 0003

The following authorization objects are used

• S_RFC : Activity=16; RFC_NAME=/IWBEP/FGR_MGW_CLIENT_IF, SYST*;
RFC_TYPE=FUGR
• S_RFCACL: ACTVT=16; RFC_EQUSER=Y; all other values = * or a more
restricted value, if necessary
• S_SERVICE: results from values in Menu tab
• J_6NPF_NAV: contains ID of workplace
• J_6NPF_WTY: contains IDs of work object types and node IDs
Depending on what the user shall be able to see in Extended ECM the related
permissions must also be assigned.
12.6.2 Customizing the SAP backend system

To customize the SAP backend system for the Business Center integration:
1. Start transaction /OTX/PF00_IMG to open the Business Center Configuration.
2. Define a work object type:
a. In the Business Center Configuration, go to OpenText Business Center for

SAP Solutions > Workplace Configuration > Work object types.
b. Define a work object type, for example work object type OTX_EX_CUST01.
c. Set at least a handler class, similar to the default handler class /OTX/
PF03_CL_DATA_HANDLER_DYN.
d. Define a display structure and a data selection structure. In the simplest
case it is a database table, for example KNA1.

3. Define the data selection:

SAP Solutions > Workplace Configuration > Work object types >
Dynamic data selection.
b. For each work object type, define the following:
• Tables, for example KNA1.

• Table Fields, for example KNA1 - KUNNR, KNA1 - NAME1, which you are
expecting to use at runtime.

4. Create a node:

SAP Solutions > Workplace Configuration > Navigation > Nodes.
b. Create at least one active node, which is related to the work object type
defined before, for example OTX_RMCUST_NODE for the work object type
OTX_EX_CUST01.
c. Under this node, in the Order by branch, define at least one entry to have a
default sorting
5. Define a navigation structure:

SAP Solutions > Workplace Configuration > Navigation > Navigation
structure.
b. Create a navigation structure, for example COCKPIT_OTX_EX01. Node levels
are not required, because they are not used in the Fiori UI. This navigation
structure is only a reference in the next configuration.
6. Create a work center:

SAP Solutions > Workplace Configuration > Navigation > Work Center.
b. Define at least one work center, for example OTX_EX01_WP, under which
you want to group your apps.

7. Define a web item handler class for the work object type:

SAP Solutions > Web Services > Work Object Type > Work Object Type.
b. Define a web item handler class for your work object type, for example /
OTX/CL_AL_EX_BOBCUST_ITEM for the work object type OTX_EX_CUST01.
Such a class must implement the interface /OTX/PF62_IF_ITEM_HANDLER.
For more information, see the BC configuration guide.
Do not implement methods, which are indicated as OBSOLETE or NOT
RELEASED.
c. Set a Key definition for the work object type, for example KUNNR at field
position 1.
d. Define the Related business object, for example Object Type = KNA1 and
Field List (Key) = KUNNR, because at runtime this information is
conveyed from the Business Center app to the Fiori controls of Extended
8. Create an item type perspective for the layout of your Fiori app:
a. Click the Perspective Maintenance tile on the Launchpad, to start the

Perspective Editor.

b. On the start page of the Perspective Editor, you have access to all available
perspectives and layouts. Click Create Perspective on the toolbar at the
bottom of the page.
c. In the Create Perspective dialog box, create a perspective, using the
following parameters:
• Perspective ID: Enter, for example, OTX_RM_BOB_ITEM_CUSTOMER

• Perspective Type: Select Item from the list.
• Perspective Template: Choose, for example Existing Perspective from
the list.
• Select Perspective: Click in the field to open the Select Perspective
dialog box and choose a perspective from the list, for example
PF31_DEFAULT_ITEM.
• Enter description: Enter a description.
d. Click Create.
9. Create perspective views for this perspective:
a. The detail page of a perspective or layout enables you to perform all actions
to configure the perspective to your needs.
b. For example, the perspective view [ot_bc_app_namespace].view.
item.ItemHeaderAttrStats is the item header for which the data binding
is maintained in configuration Web Services > Workplace > Nodes in
dialog structure Nodes > Master List - Data Binding.
Another example of a perspective view is [ot_bc_app_namespace].view.
item.AttributeList. It renders a list of attributes, which can be used for
details. It is maintained in configuration Web Services > Perpsectives >
Data Binding in dialog structure Perspective > Attributes List View.
Further perspective views may be the areas to open an Extended ECM
business workspace control (BSP application /OTX/RMF_BWS4BC_02) and
business documents control (BSP application /OTX/ALF_DOCS4BC_02).
c. To make perspective views of Extended ECM and Archiving and
Document Access for SAP Solutions available in the detail page of a
perspective, right-click on the node Views. Select and execute the function
Add Module Views. In the following pop-up window, enter the name of
the BSP application, for example /OTX/RMF_BWS4BC_02 or /OTX/
ALF_DOCS4BC_02. Then click OK. The related item views are added under
the node Views.
d. In the list under the node Views, you may then find the following views:
• otx.alplus.doc4otbcwui02.view.item.BusinessDocuments:
renders the list of business documents. A click on a document opens it
in an overlay over the existing web page.
• otx.alplus.doc4otbcwui02.view.item.BusinessDocumentsSplit:
use together with view DocumentDisplay. It renders the list of business

documents. A click on a document opens the document display in the

view DocumentDisplay.
• otx.alplus.doc4otbcwui02.view.item.DocumentDisplay: use
together with BusinessDocumentsSplit. Displays opened documents.
• otx.ecmlink.bws4otbcwui02.view.item.BusinessWorkSpace:
renders the business workspace by opening the integration widget from
Content Server.
e. You can place a view by drag and drop to the tree of the perspective.
f. With the perspective editor, you can adjust the layout of the Fiori app.
Where applicable you are free to choose display texts and icons. At text
fields with globe icon, you can define a text ID in upper case and angle
brackets. These are maintained in configuration OpenText Business Center
for SAP Solutions > Web Services > Perspectives > Perspective Texts. For
more information, see the BC configuration guide and the ECM for SAP
Solutions – SDK and API documentation (https://knowledge.opentext.com/
knowledge/llisapi.dll/Open/68222307).
10. Define the name of your work center that is displayed to the users:

SAP Solutions > Web Services > Workplace > Work Center.
b. Enter a display text for your work center, for example Customers.
11. For each pair of node ID and work object type define a perspective ID:

SAP Solutions > Web Services > Workplace > Nodes.
b. Create a mapping of node ID, work object and perspective.
c. You can also define other properties like node description or pagination
sizes. You also can define an exit class to enhance the node. For more
information, see the BC configuration guide.
d. In the sub nodes Search fields, Sort fields and Filter fields, define the table
columns that you want to use in the app for searching, sorting or filtering.
e. In the sub node Master List – Data Binding, define the display texts of each
item in the master list.
12. Place the nodes on the work center.

SAP Solutions > Web Services > Workplace > Assignment of Nodes to
Work Center.
b. Create an entry for each assignment of work center, node ID and work
object type, for example OTX_EX01_WP – OTX_ALCUST_NODE –
OTX_EX_CUST01.
The Node position is currently not used in Fiori UI.

13. Define the data binding of a perspective in the Fiori app. For more information,
see Section 8.8 “Input helps” in OpenText Business Center for SAP Solutions -
Configuration Guide (BOCP-CGD):

SAP Solutions > Web Services > Perspective > Data Binding.
b. You can define a semantic object link to navigate to a different Fiori app.
This requires further enhancement by custom code. See the BC
configuration guide and the solution accelerator for more details.
14. Define the properties to be listed in the detail section of a selected item in the
Fiori app.

SAP Solutions > Web Services > Items > Item Header Details.
b. Select or create a combination of Workobject type and Perspective ID.
c. At sub node Header View, you define the header view of a perspective.
d. At sub node Attribute List View, you define the attributes.
e. At sub node Table View, you define the content of tables, that you want to
see in the perspective.
15. Maintain and translate the perspective texts. For more information, see Section
8.3.3 “Maintaining perspective texts” in OpenText Business Center for SAP
Solutions - Configuration Guide (BOCP-CGD):

SAP Solutions > Web Services > Perspectives > Perspective Texts.
b. Select the perspective ID, for example OTX_AL_BOB_ITEM_CUSTOMER.
c. At sub node Texts, you define the texts of every text ID, which is defined in
the perspective. With menu Goto > Translation, each text can be translated
into target languages.
Note: In the OpenText Business Center for SAP Solutions > Web Services >
Basic Settings > Basic Settings, the Use web viewer settings have no impact
on the display behavior of the Extended ECM for SAP Solutions control.
The behavior of this control is defined by the customizing for imaging

integration as described in Section 20.2 “Configuration for Java Viewer/Web
Viewer/Brava! View” in OpenText Archiving and Document Access for SAP
Solutions - Scenario Guide (ER-CCS) and Section 20.3 “Application related
customizing” in OpenText Archiving and Document Access for SAP Solutions -
Scenario Guide (ER-CCS).

12.6.3 Customizing the SAP frontend system

To customize the SAP frontend for the Business Center integration:
1. Start transaction /UI2/SEMOBJ to define one or more custom semantic objects

for your app navigation, for example OTX_AL_EX_BOB_CUSTOMER to relate
to your business object.
2. Open the Launchpad Designer to define a Fiori catalog for your app navigation.
The Launchpad Designer opens in a browser with the following URL:
https://[sapsystem].example.net:[port]/sap/bc/ui5_ui5/sap/
arsrvc_upb_admn/main.html
3. Create a target mapping for each of your browsing apps. The content consists of
the semantic object, which you defined earlier, and an action.
Semantic Object Action

OTX_AL_EX_BOB_CUSTOMER browseDocumentAccess
OTX_AL_EX_BOB_CUSTOMER browseExtendedECM
Add the following values:
• Application Type: select SAPUI5 Fiori App

• Title: enter a description
• URL: enter /sap/bc/ui5_ui5/otbcwui/pf07_bc_ui_03
• ID: enter ot.approve.requests03
Notes
• OpenText recommends that you add the URL parameters nodeid,
wobjType and workplaceId as mandatory with specific values, for
example OTX_ALCUST_NODE, OTX_EX_CUST01 and OTX_EX01_WP.
By doing so, you prevent that a person, who is allowed to use this target
mapping, can misuse it to call the Business Center Fiori app for a
different configuration.
• Do not forget to set a default value for Parameter system with a valid
system alias, for example OTXADAEXAMPLE, which is delivered by
the customizing of the Fiori solution accelerator.
4. In the same Fiori catalog, define a tile for each target mapping with the URL
parameters according to the target mapping.
5. After you have created or edited your Fiori catalog, use the PFCG transaction to
change or create an authorization role on the SAP frontend system to assign the
Fiori catalog to that role. This is done in the Menu tab as a item of type SAP
Fiori Tile Catalog.
6. The following is the customizing of an example authorizations role.

In Menu tab, you must have TADIR services.

Related to OData services from OpenText:
• R3TR IWSG ZALDS_ODATA_SRV_0001

Relates to the OData services for the Fiori control for business documents of
Archiving and Document Access.
• R3TR IWSG ZRM_WSC_ODATA_SRV_0001
• R3TR IWSG ZPF05_DATA_0003
Related to personalization:
• R3TR IWSG ZINTEROP_0001

• R3TR IWSG ZPAGE_BUILDER_PERS_0001
You also need access to the SAP Fiori Tile Catalog(s) and perhaps also to SAP
Fiori Tile Group, if you want to also have default tile group.
The following authorization objects are used:
• S_SERVICE: prefilled by the entries in Menu tab

• S_TCODE: TCD=SICF
• /IWFND/SRV: Wildcards; or if required more restricted
• /UI2/CHIP: /UI2/CHIP=X-SAP-UI2* ; ACTVT=*
• S_PB_CHIP: ACTVT=03,16; CHIP_NAME=X-SAP-WD-CHIP*
For more information about further frontend basis authorizations, see the SAP
documentation (http://help.sap.com).

Chapter 13
SAP CRM
To use the Extended ECM for SAP Solutions functionality in SAP CRM, you add
Extended ECM for SAP Solutions specific views, for example, for business partners,
opportunities, or leads.
Tip: Extended ECM for SAP Solutions also provides a Content Server
appearance that provides an SAP-like skin for business workspaces in Content
Server. For more information, see “Checking the appearance of the SAP
integration” on page 139.
Relevant packages for integration

The following packages are relevant for the integration and must be installed:
• OTEXBAS
• OTEXRL
• OTEXRLC
13.1 Customizing the integration into SAP CRM Web

Client UI
You can make workspaces and business attachments available in the SAP CRM Web
Client UI. Business workspace and Business attachments are displayed as
assignment blocks.

Chapter 13 Integrating Extended ECM for SAP Solutions into SAP CRM
Figure 13-1: SAP CRM Web Client UI integration
The user has the following options:

• Browse an existing workspace and display its documents.
• Manually create a new workspace if there is no workspace for the respective
business object.
• Display the list of business attachments.
• Display the document referenced in the business attachments.
• Create a new business attachment.
• Delete a business attachment.
Finding CRM business objects
Table 13-1 contains a list of all SAP CRM business objects that have been identified
by OpenText. If you require other business objects, you can extract the necessary
information from the system:
• Component Name and View Set can usually be found in the Web Client UI by
clicking the header of the view and pressing F2.
• The Main Context can usually be found in the code of the
IF_BSP_WD_HISTORY_STATE_DESCR~GET_MAIN_ENTITY method of the Main
Window of the UI component.
Important
CRM Lean Order (LORD) with all its business objects and UI components,
for example ERP_H, are not supported.

13.1. Customizing the integration into SAP CRM Web Client UI
Table 13-1: CRM business objects that are supported by Extended ECM
UI View Set Object Type Main BOR Object

component Context
Sales Professional
Business BP_HEAD BP_HEAD/ BP_ACCOU PARTNER BUS1006
Partner BPHEADOve NT
(Account) rview
Opportunity BT111H_OPP BT111H_OPP BT111_OPPT BTORDER BUS2000111
T T/
Opportunity
OVViewSet
Lead BT108H_LEA BT108H_LEA BT108_LEA BTORDER BUS2000108
/
LeadOVView
Set
Activity BT126H_APP BT126H_APP BT126_APPT BTORDER BUS2000110
T T/
ApptOVView
set
Task BT126H_APP BT126H_APP BT126_APPT BTORDER BUS2000125
T T/
ApptOVView
set
Business BT126H_APP BT126H_APP BT126_APPT BTORDER BUS2000126
Activity T T/
ApptOVView
set
Product PRD01OV PRD01OV/ PRD_MATSR PRD BUS1178
MaterialOV V
Sales BT121H_SLS BT121H_SLS BT121_SLSC BTORDER BUS2000121
Contract C C/
ContractOP
Sales Order BT115H_SLS BT115H_SLS BT115_SLSO BTORDER BUS2000115
O O/
SOHOverVie
w
Quotation BT115QH_SL BT115QH_SL BT115_SLSO BTORDER BUS2000115
SQ SQ/
SQHOverVie
w
Case
Case CRMCMP_C CRMCMP_C CRM_CMG CMGCASE BUS20900
MG MG/
OverviewPag
e


component Context
Investigative Case Management
ICM Case CRM_ICM_C CRM_ICM_C CRM_ICM_C ICMGMG BUS20900
MG MG/ ASE
CaseOvervie
wPage
ICM Lead CRM_ICM_C CRM_ICM_C CRM_ICM_L ICMGMG BUS20900
MG MG/ EAD
CaseOvervie
wPage
ICM Incident CRM_ICM_A CRM_ICM_A CRM_ICM_I BTORDER BUS2000126
CT_M CT_M/ NCIDENT
ActivityOP
ICM Activity CRM_ICM_A CRM_ICM_A CRM_ICM_O BTORDER BUS2000126
CT_M CT_M/ PERATION
ActivityOP
ICM BP ICM_BP ICM_BP/ CRM_ICM_B PARTNER BUS1006
OverviewPag P
e
Channel Manager
Campaign CPG_MAIN CPG_MAIN/ CPG_CAMP CAMPAIGN BUS2010020
OPOverview AIGN
MDF PGM_MAIN PGM_MAIN/ PGM_MDFP MDFPROGR BUS2010050
Program OverviewPag ROGRAM AM
e
IT Service
Knowledge CRM_KNOW CRM_KNOW BT106_KA BTORDER BUS2000106
Article ART_H ART_H/
KAHeaderO
VP
Service
Service SRQM_INCI SRQM_INCI CRM_SRQM BTORDER BUS2000223
Request DENT_H DENT_H/ _INCIDENT
IncidentOV
Service Order BT116H_SRV BT116H_SRV BT116_SRVO BTORDER BUS2000116
O O/
OVViewSet
Service Order BT116QH_SR BT116QH_SR BT116_SRVO BTORDER BUS2000116
Quotation VQ VQ/
OVViewSet
Problem SRQM_PROB SRQM_PROB CRM_SRQM BTORDER BUS2000224
LEM_H LEM_H/ _PROBLEM
ProblemOV


component Context
Service BT112H_SC BT112H_SC/ BT112_SC BTORDER BUS2000112
Contract OVViewSet
Installed Base IBMAIN IBMAIN/ IB150_IBASE IBHEADER BUS20150
DetailsOvervi
ew
To display business workspaces and business attachments in the SAP CRM Web
Client UI as assignment blocks, perform the following steps.
Note: If you are completely new to the way the SAP CRM Web UI framework
works, see the documentation and literature on Web UI development for a
better understanding.
To edit the component for Extended ECM for SAP Solutions integration:
1. You need an enhancement set active in the client that you want to use. If there is
no active enhancement set, create one. For information on how to create an
enhancement set, see the respective SAP documentation.
2. In the BSP Component Workbench (BSP_WD_CMPWB transaction), open the

component you want to enhance, for example BP_HEAD for business partners.
Access the workbench with your active enhancement set.
3. If your component has not been enhanced yet, create an enhancement for it
using the Enhance Component button.
a. Click Enhance Component.
b. Enter the name of the enhancement set and click Okay.

c. Enter a name for the new application that is created as part of the
component enhancement and click Okay.
A new BSP application is created as part of the component enhancement.

4. In the Runtime Repository Editor, switch to the edit mode and add a new
component usage with the name CUECMLink. The new component usage should
use the /OTX/RMCRM_GS_ECMLK component and the /OTX/RMCRM_GS_ECMLK/
WrkSpceWindow interface view for business workspaces.
On the ComponentUsages context menu, click Add Component Usage.
5. To the component usage, add the /OTX/RMCRM_GS_ECMLK/BusRefWindow

interface view for business attachments. From the context menu for the newly
created component usage, select Add Interface View.
6. In the Runtime Repository Editor, open the ViewSets node, select the view set
you want to enhance, and add the /OTX/RMCRM_GS_ECMLK/WrkSpceWindow
view for business workspaces and the /OTX/RMCRM_GS_ECMLK/BusRefWindow
view for business attachments to the respective view area.
For example, for business partners, go to the BP_HEAD\BPHEADOverview view
set. To the OverviewPage view area, add the /OTX/RMCRM_GS_ECMLK/
WrkSpceWindow view for business workspaces and the /OTX/RMCRM_GS_ECMLK/
BusRefWindow view for business attachments.
7. In the Runtime Repository Editor, click Save.
8. Open the Configuration tab for the view set and edit the Customer
Configuration. If there is no customer configuration, open the standard
configuration and click Copy Configuration to create a new one.
a. Move the newly added interface views to the list of displayed assignment
blocks and enter a title for each of them.
For example, for business partners, open the configuration tab for the
BP_HEAD\BPHEADOverview view and move the /OTX/RMCRM_GS_ECMLK/
WrkSpceWindow view for business workspaces and the /OTX/

RMCRM_GS_ECMLK/BusRefWindow view for business attachments to the list

of displayed assignment blocks
b. Enter a title for each of them, for example Business Workspace and
Business Attachments.
Note: If you are using multiple languages, log on in each language

and define the title in the corresponding language.
c. Set the load option to Direct or Lazy.
9. On the Configuration tab, click Save.
10. Redefine the WD_USAGE_INITIALIZE method of the component controller:
a. In the Component Structure Browser, go to the Component Controller.

From the context menu of the Component Controller, select Enhance.
b. On the Controller Structure tab in the right pane, navigate to Sub

Component Handling. Redefine the WD_USAGE_INITIALIZE method.
Important
You must use the enhanced component controller. Do not use the
original component controller.

c. Double-click the redefined WD_USAGE_INITIALIZE method and implement

the method. In the method code, replace <Main Context> with the name of
the main context of the UI component. For more information, see “CRM
business objects that are supported by Extended ECM” on page 289. For
example, for component BP_HEAD, replace <Main Context> with
PARTNER.
METHOD wd_usage_initialize.
" If usage is ExtECM Component

IF iv_usage->usage_name EQ 'CUECMLink'.
" Bind ExtECM context PARENTNODE to CRM component root
context
iv_usage->bind_context_node( iv_controller_type =
cl_bsp_wd_controller=>co_type_component
iv_name =
iv_usage->usage_name
iv_target_node_name =
'<Main Context>'
iv_node_2_bind =
'PARENTNODE' ).

ELSE.
" Super method
super->wd_usage_initialize( iv_usage ).
ENDIF.
ENDMETHOD.
d. Click Activate to activate the code.
For more information about SAP CRM and the Web Client UI framework, see the
respective SAP documentation in the SAP Help Portal (http:\\help.sap.com):
• SAP CRM: http://help.sap.com/saphelp_crm70/helpdata/en/19/
68a028d02b460fa899066d948ed3ab/frameset.htm
• Web Client UI framework: http://help.sap.com/saphelp_crm70/helpdata/en/4c/
ea2be450e94597b5a6017f095a6132/frameset.htm
Special cases
SAP CRM business object Product

If you want to use the SAP CRM business object Product (UI Component
PRD01OV) for business workspaces or business attachments, you must
additionally implement the CRM_PRODIL_UIU_BADI BAdI.
1. Open the IMG and go to Customer Relationship Management >
Master Data> Products> Business Add-Ins> BAdI: Enhancements in
CRM WebClient UI for Products.
2. Implement method GET_VIEWS_TO_DISPLAY as follows:
METHOD if_ex_crm_prodil_uiu_badi~get_views_to_display.
DATA:
ls_static_view TYPE bsp_dlc_ovw_dyn_views_list,
ls_view TYPE crmc_pril_uiu.

LOOP AT ct_static_views INTO ls_static_view WHERE

component EQ '/OTX/RMCRM_GS_ECMLK'.
ls_view-bsp_appl = ls_static_view-component.
ls_view-viewname = ls_static_view-viewname.
APPEND ls_view TO ct_views.
ENDLOOP.
ENDMETHOD.
SAP CRM business object Installed Base

If you want to use the SAP CRM business object Installed Base (UI
Component IBMAIN), note that there is an error in SAP code in determining
the key of the BOR Object. For a workaround proceed like this:
1. Copy class CL_CRM_UIU_IBASE_MAPPER and make the following change
in method GET_BOR_FROM_ENTITY:
" Fix for SAP Error

* rs_result-objkey = lr_entity-
>get_property_as_string( iv_attr_name = 'GUID_COMPC' ).
IF lv_name = cl_crm_ibase_il_constant=>root_object.
rs_result-objkey = lr_entity-
>get_property_as_string( iv_attr_name = 'IB_GUID_16' ).
ELSE.
rs_result-objkey = lr_entity-
>get_property_as_string( iv_attr_name = 'GUID_COMPC' ).
ENDIF.
2. Customize this class in the IMG: Customer Relationship Management
> UI Framework > Technical Role Definition > Define Object
Mapping for Object IBHeader.
Custom BAdI for mapping

If the predefined SAP mapping of SAP CRM objects to BOR objects is not
suitable for your needs, you can implement a BAdI using the IMG activity
CRM Settings > BAdI: Business Object Binding.
13.2 Customizing the integration into SAP CRM

Interaction Center Web Client UI
You can make business workspaces and business attachments available in the SAP
CRM Interaction Center Web Client UI. The business workspace and the business
attachments are displayed as tabs.

13.2. Customizing the integration into SAP CRM Interaction Center Web Client UI
Figure 13-2: SAP CRM Interaction Center Web Client UI integration
The user has the following options:
• Browse an existing workspace and display its documents.

• Manually create a new workspace if there is no workspace for the respective
business object.
• Display the list of business attachments.
• Display the document referenced in the business attachments.
• Create a new business attachment.
• Delete a business attachment.
To display business workspaces and business attachments in the SAP CRM IC Web
Client UI as additional tabs, perform the following steps.
Note: If you are completely new to the way the SAP CRM Web UI framework
works, refer to the documentation and literature on Web UI development for a
better understanding.

To edit the component for Extended ECM for SAP Solutions integration:
1. You need an enhancement set active in the client you want to use. If there is no
active enhancement set, create one. For information on how to create an

component you want to enhance, for example IUICOVW which is the overview
page for business partners in IC Utilities.
3. If your component has not been enhanced yet, create an enhancement for it.

component enhancement and click Okay.
4. In the Runtime Repository Editor, start the edit mode and add a new
component usage with the name usageECMLink.
The new component usage should use the /OTX/RMCRM_GS_ECMLK component
and the /OTX/RMCRM_GS_ECMLK/WrkSpceWindow interface view for business
workspaces.
5. To the component usage, add the/OTX/RMCRM_GS_ECMLK/BusRefWindow

interface view for business attachments. From the context menu of the newly
created component usage, select Add Interface View.

6. In the Runtime Repository Editor, open the ViewSets node, select the view set
you want to enhance, and add the /OTX/RMCRM_GS_ECMLK/WrkSpceWindow
view for business workspaces and the /OTX/RMCRM_GS_ECMLK/BusRefWindow
view for business attachments to the respective view area.
For example, for the overview page for business partners in IC Utilities, go to
the IUICOVW/BottomVS view set. To the view area BottomVA, add the
usageECMLink./OTX/RMCRM_GS_ECMLINK/WrkSpceWindow for business
workspaces and the usageECMLink./OTX/RMCRM_GS_ECMLINK/BusRefWindow
view for business attachments.
8. In the Component Structure Browser, go to the view that contains the tabs and
where you would like to add the business workspace tab and the business
attachments tab.
For example, for the overview page for business partners in IC Utilities, go to
the IUICOVW/AccOvwNav view.
From the context menu of the view, select Enhance.
9. On the View Structure tab in the right pane, navigate to View Controller. To
open the view controller class, double-click on the implementation class of the
view controller.
a. Switch to the edit mode.

b. Clear the Filter option.
c. Click Redefine and redefine the FILL_TABLE method of the view controller
with the following coding:
METHOD fill_table.
* Local data declarations

DATA: ls_link TYPE crmt_thtmlb_link.
* Super method
super->fill_table( ).
* OpenText Links
ls_link-id = 'AccWrkSp'.
ls_link-text = 'Business Workspace'.
ls_link-onclick = 'WORKSPACE_CLICKED'.
APPEND ls_link TO links_tab.
ls_link-id = 'AccBusRef'.
ls_link-text = 'Business Attachment'.
ls_link-onclick = 'BUSREF_CLICKED'.
APPEND ls_link TO links_tab.
ENDMETHOD.
d. To activate the code, click Activate.
e. To return to the Component Structure Browser, click Back twice.

10. On the View Structure tab in the right pane, navigate to Outbound Plugs.
a. From the context menu of Outbound Plugs, select Create and create the
following outbound plugs:
• OP_ACCWRKSPACE for business workspaces

• OP_ACCBUSREF for business attachments
Tip: The OP_ prefix is added automatically. You only need to provide
the plug name.
b. Double-click the OP_ACCWRKSPACE outbound plug to implement it.
Implement it with the following coding:
METHOD op_accwrkspace.
view_manager->navigate( source_rep_view = rep_view
outbound_plug = 'NavToAccWrkspace' ).
ENDMETHOD.
Click Activate to activate the code.

c. Double-click the OP_ACCBUSREF outbound plug to implement it. Implement
it with the following coding:
METHOD op_accbusref.
view_manager->navigate( source_rep_view = rep_view
outbound_plug = 'NavToAccBusRef' ).
ENDMETHOD.

11. On the View Structure tab in the right pane, navigate to Event Handler.
a. From the context menu of Event Handler, select Create and create the
following event handlers:
• EH_ONWORKSPACE_CLICKED for business workspaces for the event

WORKSPACE_CLICKED
• EH_ONBUSREF_CLICKED for business attachments for the event
BUSREF_CLICKED
Tip: The EH_ON prefix is added automatically. You only need to

provide the actual name.
Note: The name of the event is case sensitive. Provide the name of the
events exactly like stated in uppercase.
b. Double-click the EH_ONWORKSPACE_CLICKED event handler to implement it.
Implement it with the following code:
METHOD eh_onworkspace_clicked.
selected_index = 'AccWrkSp'.
op_accwrkspace( ).
ENDMETHOD.


c. Double-click the EH_ONBUSREF_CLICKED event handler to implement it.
METHOD eh_onbusref_clicked.
selected_index = 'AccBusRef'.
op_accbusref( ).
ENDMETHOD.
12. In the Runtime Repository Editor, go to Navigational Links and add an entry
for every new tab.
Add the navigational link NavToAccWrkspace for the workspace tab and
NavToAccBusRef for the business attachment tab.
The source is the current enhanced view with the relevant outbound plug
(ACCWRKSPACE for workspace, ACCBUSREF for business attachment).
The target is your newly defined usage (usageECMLink./OTX/
RMCRM_GS_ECMLK/WrkSpceWindow for workspaces, usageECMLink./OTX/
RMCRM_GS_ECMLK/BusRefWindow for business attachments).
For example, for the overview page for business partners in IC Utilities, add the
following navigational links:
• Navigational link: NavToAccWrkspace

Source view: IUICOVW/AccOvwNav, outbound plug ACCWRKSPACE
Target view: usageECMLink./OTX/RMCRM_GS_ECMLK/WrkSpceWindow,
inbound plug DEFAULT (leave the field empty)
• Navigational link: NavToAccBusRef
Source view: IUICOVW/AccOvwNav, outbound plug: ACCBUSREF
Target view: usageECMLink./OTX/RMCRM_GS_ECMLK/BusRefWindow,
inbound plug DEFAULT (leave field empty)
14. Redefine the WD_USAGE_INITIALIZE method of the component controller.
a. In the Component Structure Browser, go to the Component Controller.

From the context menu of the component controller, select Enhance.

b. On the Controller Structure tab in the right pane, navigate to Sub

Component Handling. Redefine the WD_USAGE_INITIALIZE method.
Important
You must use the enhanced component controller. Do not use the
original component controller.

c. Double-click the redefined WD_USAGE_INITIALIZE method and implement

the method.
For example, for component IUICOVW the method must be implemented as
follows:
METHOD wd_usage_initialize.
" If usage is ExtECM Component

IF iv_usage->usage_name EQ 'usageECMLink'.
" Bind ExtECM context PARENTNODE to CRM component root
context
iv_usage->bind_context_node( iv_controller_type =
cl_bsp_wd_controller=>CO_TYPE_CUSTOM
iv_name = 'IUICOVW/CuCoOvw'
iv_target_node_name = 'ACCOUNT'
iv_node_2_bind = 'PARENTNODE' ).
ELSE.
" Super method
super->wd_usage_initialize( iv_usage ).
ENDIF.
ENDMETHOD.
For other UI components, the method must be implemented as follows:
• If the main context is in a custom controller

Replace 'IUICOVW/CuCoOvw' in the method code with the name of the
custom controller.
Replace 'ACCOUNT' in the method code with the name of the main
context.
• If the main context is in the component controller

Implement the WD_USAGE_INITIALIZE method as described in Step 10

of “Customizing the integration into SAP CRM Web Client UI”
on page 287.
Replace 'CUECMLink' in the method code with 'usageECMLink'.
Replace <Main Context> in the method code with the name of the main
context. For more information, see table “CRM business objects that are
supported by Extended ECM” on page 289.
Note: If the predefined SAP mapping of SAP CRM objects to BOR objects is
not suitable for your needs, you can implement a BAdI using the IMG activity
CRM Settings > BAdI: Business Object Binding.
13.3 Providing documents from a business

workspace as email attachments
You can enable users of SAP CRM to add a document from the business workspace
as an attachment to an email. This function is available for Web Client UI and
Interaction Center Web Client UI.
To enable this function, you add a button to the email creation pages of SAP CRM
Web Client UI or SAP CRM Interaction Center Web Client UI. The user can click this
button to select a document from a business workspace and attach it to the email.
For more information about the user experience, see Section 8.5 “Adding a business
workspace document to an email” in OpenText Extended ECM for SAP Solutions - User
Guide (ERLK-UGD).
For more information about SAP CRM and the Web Client UI framework, see the
respective SAP documentation in the SAP Help Portal:

13.3. Providing documents from a business workspace as email attachments
• SAP CRM (http://help.sap.com/saphelp_crm70/helpdata/en/19/

68a028d02b460fa899066d948ed3ab/frameset.htm)
• Web Client UI framework (http://help.sap.com/saphelp_crm70/helpdata/en/4c/
ea2be450e94597b5a6017f095a6132/frameset.htm)
13.3.1 Integrating Content Server access into the Web Client

email screen
To edit the email component for business workspace integration:
1. You need an active enhancement set in the client that you want to use. If there is
no active enhancement set, create one. For information on how to create an

component BT126H_MAIL for the email page. Access the workbench with your
active enhancement set.
3. If component BT126H_MAIL has not been enhanced yet, create an enhancement

for it:

component enhancement, for example Z_BT126H_MAIL, and click Okay.
4. In the Runtime Repository Editor, switch to the edit mode. From the
ComponentUsages context menu, select Add Component Usage to add the
new component usage CUCSTargetTree with the following parameters:
• component /OTX/RMCRM_TARG_TREE
• interface view /OTX/RMCRM_TARG_TREE/TargetTreeWindow

6. In the Component Structure Browser, go to view BT126H_MAIL/send_screen.

open the view controller class, double-click the implementation class of the
view controller.
a. Open the Attributes tab.

b. Switch to the edit mode.
c. Add the new attribute MH_ADDATTACHMENTCS_HELPER with the following
parameters.

• Attribute: MH_ADDATTACHMENTCS_HELPER
• Level: Instance Attribute
• Visibility: Private
• Typing: Type Ref To
• Associated Type: /OTX/RMCRM_CL_BT126H_MAIL
e. Click Back to return to the Component Structure Browser.
• EH_ONADDATTACHMENTCS for the event ADDATTACHMENTCS

• EH_ONADDATTACHMENTCS_CLOSED for the event
ADDATTACHMENTCS_CLOSED
Tip: The EN_ON prefix is added automatically. You only need to

provide the name of the event.
b. Double-click the EH_ONADDATTACHMENTCS event handler to implement it.
METHOD eh_onaddattachmentcs.
IF mh_addattachmentcs_helper IS INITIAL.
CREATE OBJECT mh_addattachmentcs_helper
EXPORTING
pih_view_controller = me
pih_component_controller = me->comp_controller.
ENDIF.
mh_addattachmentcs_helper->open_target_tree_popup(

pih_view_context = me->typed_context ).
ENDMETHOD.
Click Activate to activate the code. Then click Back.
c. Double-click the EH_ONADDATTACHMENTCS_CLOSED event handler to

implement it. Implement it with the following code:
METHOD eh_onaddattachmentcs_closed.
CALL METHOD mh_addattachmentcs_helper-

>target_tree_popup_closed
CHANGING
ct_attachments = me->gt_attachments
ct_attachment_content = me->gt_attachment_content.
ENDMETHOD.
9. On the View Structure tab in the right pane, navigate to View Layout.
a. Double-click the page send_screen.htm to open it.
b. Find the tag <thtmlb:button id="CM_SearchButtonGrp" ……. />
c. Directly under this tag, add the following tag:
<thtmlb:button id="AddAttachmentCSButton"
onClick="ADDATTACHMENTCS"
text="<%=page->otr_trim( '/OTX/RMCRM_EMAIL_ATTACHMENT/
ADDATTACHMENTCS_BTN' ) %>"
tooltip="<%=page->otr_trim( '/OTX/
RMCRM_EMAIL_ATTACHMENT/ADDATTACHMENTCS_BTN' ) %>"/>
d. Click Activate to activate the code. Then click Back.

13.3.2 Integrating Content Server access into the Interaction

Center email screen
To edit the email component for business workspace integration:
1. You need an enhancement set active in the client you want to use. If there is no
active enhancement set, create one. For information on how to create an

component CRMCMP_CCS_EML for the email page.
3. If the CRMCMP_CCS_EML component has not been enhanced yet, create an

enhancement for it.

b. Enter the name of the enhancement set, and click Okay.
component enhancement, for example Z_CRMCMP_CCS_EM, and click
Okay.
4. In the Runtime Repository Editor, switch to the edit mode. From the
ComponentUsages context menu, select Add Component Usage to add the
new component usage CUCSTargetTree with the following parameters:
• component /OTX/RMCRM_TARG_TREE
• interface view /OTX/RMCRM_TARG_TREE/TargetTreeWindow

6. In the Component Structure Browser, go to view CRMCMP_CCS_EML/

MailAttachments.
open the view controller class, double-click the implementation class of the
view controller.
a. Open the Attributes tab.

b. Switch to the edit mode.
c. Add the new attribute MH_ADDATTACHMENTCS_HELPER with the following
parameters.

• Attribute: MH_ADDATTACHMENTCS_HELPER
• Level: Instance Attribute
• Visibility: Private
• Typing: Type Ref To
• Associated Type: /OTX/RMCRM_CL_CRMCMP_CCS_EML
e. Click Back to return to the Component Structure Browser.
• EH_ONADDATTACHMENTCS for the event ADDATTACHMENTCS
• EH_ONADDATTACHMENTCS_CLOSED for the event

ADDATTACHMENTCS_CLOSED
Tip: The EN_ON prefix is added automatically. You only need to

provide the name of the event.
b. Double-click the EH_ONADDATTACHMENTCS event handler to implement it.
METHOD eh_onaddattachmentcs.
IF mh_addattachmentcs_helper IS INITIAL.
CREATE OBJECT mh_addattachmentcs_helper
EXPORTING
pih_view_controller = me

pih_component_controller = me->comp_controller.
ENDIF.
mh_addattachmentcs_helper->open_target_tree_popup(
ENDMETHOD.

c. Double-click the EH_ONADDATTACHMENTCS_CLOSED event handler to
implement it. Implement it with the following code:
METHOD eh_onaddattachmentcs_closed.
mh_addattachmentcs_helper->target_tree_popup_closed(
ENDMETHOD.
9. On the View Structure tab in the right pane, navigate to View Layout.
a. Double-click the page MailAttachments.htm to open it.

b. Find the tag <thtmlb:fileUpload id="myFileUpload1" …… />
c. Directly under this tag, add the following tag:
<thtmlb:button id="AddAttachmentCSButton"
onClick="ADDATTACHMENTCS"
text="<%=page->otr_trim( '/OTX/RMCRM_EMAIL_ATTACHMENT/
ADDATTACHMENTCS_BTN' ) %>"
tooltip="<%=page->otr_trim( '/OTX/
RMCRM_EMAIL_ATTACHMENT/ADDATTACHMENTCS_BTN' ) %>"/>


Chapter 14

SAP SRM
To use the Extended ECM for SAP Solutions functionality in SAP SRM, you add
Extended ECM for SAP Solutions specific Web Dynpro components for business
objects like suppliers, purchase orders or shopping carts.
Relevant packages for integration

The following packages are relevant for the integration and must be installed:
• OTEXBAS
• OTEXRL
• OTEXRLS
14.1 Customizing the component configuration

You first create an enhancement for a component configuration and then you add
the workspace and business attachment tabs to the respective component
configurations.
Tip: Extended ECM for SAP Solutions also provides a Content Server
appearance that provides an SAP-like skin for business workspaces in Content
Server. For more information, see “Checking the appearance of the SAP
integration” on page 139.
You can use Extended ECM for SAP Solutions, for example, in the following
component configurations:
• Supplier: /SAPSRM/WDCC_FPM_OIF_BUPA_SUPPL and

/SAPSRM/WDACC_FPM_OIF_RDONLY_SUP
• Purchase Order: /SAPSRM/WDCC_FPM_OIF_PO_PURCH
• Shopping Cart: /SAPSRM/WDCC_FPM_OIF_SC_PROFNL
• Confirmation: /SAPSRM/WDCC_FPM_OIF_CONF_PURCH
• Contract: /SAPSRM/WDCC_FPM_CTR_PURCH
• RFx: /SAPSRM/WDCC_FPM_OIF_RFQ_PR_PU
• RFx for Bidder: /SAPSRM/WDCC_FPM_OIF_RFQ_BDR
• RFx Response for Strategic Purchaser: /SAPSRM/WDCC_FPM_OIF_QTE_PURCH
• RFx Response for Bidder: /SAPSRM/WDCC_FPM_OIF_QTE_BIDDER

Chapter 14 Integrating Extended ECM for SAP Solutions into SAP SRM
To create an enhancement for the component:
1. Use transaction SE80 to open the ABAP Development Workbench.

2. In the Repository Information System, go to Web Dynpro > Component
Configurations.
3. Find the component configurations that you want to enhance and repeat the
following steps for each of it.
Double-click the component configuration to open and edit it.
4. Click Start Configurator to open the Editor for the Web Dynpro ABAP
Component Configuration in a browser window.
5. Click Other Functions > Create Enhancement.
6. Create the new enhancement.
7. Click OK and make sure you get the verification message that the enhancement
was created successfully.
In the next steps, you modify each component configuration to show tabs for
business workspaces and business objects.
Important
Make sure, you use the enhanced configuration and not the original.
To add tabs for business workspaces and business attachments to the

component:
1. In the Editor for the Component configuration, click Change for the enhanced
version and not the original.
2. Click Add Main View. A new main view is added to the Hierarchy area.

14.1. Customizing the component configuration
3. Edit the attributes of the new main view:
• Mainview ID: A unique ID

• Mainview name: Name that appears on the tab.
Tip: To refresh the preview, select another main view.
Note: If you are using multiple languages, log on in each language and
define the title in the corresponding language.
4. In the Hierarchy area, open the node of the newly created main view and click
the user-interface building block (UIBB).
5. Edit the UIBB attributes:
• For Business Workspaces

Component: /OTX/RMSRM_WD_WORKSPACE
View: W_WORKSPACE
• For Business Attachments

Component: /OTX/RMSRM_WD_BUSREF
View: W_BUSINESSREFERENCE
6. Click Save and wait for the verification message.
The browser view for your business object now contains the new tabs.

14.2 Customizing automatic creation of business

workspaces
If you want to create business workspaces automatically whenever a business object
is created, you can use the standard SAP SRM BAdI BBP_DOC_SAVE_BADI. You find
the sample implementation /OTX/RMSRM_UI_SAVE of that BAdI in package /OTX/
RMSRM_UI. You must activate this BAdI before use.
For SAP SRM business objects that do not respond to the BBP_DOC_SAVE_BADI BAdI,
for example, BUS1006 for Supplier or Bidder, see “Configuring events for business
workspaces and business attachments“ on page 169.
To activate the sample BAdI implementation:
1. Start transaction SE80 and open package /OTX/RMSRM_UI.
2. In the Repository Browser, go to Enhancements > Classic BAdIs.
3. Double-click /OTX/RMSRM_DOC_SAVE.
4. Switch to edit mode and click Activate.

14.3. Customizing the log-off from Content Server
14.3 Customizing the log-off from Content Server

If users log off from the SRM NetWeaver Portal, you have to make sure that they are
not only logged off from SAP NetWeaver Portal but also from Content Server. For
this, you create a custom log-off page and configure NetWeaver User Management
Engine (UME) to redirect to this HTML page during SAP NetWeaver Portal log-off.
To deploy the log-off from Content Server:
1. Download the required software packages from OpenText My Support and

install them on your systems.
• Extended ECM for SAP Solutions 16 Patch SAPRM-7954 (transport

D5GK900803) (https://knowledge.opentext.com/knowledge/llisapi.dll/Open/
62642381)
• Connected Workspaces 16 Patch pat160000099 (https://
knowledge.opentext.com/knowledge/llisapi.dll/Open/62373995)
2. On the SAP system, enable HTTPS for the connection to Content Server. For
more information, see Section 23.2.5 “Maintaining Extended ECM connections”
in OpenText Extended ECM for SAP Solutions - Installation and Upgrade Guide
(ERLK-IGD).
3. Activate the SICF node rm_wdgenlo, which is the BSP application to log off
from Content Server.
a. Run transaction SICF and click Execute:

b. Navigate to the following service: sap > bc > bsp > otx > rm_wdgenlo.
c. Right-click and select Activate Service.
4. Configure the URL redirection on the SAP NetWeaver Portal:
a. Log on to the SAP NetWeaver Portal as administrator.

b. Navigate to System Administration > System Configuration > UME
Configuration.
c. Click Open Expert Mode.
d. Filter for ume.logoff.redirect.
e. Click Modify.
f. Set the following parameters:
• ume.logoff.redirect.url: URL pointing to the Content Server logout

page that you created previously:
<Portal server>:<port>/sap/bc/bsp/otx/rm_wdgenlo/
default.htm?elib_id=<connection ID>
For example, http://mucxx.opentext.net:8000/sap/bc/bsp/otx/
rm_wdgenlo/default.htm?elib_id=ELIB1.
• ume.logoff.redirect.silent: false.

5. Maintain the white list to ensure that the log out is only possible from the
specific URL:
a. In the SM30 transaction, open the /OTX/RM_THTWHITE table.

b. Click New Entries and enter the following:
• Whitelist Entry Type: Referrer URL

• Sort Key: 02
• Protocol of URL: http or https
• Host Name: Name of the portal server as defined before
• Port: Port of portal server as defined before
• URL Template: /IRJ/PORTAL*
c. Save your settings.
14.4 Using version-independent business objects

To identify a single business object, normally the GUID is used as the business object
key. However, for business objects that support versioning, each change of the
business object creates a new version, and thus a new GUID, and subsequently a
new business workspace for this version.
To circumvent this, you can define that instead of the original version-dependent
business object, a version-independent object is used for Extended ECM. With this,
changes in the business object may create a new version of the business object but do
not create a new business workspace but update the metadata of the existing
business workspace.
Tip: To customize if SRM business objects are versionable in your SRM system,
use IMG activity SAP Supplier Relationship Management > SRM Server >
Cross-Application Basic Settings > Switch On Version Control for
Purchasing Documents.
The sample property providers for version-independent business object types are
available in OpenText My Support (https://knowledge.opentext.com/knowledge/
llisapi.dll/Overview/25089410).
Business object types Version independent Property Provider

RFX (BUS2200) /OTX/RMRFX /OTX/
RMSRM_CL_WSPP_RMRFX
RFX Response (BUS2202) /OTX/RMRSP /OTX/
RMSRM_CL_WSPP_RSP
Contract (BUS200113) /OTX/RMCNT /OTX/
RMSRM_CL_WSPP_CNT
Purchase Order (BUS2201) /OTX/RMPO /OTX/
RMSRM_CL_WSPP_PO

14.4. Using version-independent business objects
Business object types Version independent Property Provider

Invoice (BUS2205) /OTX/RMINV /OTX/
RMSRM_CL_WSPP_INV
Auction (BUS2208) /OTX/RMAUC /OTX/
RMSRM_CL_WSPP_AUC
To use version-independent business objects:
1. In the IMG, navigate to the Extended ECM > SRM Settings > Maintain Version
Independent Objects activity and click Execute.
2. Create a new entry for the business object that you want to use version-
independent and select Version Independent Object.
Note: Use the version-independent object in all other configuration and

customizing in the SAP system and in Content Server, which use the business
object, for example business object types and business object declarations.

Chapter 15
Preparing the Content Server search functionality
for users
Extended ECM for SAP Solutions indexes metadata, which is stored for business
workspaces and added business objects. To make this information available via the
search, Extended ECM automatically creates index regions.
To simplify the search for Content Server items, you can define search slices and
saved queries for a business workspace search or the search for business objects.
To support users in effectively reduce their search to only one specific workspace
type, you create a search slice for each workspace type.
• In Smart View: A selection list contains all search slices. The selected search slice
filters the search accordingly.
• In Classic View: The Search dialog contains a Slices list, which contains, for
example, a slice for the workspace type Customer. Users can reduce the search to
business workspaces of type Customer.
Searchable fields are called index regions within Content Server. The module
automatically creates the respective index regions as soon as the first business
workspace or the first business attachment are created and indexed.
Tip: Technically, a business workspace is created when you create a template,

thus the index regions for business workspaces are created at this time.
Table 15-1: Automatically created regions
Name Display Name / Description

For business workspaces

Chapter 15 Preparing the Content Server search functionality for users
Name Display Name / Description

XECMWkspLinkRefTypeID Workspace Type
XECMWkspLinkSAPObjectComplete Business Object Reference
XECMWkspLinkSAPObjectKey Business Object Key
For business references
XECMRefLinkComment Reference Comment
XECMRefLinkCreateDate Reference Creation Date
XECMRefLinkCreatedBy Reference Created By (ID)
XECMRefLinkCreatedBy_FullName Reference Created By (Full Name)
XECMRefLinkCreatedBy_Name Reference Created By (Login Name)
XECMRefLinkRefTypeID Reference Business Object Type
XECMRefLinkSAPObjectComplete Reference Business Object Type with
Reference
XECMRefLinkSAPObjectKey Reference Business Object Key
XECMRefLinkSAPObjectName Reference Business Object Name
As a prerequisite for the search by search slices, the XECMWkspLinkRefTypeID field

must be queryable.
To make a field queryable:
1. On the Content Server Administration page, select Search Administration >

Open the System Object Volume > Enterprise Data Source Folder.
2. From the function menu of the Enterprise Search Manager object, select
Properties > Regions.
3. Select Queryable for the XECMWkspLinkRefTypeID field.
15.1 Configuring the search in related business

workspaces
You can configure the search so that users not only can search documents in the
current workspace but also search in related workspaces. For this, users have two
different starting points:
Related Business Workspaces folder

This folder displays business workspaces that are related and fulfill certain
criteria.
You configure the search options for this type of folder in Content Server
Administration > Search Administration > Configure Search Location
Modifiers > Follow Business Workspace Relationships.

15.2. Indexing documents and other items with business workspace attributes
For detailed information, see “Displaying related business workspaces in a

folder” on page 106.
Business Workspaces
For each business workspace type, you can configure the search behavior and
the options of the Search From Here box.
If enabled, the related workspaces search follows all related items that are
configured in the Related Items sidebar widgets for this business workspace
type.
For detailed information, see “Creating a workspace type” on page 55.
15.2 Indexing documents and other items with

business workspace attributes
Content Server items like documents, folders, or tasks in a business workspace
usually do not have the same categories and attributes as business workspaces. For
each workspace type, you can decide if items within a business workspace will be
indexed with the attributes of the business workspace. With the re-indexing feature
enabled, a search for attributes not only finds business workspaces but also the other
indexed items.
Attributes that were changed in the business workspace are propagated to the sub-
items to ensure clean data. Because of this feature as well as for performance reasons
you should prefer indexing over metadata inheritance in document templates. For
more information, see “Advanced settings of a workspace type” on page 63.
You enable indexing for each business workspace type, and you select which items
are to be indexed. After changing the indexing setting, it may be necessary to re-
index documents. For more information, see “Creating a workspace type”
on page 55.
To enable indexing and to select, which items to be indexed:
2. Click Workspace Types and edit a workspace type.
3. In the Indexing Settings section, select Enable the indexing of category

attributes .... Click Apply.
4. Click Configure indexable subtypes.
5. From the list of all available Content Server object types, select the object types
that you want to be indexed with metadata from the business workspace. A
typical list could contain the following:
• Folder
• Shortcut
• Generation
• URL

• Task List
• Task
• Email
• Document
• Business Workspace
To start the indexing process:
2. Click Workspace Types and open a workspace type.
3. Find a workspace type where the Indexing Status is Re-indexing required.
4. From the function menu of the workspace type, select Schedule for Re-
indexing.
5. Select Run in test mode without indexing to see how many documents need re-
indexing.
Tip: Run the test mode first to estimate the impact of the indexing process
on Content Server performance.
6. To start the re-indexing, clear the Test run option and click Start.

15.3. Creating a search slice for business workspaces
The re-indexing process is scheduled. You can monitor the actual indexing
progress on the Content Server System page.
Click the respective link on the current window to go to Content Server
System, then click Enterprise Data Source Folder > Enterprise Data Flow
Manager. You can monitor the processing in the Interchange Pools section.
15.3 Creating a search slice for business workspaces

To create a search slice for a certain workspace type:
1. Find the ID of the workspace type:
a. On global menu, click Enterprise > Connected Workspaces.

b. Click Workspace Types and open one of the workspace types.
c. The URL in the browser’s address field now shows a string that contains
the parameter ID_CFG, for example, ReferenceTypeEdit&ID_CFG=1.
d. Make a note of the value, in this example, 1.
2. From the Content Server menu, select Tools > Search.
3. From the Look For list, select Complex Query. Then create a complex query
and specify as search criterion: XECMWkspLinkRefTypeID:<ID_CFG value>.

4. Optionally, add more filter criteria.
5. Click Save as Slice and enter a name. The slice is saved to the Slice Folder.
6. Set the permissions for the created slice to make it available for the respective
users.
15.4 Creating a search form for business attachments

New: You can now provide saved queries in the business attachment widget.
Users can use these queries and the search form to easily find business
attachments.
In the business attachments widget, users can search for Content Server items, which
they want to add to the business object. You can provide saved queries, which
already reduce the search criteria to a necessary set.

15.4. Creating a search form for business attachments
To create a saved query:
1. Log on as a user with business administrator rights.
2. In Classic View, from the global menu, select Tools > Search.
3. Design your search. You can use categories, locations, or system attributes, for
example, only a certain Content Server item type. If you reduce the search to a
certain Content Server item type, this item type must be enabled for business
attachments. For more information, see “Configuring the adding of business
objects to Content Server items” on page 164.
4. Click Save Search Query. Enter a name and a description and save the search
form to the Content Server Saved Queries Volume.
Tip: You can define multilingual names and descriptions. Click

Multilingual values to add the names.
5. From the menu, select Enterprise > Connected Workspaces > Saved Queries
Volume and find your new search form.
6. From the function menu of the search form, select Make Custom View Search.
7. Click Save.
Users with sufficient permissions can now use the simple search.

15.5 Configuring a simple search for Classic View

Simple searches are predefined and saved queries that help users to find a business
workspace or create shortcuts more easily, both in Content Server Classic View and
in Enterprise Connect.
Users can use those templates where they have sufficient permissions.
Users find simple searches in the following places in Content Server:
Smart View
• On the business attachment widget when they want to add a business
attachment:
Classic View
• On the global menu with menu option Business Workspaces > Search.
• In the target browse window when users copy or move a Content Server item.

15.5. Configuring a simple search for Classic View
• Extended ECM: When users add a business relationship and search for the
related business workspace. For more information, see Section 4.7 “Creating a
relationship between business workspaces” in OpenText Extended ECM for SAP
Solutions - User Guide (ERLK-UGD).
Tips
• Simple searches are based on the Content Server concept of Custom View
Searches.
• Simple searches can be multilingual, so a search form can have different
names per language.
To create a simple search:
1. Go to Tools > Search to create an advanced search. For more information about
advanced search options in Content Server, see the Content Server online help.
Tip: To find only business workspaces, you can use the system attribute
Object Type.

2. Click Save Search Query. Enter a name and a description and save the search
form to the Content Server Saved Queries Volume.
Tip: You can define multilingual names and descriptions. Click the Click
to edit multilingual values button to add the names.
3. From the menu, select Enterprise > Connected Workspaces > Saved Queries
Volume and find your new search form.
4. From the function menu of the search form, select Make Custom View Search.

15.5. Configuring a simple search for Classic View
5. Configure the search as desired. In the Options section, add the title and a
description for this simple search.
Click Save.
Users with sufficient permissions can now use the simple search.

Chapter 16
Managing authorization
Permission definitions on Content Server can either apply to the whole Content
Server system or to individual Content Server items.
Important
For a detailed discussion of authorization concepts on different levels, see
OpenText Extended ECM for SAP Solutions - User Management and Access
Control Scenarios (ERLK-CUM).
• System wide: Object privileges define who can create items of a specific type;
usage privileges define who can perform specific actions. For more information,
see Section 6.1 “Defining general restrictions on Content Server” in OpenText
(ERLK-CUM).
• On item level: Content Server permissions, security clearance. Content Server
permissions define access to each item, typically using groups. Permissions can
be inherited. For more information, see Section 6.2 “Defining item level
permissions on Content Server” in OpenText Extended ECM for SAP Solutions -
User Management and Access Control Scenarios (ERLK-CUM).
• On workspace level: Business policies are generated from SAP authorization
profiles. They restrict access to a workspace and its subitems.
Note: For general information, see OpenText Extended ECM for SAP
For information on detailed subjects, see the following:
• “SAP: Exporting authorizations” on page 336 and “Opening the policies
volume” on page 338
• “Configuring the creation of business workspaces” on page 112,
Mapping of Business Properties section
• “Defining permission handling for business workspace templates”
on page 100

Chapter 16 Managing authorization
16.1 SAP: Exporting authorizations

An SAP profile restricts access to transactions and objects via authorization object
fields. To use this functionality also in Content Server, the SAP profiles are exported
to policies in Content Server. This ensures that only authorized users have access to
Before you export the SAP authorization objects, you must create an appropriate
field mapping; each field of the authorization object that should be included in the
policies must be mapped to a Content Server category attribute. For more
information, see Section 3.16.2: “Configuring the creation of business workspaces”
on page 112 and “Mapping authorizations in SAP” on page 124.
For information about the overall process and all relevant activities, see Section 7
“Using SAP authorizations to restrict workspace access (optional)” in OpenText
(ERLK-CUM).
Note: If you populate cross-application business workspaces with business

objects from several systems, all business object types of this workspace are
used to identify the policies to check. If at least one policy, regardless from
which system, gives access, the user can access the business workspace.
Example: A user has the authorization to see customers in the SAP ERP system, but no
authorization to see the same customer in the SAP CRM system. In Content Server,
policies created from authorizations both in the SAP ERP system and in the SAP CRM
system restrict access to the created workspaces. The user can see the business
workspace because the policy created from the SAP ERP system gives access.
To export roles:
1. Make sure that in the Business Object Declaration activity of the SAP IMG the
fields that are used to restrict access are mapped to corresponding attributes of
a Content Server category, for example Sales Organization. For more
information, see “Mapping authorizations in SAP” on page 124.
2. Enter /n/OTX/RM_WSA_POL to start the report.

16.1. SAP: Exporting authorizations
3. Specify the following options:
Object Type, Role, Profile, User

Filter the data according to object type, role, profile and user.
Tip: If you want to assign the policies to users with the Grant Policies
option, set the filter so that only users which also exist in Content
Server are included.
Delete existing Policies

Select this checkbox to delete all existing Content Server policies and
assignments to users before setting new ones.
Caution
Select the Delete existing Policies option only if you want to reset
all policies and assignments.
Grant Policies
Select this checkbox to assign the generated policies to Content Server users.
As an alternative, you can assign policies to Content Server users manually
in Content Server.
Overwrite granted Policies

Select this checkbox to combine the prior deletion of policy assignments
with the creation of new assignments.
4. Click Execute.
The authorization mapping is transferred to the Content Server.

Chapter 16 Managing authorization
Note: For the respective business objects, you must enable the use of policies
for the workspace type in Content Server (Policies Enabled checkbox); see also
“Creating a workspace type” on page 55.
16.2 Opening the policies volume

After you have exported the SAP roles to policies in Content Server, the policies are
stored in a volume that you can view.
To browse the policies volume:
1. On the Content Server Administration page, click Extended ECM > Open
Policies Volume.
The Content Server Policies page displays the global policies volume with the
SAP policies that are applied to the business workspaces. The policies are
grouped in folders; there is one folder for each business object declaration.
2. To display the properties for each policy using the Properties functions menu:
• The General tab displays general Content Server information.

• The Specific tab displays the information, which SAP system and client
created the policy.
• The Authorizations tab displays attributes that are used to grant access.
• The Users tab displays users assigned to the policy.
To assign policies manually to a user:
1. From the Content Server main menu, select Enterprise > Users & Groups.
2. Find the user to which you want to grant policies and click Edit in the Actions
column.

16.2. Opening the policies volume
3. On the General tab, in the Policies granted field, add the policies you want to
grant the user.

Chapter 17
Mapping SAP roles to OTDS groups or Content

Server groups
In Content Server, permissions define who can access a business workspace.

Typically, this is handled with groups to which the users are assigned. Content
Server users and groups are managed in Directory Services (OTDS).
You can fill OTDS groups with users from the SAP system depending on their role
assignment. The OTDS users and groups are synchronized to the Content Server
groups.
For the mapping, you create the OTDS groups in a separate non-synchronized
partition. You configure the Content Server resource in OTDS, define the partition
and a mapping in the SAP system, run it and configure events. Permissions for
groups in Content Server must be defined separately by the Content Server
administrators. For information about all relevant settings, see Section 8 “Mapping
SAP roles to groups” in OpenText Extended ECM for SAP Solutions - User Management
and Access Control Scenarios (ERLK-CUM).
Note: For earlier versions, a Solution Accelerator was available for the
mapping of SAP roles to Directory Services groups. If you have been using this
Solution Accelerator, you can either stay with your former implementation or
switch to the new implementation. If you want to switch to the new
implementation, copy the mapping from the Solution Accelerator table to the
product table.
17.1 Defining the user partition for group mapping

OTDS groups All users that you want to add to an OTDS group must be in one single partition.
When adding a user to an OTDS group, the defined partition is appended to the SAP
user name. This requires that there is a one-to-one relationship of users in SAP to
users in OTDS.
For more information about setting up user mapping, see Section 3.2.3.1 “One-to-one
user mapping without impersonation” in OpenText Extended ECM for SAP Solutions -
User Management and Access Control Scenarios (ERLK-CUM).
Note: The OTDS group can be in a different partition which must be non-
synchronized.
Content Server For Content Server groups, the partition is only appended if
groups OTExternalID2,OTExternalID3, or OTExternalID4 is defined as _NAME_
attribute. In this case, define the partition.

Chapter 17 Mapping SAP roles to OTDS groups or Content Server groups
To define the partition:
Infrastructure > Maintain Extended ECM Connections activity and click
Execute.
2. Select the connection in the list and click Change.
3. In the OpenText Directory section, in the Partition field, enter information

according to your scenario:
• When synchronizing SAP roles to OTDS groups, enter the domain name.
• When synchronizing SAP roles to Content Server groups or business
policies, do the following:
• With a non-synchronized partition, enter the partition name in the

partition field.
• With a synchronized partition, fill the partition field as follows:
_NAME_ Resource Mapping Partition_ field_

oTExternalID1 Leave empty
oTExternalID2 Domain name
oTExternalID3 Partition name
oTExternalID4 NetBIOS domain name
Tip: To find the OTDS attribute value for the _NAME_ resource
attribute, go to Directory Services Integration Administration >
Configure Directory Services > Resources > Properties (for
Content Server) > User Attributes Mappings.
17.2 Configuring SAP group mapping

You can add SAP users to either an OTDS group or a Content Server group by using
an SAP transaction. The assignment is based on the assignment of the user to an SAP
role. In addition, you can also define that other users are removed from the OTDS or
Content Server group during the mapping so that the OTDS or Content Server
group only contains users that are currently assigned to the specified SAP role (strict
group membership).
Note: For information about all relevant settings, see Section 8 “Mapping SAP
roles to groups” in OpenText Extended ECM for SAP Solutions - User Management
and Access Control Scenarios (ERLK-CUM).
Mapping to OTDS groups: You must be an administrator of the partition and a

member of the otdsreadonlyadmins group in OTDS to start the mapping
transaction.

17.2. Configuring SAP group mapping
Mapping to Content Server groups: You must be a at least a member of the

otdsreadonlyadmins group to start the mapping transaction. In Content Server, you
must have the permission to create, modify and delete groups and users.
To configure and run the mapping:
1. Start the /OTX/RM_RO_TO_GRP transaction.

2. Enter the connection ID. If only one connection is configured, this step is not
necessary.
3. Select where you want to map the roles to, an OTDS group or a Content Server
group.
4. Click Execute.
5. Enter the following:
• SAP Role: Enter the name of the SAP role.

• OTDS Group ID: Enter the ID of the OTDS group including its partition, for
example GroupForMapping@NonSynchronizedPartition. For each OTDS
group, you can only define one mapping. You can only map one SAP roles
to one OTDS group.
Content Server Group Name: Enter the name of the Content Server group.
If this group does not yet exist, it will be created.
• Strict Group Membership: If you do not select this option, the SAP users are
added to the existing members of the OTDS or Content Server group.
Warning
If you select the Strict Group Membership option, you delete all OTDS
or Content Server users from the group, who are not also members of
the SAP role. Only OTDS or Content Server users, who have an
equivalent in the SAP role remain in that group.
6. Click New to add a new row to the table.

7. Define the settings for all roles that you want to map to OTDS or Content Server
groups, respectively.

Chapter 17 Mapping SAP roles to OTDS groups or Content Server groups
8. Click Test Mapping.

9. In the list, check how the users are added or removed to OTDS or Content
Server groups, respectively.
10. If the mapping is correct, click Start Mapping.

Chapter 18
Auditing
You have the following auditing options for Extended ECM for SAP Solutions:
• ArchiveLink auditing
Relevant to all ArchiveLink operations in SAP, e.g. in the GOS attachment list.
• Content Server auditing
Relevant to business workspaces and Content Server operations.
• DocuLink auditing
Relevant to all DocuLink operations.
• License Cockpit auditing
Relevant for all operations during license measurement
Auditing is dependent on the authentication of an SAP user on Content Server.

There are the following options:
• Same user in SAP and on Content Server (default)

• Impersonated user
ArchiveLink communication is always performed with a special system user. For

more information, see Section 6.1 “The SAP ArchiveLink interface” in OpenText
Archiving and Document Access for SAP Solutions - Scenario Guide (ER-CCS). Thus, if
you wish to have an audit that includes auditing information about the operations
Create Document, Display Document, Delete Document, use the SAP ArchiveLink
auditing. The following transactions are relevant:
• OAG1: Archive Link Basic Settings: Select the ArchiveLink Logging check box.
• OALOGCUST: Customize ArchiveLink Logging: Define what should be logged.
• OA_LOG_VIEW_DOC: Display Application Log for Documents: Selection and
display report (Authorization for S_WFAR_LOG authorization object required for
display).
The entries are written into the TOALOG table.
To monitor user actions in DocuLink for certain projects and attribute objects, you
can specify a protocol in customizing. These actions are saved in the protocol table /
IXOS/DC_TBPROT. For more information, see Section 21.3 “Administrating the
protocol tables” in OpenText DocuLink for SAP Solutions - Customizing and
Administration Guide (DC-CGD).
In Content Server, you can enable audits for ArchiveLink records:

Chapter 18 Auditing
• Open the following page: Core System – Feature Configuration > Event
Auditing > Set Auditing Interests.
• Select the following items: AL Create, AL Read, AL Update.

Chapter 19
Performing license measurement
With the Extended ECM for SAP Solutions license measurement, you assess the
number and types of users who are working with an SAP system and Extended
ECM for SAP Solutions. License measurement for Archiving and Document Access
and Extended ECM for SAP Solutions can be integrated in the SAP license
measurement Global License Audit System (GLAS). With this information, you can
align your contract with SAP or OpenText to meet your requirements more
accurately.

Chapter 19 Performing license measurement
19.1 Technical overview
Figure 19-1: License Measurement Overview
Extended ECM for SAP Solutions license measurement consists of the following
parts:
Measurement on the SAP system

Measurement on the SAP System is based on a business role with the
J_6NLC_TYP authorization object and an appropriate license type. Business roles
with this authorization object are then evaluated based on their license type
related to the product and depending on the degree of usage.
Important
The authorization object J_6NLC_TYP is not used to grant access
permissions.
Measurement on Content Server

Users and groups are assigned a license type that reflects their quantity of usage.
A privilege is used to count on how many days a user accesses business
workspaces. The license type along with the number of days on which this user
accessed a business workspace in Content Server are passed to the SAP system
where the data is consolidated and presented.
Note: A user is not locked, if the actual days of usage exceed the number
of days that are covered by the assigned license type. This mismatch is
noted in the license report.
The following license types are available, depending on whether they are sold by
SAP or OpenText.

19.1. Technical overview
Table 19-1: License types
Type Description
Licenses sold by OpenText
OXECMF OpenText Extended ECM for SAP – Professional User
OXECMO OpenText Extended ECM for SAP – Occasional User
OXECMB OpenText Extended ECM for SAP – External B2B User
OXECMC OpenText Extended ECM for SAP – External B2C User
OXECMN OpenText Extended ECM for SAP – Non-SAP User
ODOCF OpenText Document Access – Full Named User
ODOCW OpenText Document Access – Web Named User
ODOCO OpenText Document Access – Occasional User
OARCF OpenText Archiving – Full Named User
OARCW OpenText Archiving – Web Named User
OARCO OpenText Archiving – Occasional User
Licenses sold by SAP
SXECMF SAP Extended ECM by OpenText – Named User
SXECMO SAP Extended ECM by OpenText limited access option
SAP Document Access by OpenText – User: Business Expert, Ltd.
SDOCF
Professional
SAP Document Access by OpenText – User: Employee, Employee Self
SDOCW
Service (ESS) User
SARCF SAP Archiving by OpenText – User: Business Expert, Ltd. Professional
SAP Archiving by OpenText – User: Employee, Employee Self Service (ESS)
SARCW
User
SARCF2 SAP Archiving by OpenText
SARCO SAP Archiving by OpenText limited access option
SDOCF2 SAP Document Access by OpenText
SDOCO SAP Document Access by OpenText limited access option

19.2 Prerequisites
To use the Extended ECM for SAP Solutions license measurement, you must do the
following:
1. On the SAP system, create roles for each license type that you need with the
authorization object and appropriate license type, and assign them to the users.
2. In Content Server, assign the appropriate license type to the users of Extended
ECM for SAP Solutions. For example, a user who rarely needs to work with
business workspaces needs a different license than users that daily work with
19.3 Preparing license measurement on the SAP

system
To prepare your SAP system for license measurement of OpenText products and
integrate into SAP System Measurement (transaction USMM), you must maintain
system measurement tables. You must also create special business roles that contain
an authorization object for measurement.
19.3.1 Setting up users for measurement

You need the following users for license measurement with the respective
authorizations objects.

19.3. Preparing license measurement on the SAP system
User type Authorization objects

User who runs license measurement on and • S_TCODE
for the local system
TCD = /OTX/LICENSE, SLG1, SM36,
SM37
• S_BTCH_JOB
JOBACTION, JOBGROUP
enabled to your requirement
• S_GUI
ACTVT = 61
to enable generic ALV functions for /
otx/license
• S_USER_GRP
ACTVT = 03
CLASS = *
to fully use transaction /otx/license
and its function (see also documentation
for transaction USMM)
• S_APPL_LOG
ACTVT = 03, 06
ALG_OBJECT = /OTX/CL
ALG_SUBOBJ = /OTX/CL, /OTX/
CL_RM
to enable the user to read the application
log
• S_BDS_DS
ACTVT = 03
CLASSNAME = DEVC_STXD_BITMAP
CLASSTYPE = OT
to allow access to images inside the PDF
output of the license report
Communication user who is called via RFC • S_RFC
from a central license measurement system
ACTVT = 16
RFC_NAME = CL_TRANS, RM_LIC_RFC
RFC_TYPE = FUGR
to allow this user to call the RFC enabled
functions of these function groups

User type Authorization objects

User who runs license measurement on the All of the above and the following:
central license measurement system which • S_ICF
calls remote SAP systems
ICF_FIELD = DEST
ICF_VALUE = <value of field
Authorization for Destination in
the RFC destination>
• S_RFC_ADM
ACTVT = 03
The other fields may differ depending on
how restricted your setup your
environment.
user who runs a license measurement needs a business role with the following
authorization objects:
To set up a user for measurement:
1. Start transaction pfcg to assign the authorization role.
2. Create a role for a user who runs license measurement according to the
information given in the table above.
3. On the systems which are called via RFC, create a role for communication users
who are called via RFC from a central license measurement system.
19.3.2 Maintaining measurement tables

OpenText provides three function modules for the integration into SAP System
Measurement:
• /OTX/CL_GLAS_DOCUMENT_ACCESS - integration function for Document

Access
• /OTX/CL_GLAS_ARCHIVING - integration function for Archiving
• /OTX/RM_LIC_GLAS_XECM - integration function for Extended ECM
The function modules provide the following:
• Writing status, warning and error messages to application log object SLG1.
If validation issues have been found, this shows as a warning message in the log
of each function. You then must check the more detailed license report in
transaction /otx/license.
• Each function module contains an external ID referring to the related application/
product.
• The function modules call a central method of the OpenText license evaluation to
calculate the license counts.

19.3. Preparing license measurement on the SAP system
To maintain SAP System Measurement tables:
• Start transaction SM30 to add the following tables:
TUAPP (Applications for System Measurement)

Add entries for OpenText applications to the TUAPP table.
Important
Add the following entries only if you purchased your licenses from
SAP. If you purchased your licenses directly from OpenText, set
Call? = false for all these entries.
App. Version Name of Function PeriodType Call?

Application module
name
1140 0 SAP /OTX/ No period true
Archiving CL_GLAS_ assigned
by ARCHIVIN
OpenText G
1144 0 SAP /OTX/ No period true
Document CL_GLAS_ assigned
Access by DOCUMEN
OpenText T_ACCESS
1154 0 SAP Ext. /OTX/ No period true
Enterprise RM_LIC_G assigned
Content LAS_XECM
Mgmt by
OT

TUUNT (Units for System Measurement Objects)

Add the following units for the measurement of OpenText applications to
the TUUNT table.
Unit Measurement
1140 OT: Licensed User: Buss. Expert, Ltd Pro
1141 OT: Licensed User: Employee, ESS User
1144 OT: Licensed User: Buss. Expert, Ltd Pro
1145 OT: Licensed User: Employee, ESS User
1152 OT: User limited access option
1154 OT: User

19.4. Preparing license measurement on Content Server
19.4 Preparing license measurement on Content

Server
On Content Server, you must do the following to enable license measurement:
• Assign a license type to a user or a group
• Grant the permission to access business workspaces
• For the authentication of this connection, OTDS is required.
To assign a license type to a user or group in Content Server:

1. In Content Server Administration page, click Enterprise > Users & Groups to
open the Content Server user management.
2. Find the user or group that you want to edit.
3. From the Extended ECM License list, select a license type.
Note: If there are conflicting license assignments for users, because one of
their groups has a different type, the most comprehensive license type is
counted.

To grant usage privileges for licensing:
Only users with the Access Business Workspaces privilege can access business
workspaces. Each time a user with this privilege accesses business workspace is
counted for the license measurement.

2. Edit the restrictions for the usage privilege Extended ECM Operation > Access
Business Workspaces (Mandatory for Licensing) according to your license
model. Mismatches between granted privileges and license type assignment are
displayed in the report.
19.5 Running license measurement

OpenText License Management provides different modes in which you can
configure and run the measurement. You can switch between these modes during
configuration if necessary.
Note: The SAP administrator who runs the license measurement has
administration rights in Content Server.
Standard Mode
Use standard mode for a simple scenario:
• The SAP client on which you run the license dashboard is the only system
that is being measured.
• The Content Server instance that is being measured is customized in the IMG
activity OpenText Extended ECM for SAP Solutions > Infrastructure >
Maintain Extended ECM Connections. You can select a Content Server if
more than one is configured.
Expert Mode
Use the expert mode for an system measurement of more than one SAP client
and possibly more Content Server installations.
You can use expert mode to include Content Servers that are connected to a
remote SAP system.

19.5. Running license measurement
19.5.1 Running in standard mode

Standard mode only uses the SAP system on which you started the license
measurement. All other SAP servers that you might have configured in expert mode
will be deactivated.
To run license measurement in standard mode:
1. Start transaction /OTX/LICENSE.

OpenText License Measurement Cockpit starts in standard mode.
2. Maintain OpenText Archives on this SAP Server

In the list of content repositories on this SAP server, you can select which
repository is used as an OpenText Archive. Access permissions for the
OpenText archives are used to validate license types. This setting is valid for all
clients on this server.

Note: OpenText Archives must be maintained on each remote SAP system

that you include in your measurement.
This section is only visible if Extended ECM is installed and Connection IDs are
maintained in the IMG activity.
Save your settings.
3. OpenText Products Sold by SAP That Have Been Licensed: Select if you
licensed OpenText Employee File Management (EFM) or OpenText Travel
Receipts Management for SAP Solutions (TRM). When you selected an option,
DocuLink projects that are recognized as EFM or TRM projects are ignored
when validating access permissions to DocuLink. In any case, TRM or EFM
DocuLink projects are listed in the license report.
Note: These licensed OpenText products must be maintained on each

remote SAP system that you include in your measurement.
Save your settings.
4. Include OpenText Content Server: Select an option from the list of available
Content Servers. This list contains entries that are maintained in the IMG
activity OpenText Extended ECM for SAP Solutions > Infrastructure >
Maintain Extended ECM Connections.
Save your settings.
5. Click Start License Measurement and confirm the creation of the background
job.
The Status section informs you about the status of the measurement. Click
Refresh to update the status. If the measurement was performed without errors,
click Display Latest License Report to view the report.
For more information, see “Understanding the consolidated measurement
results” on page 364.
19.5.2 Running in expert mode

You can use expert mode if you want to include other clients on the same SAP
system or remote SAP systems into the measurement. These SAP systems are
connected via RFC. Content Servers that are connected to these SAP systems can
also be included in the measurement.
In expert mode, you have the following options how license data is retrieved for
consolidation:
• Direct transfer through RFC connection. The remote system must be available
during the measurement.
• Export an XML file from the remote SAP system and import it to the license
measurement cockpit inbox. Use this option if the remote system is not available
during measurement. You can either create and export file manually on the

remote system, save it to a disc, and then upload it to the measuring system, or
you can retrieve the export file through the RFC connection. In both cases, you
must make sure that the age of the retrieved license data does not exceed the
maximum age that you set for license data.
• Content Server connected to an SAP system.
To run license measurement in expert mode:
1. Start License Measurement Cockpit with transaction /OTX/LICENSE.

OpenText License Measurement Cockpit starts in standard mode.
2. Click Change to Expert Mode.
Click Always Start in Expert Mode if you want this option.
3. Maintain OpenText archives and product exclusions.
On the Preparation of SAP System tab, you can identify OpenText archives and
define which products you want to exclude from measurement.
a. Maintain OpenText Archives on this SAP Server

In the list of content repositories on this SAP server, you can select which
repository is used as an OpenText Archive. Access permissions for the
OpenText archives are used to validate license types. This setting is valid
for all clients on this server.
Note: OpenText Archives must be maintained on each remote SAP

system that you include in your measurement.
This section is only visible if Extended ECM is installed and Connection IDs
are maintained in the IMG activity.
Save your settings.
b. OpenText Products Sold by SAP That Have Been Licensed: Select if you
licensed OpenText Employee File Management (EFM) or OpenText Travel
Receipts Management for SAP Solutions (TRM). When you selected an
option, DocuLink projects that are recognized as EFM or TRM projects are
ignored when validating access permissions to DocuLink. In any case, TRM
or EFM DocuLink projects are listed in the license report.
Note: These licensed OpenText products must be maintained on each

remote SAP system that you include in your measurement.
Save your settings.

4. Define systems that you want to measure
On the Server and Inbox Measurement tab, you maintain all SAP systems and
Content Servers that are part of your system landscape and that you want to
measure. For each measurement, you can decide which systems you want to
include in that run. You can activate systems that are currently used and
deactivate systems that you currently do not need.

Note: If there are no active or inactive SAP systems maintained, at least

the SAP system from which you are running the license measurement will
be entered after a refresh.
Server is a SAP system
Server is a Content Server connected to the SAP system
View active / inactive systems

Toggle between active and inactive SAP clients and Content Severs
Activate / deactivate
Activate or deactivate an SAP client or a Content Server. Inactive systems
are only visible in the list of inactive systems. They are not deleted,
though. Measurement data that has been uploaded to the inbox for that
system, is invisible when the system is inactive. It is available again once
you activate the system.
New system
Create a system connection manually. Alternatively, create a destination
through an RFC destination.
For this, you need the following information. Most of the SAP related
information are available in transaction SLICENSE. Content Server related
information are taken from the Maintain Extended ECM Connections
IMG activity.
• SAP system number, installation number, hardware key, and client

• Server type C for Content Server or S for SAP system
• If the system type is C, provide the Connection ID as configured in the
IMG of that system as well a connection information and the RFC
destination.
New system with RFC connection

Add a SAP server or Content Server through an RFC destination.
You can use transaction SM59 to define a new RFC connection with
connection type 3.
If you entered an empty RFC destination, it will be replaced by RFC
destination NONE, which connects to the current SAP client.

Edit entry
Edit an entry.
Set maximum age

Set the tolerable age in days of the uploaded measurement data. Data that
is older than this age, is not included in the measurement. This also
applies to manually uploaded data.
Change RFC destination

Change the RFC connection for one or more active systems
Delete selected entries

Delete a system entry. You can only delete inactive systems. Deleting an
inactive system also deletes corresponding data from the inbox.
5. Provide measurement data.

You can define how the measurement data is provided by the active systems:
• Automatic file transfer: An export file must be prepared on the remote

system. It must not be older than the maximum age you defined. The remote
system must be available and connected. The export file will then be
transferred to the inbox.
• Manual file transfer: The remote system must be in the list of active systems.
An export file must be prepared on the remote system. It must be exported
and it must be available on a disk or file system.
Enable or disable RFC connection

Enable or disable automatic import of measurement data during the
license measurement. You can disable an RFC connection for a
measurement and use manually imported license data from an exported
XML file instead. Nevertheless, the system must remain active in License
Measurement Cockpit. Only active systems are included in a license
measurement, regardless of the status of the RFC connection.
Upload from file system

Select an active system and upload a file with measurement data to the
inbox of the License Measurement Cockpit. The remote system needs not
be connected through RFC connection. You must have exported the
measurement data first on the remote system. For more information, see
“Creating an export file with license data” on page 363.

If the uploaded measurement data origins from a Content Server,

you must upload two files in a specific order. The file type is part of
the file name, if you did not change the name during export.
1. File of file type CL
2. File of file type CU
Upload via RFC

Select an active system and import measurement data to the inbox of the
License Measurement Cockpit. The remote system must be connected
through RFC. This action is implicitly carried out when you start a license
measurement run. You can use this manual step for a better monitoring.
Export to file system

Create an export file with license measurement data. For more
information, see “Creating an export file with license data” on page 363.
6. Start License Measurement
a. Click Start License Measurement.
b. Confirm that you want to start a background job for this. While the
background job is running, License Measurement Cockpit is locked for
other activities.
You can use transaction SM37 to monitor the background job. The status of
the background job is also displayed in the title bar of the inbox.
c. Click Refresh to refresh the status.
7. View measurement results.

After the measurement run is finished, you can view the result.
a. Click Display Latest License Report to open the latest report in PDF
format.
Note: This is not necessarily a report of the most recent measurement

if this ended with errors. It is the report of the last measurement that
ended without errors.
b. Open the Status and Results tab to view a consolidated measurement

grouped by license type. For more information, see “License types”
on page 349. You can print the table, save, export or send it .
c. Open the Consolidated Users tab to view a consolidated list of users from
all systems. For more information, see “Understanding the consolidated
measurement results” on page 364.

19.6. Creating an export file with license data
19.6 Creating an export file with license data

If you want to measure a system that will not be available through an RFC
connection during the actual measurement, you can export the measurement data
from that system to a file and then import this file to the measuring system.
When you create the export file, the remote system must be available through an
RFC connection. The export file will first be uploaded to the inbox and then can be
saved to the local file system.
File types - Measurement data for an SAP system consists of one XML file of file
type SA. Measurement data of a Content Server consists of two files: Content Server
license info of file type CL and Content Server users list of file type CU.
Tip: If the measured system has no connection to the system where you are
going to do the actual measurement, and you cannot create the export file from
remote, you can do the following: In the License Measurement Cockpit of the
measured system, create an entry for an active SAP Client, and then create the
export file and save it to the file system or portable disk. Then import it to the
inbox of the measuring system.
To export a license measurement file:
1. Start License Measurement Cockpit with transaction /OTX/LICENSE.

License Measurement Cockpit starts in standard mode.
2. Click Change to Expert Mode.
3. Select the system, for which you want to create the export file.
4. Click Start License Measurement. License measurement must end without

errors before you can export the file.
5. On the Servers and Inbox for Measurement tab, click Export to File
System.
6. Click Yes to confirm the export.

The export file is created and uploaded to the inbox of the License Measurement
Cockpit. A message box informs you about it.
7. After the import, select a directory to save the export file to.
If you exported measurement data from a Content Server, two files are saved:
First a file of file type CL with the Content Server license, and immediately after
that a file of file type CU with user information.

19.7 Understanding the consolidated measurement

results
You can view the results of the license measurement on different levels:
Overview list
On the Status and Result tab, you see the results of the consolidated measurement.
Total number or users, grouped by license type.
Compressed list
On the Consolidated Users tab, you see the Compressed User List of
Consolidation. Users from the measured systems are grouped to unique ID's and
properties. Duplicate users were identified by matching login names. Partition
suffixes of Content Server logins are ignored so that they match the SAP user IDs.
Example: User login on the SAP system is PETER, and user login on Content Server is
peter@partition. Both logins are consolidated into one count.

19.8. Understanding and resolving licensing issues
The yellow status icon indicates inconsistencies or mismatches in license type

assignment. For more information, see “Understanding and resolving licensing
issues” on page 365.
Column Count of grouped user IDs contains the number of different logins from
the measured systems that were mapped to one entry in the compressed user list.
Complete list
Click Change view and select Grouped users to view the Complete User List of all
Measured Systems.
Important
If the source system is an SAP Client users with classification types T for
technical users and X for specifically excluded users were not transferred.
Also not transferred are users with invalid Valid from or Valid To dates in
the user management.
Aside from detailed information about the measured system and the user, this list
also contains license type information and the number of days in which the user has
used functions of Archiving, Document Access or Extended ECM. This information
is relevant for users with a license type for occasional users. If this number exceeds
52, an issue is displayed.
19.8 Understanding and resolving licensing issues

The license evaluation focusses on issues where a license type assignment is
technically inconsistent or insufficient.

19.8.1 Validation issues after consolidation

Validation issues types CA_ARCH, CA_DACC, CA_XECM
This is the same as types CA (Table 19-3) and XEXM_NO_LICENSE (Section 19.8.3).
User has permissions to access features of Archiving, Document Access or Extended

ECM but has not sufficient license types.
In single source systems, a license type of Extended ECM is sufficient for usage of
Archiving, Document Access or Extended ECM; a license type for Document Access
is also sufficient for usage of Archiving.
Validation issues type CO_TRUE

See types CO (Table 19-4) and XECM_MAX_ACCESS_EXCEEDED (Section 19.8.3).
At least in one of the measured systems, the user has accessed Archiving, Document
Access or Extended ECM functions on more than 52 days in the past year but none
of his license types is sufficient.
Validation issue type CL

License types sold by OpenText (type O) are mixed with license types of SAP
reselling (type S).
The license type is assigned to SAP logins by roles. Due to the role assignment, it can
occur that a role related to more than one license type is assigned to a user login.
Validation issue type CL occurs if licenses sold by OpenText and SAP are maintained
at the same time for the same user login and client.
In this case, the license type of the highest priority is preferred:
• Extended ECM > Document Access > Archiving
• Full > Occasional > Web
• Professional > ESS, Employee
• License sold by SAP > sold by OpenText
Table 19-2: Users with an OpenText license and an SAP license
ID Description
CL Users with an OpenText license and an SAP
license

Important
As the consolidation merges data of duplicate users, it may be that in some
cases issues that were seen in the single source systems disappear. In other
cases, it may be that new issues are raised.
Example: Content Server user hmueller@ECM has no license type assigned and issue
XECM_NO_LICENSE was indicated.
SAP user hmueller has license type SXECMF Extended ECM Full User sold by SAP and issue
CL was found.
After consolidation, both user entries were identified to belong to the same person. The
resulting license type of this unique user is SXECMF. Therefore the issue XECM_NO_LICENSE
is no longer valid, which means that issue CA_XECM will not be raised for that unique ID. But
issue CL persists and is indicated as the inconsistency between seller models could still be a
source of error.
19.8.2 Validation issues types on the SAP system

OpenText license measurement checks if the maintained data is consistent. The
system gathers this information for each user in each client and collects counts. If
inconsistent data occur, a validation issue is counted. The validation issue counts are
listed in the OpenText license report. The report lists different types of validation
issues. Details on user level are shown in the list of evaluated users.
Only validation issues of valid dialog users are counted.
Validation issue type CA

User has access permissions to Archiving, Document Access or Extended ECM but
either no or a an insufficient license type was assigned to this user.
For each user, the license type of the highest priority is obtained from the values of
authorization object J_6NLC_TYP authorization object assigned to this user:
In addition, the program checks for access permissions of the user based on other
authorization objects:
• Archiving - S_WFAR_OBJ, S_WFAR_PRI
• Document Access - J_6NG_DATA (EFM, TRM projects excluded if licensing flags
for EFM and TRM are set), J_6NRL_SEA
• Extended ECM - J_6NRL_DOL, J_6NRL_WSC
The following results cause a validation issue:

• if the user is allowed to access a product but the maintained license type is not
sufficient.
• if no license type was maintained for a user.

• if only the wildcard value * is assigned as a license type to a user.
Table 19-3: CA: Maintained OpenText license is not sufficient compared to

license required by access permissions
ID Maintained license type Required product license

ARCH No OpenText license type OpenText Archiving or
maintained SAP Archiving by OpenText
DACC No OpenText license type OpenText Document Access
maintained or
SAP Document Access by
OpenText
XECM No OpenText license type OpenText Extended ECM or
maintained SAP Extended ECM by
OpenText
XECMALL Only wildcard values are OpenText Extended ECM or
maintained for OpenText SAP Extended ECM by
license type OpenText
XECMOARCF OpenText Archiving – Full OpenText Extended ECM or
Named User SAP Extended ECM by
OpenText
XECMOARCW OpenText Archiving – Web OpenText Extended ECM or
Named User SAP Extended ECM by
OpenText
Validation issue type CO

User has an “occasional” license type but has accessed Archiving, Document Access
or Extended ECM functions on the SAP system on more than 52 days in the past
year.
License types for occasional usage are maintained when a user is accessing OpenText
applications only occasionally. This concerns, for example, ESS usage, usage as
Employee, or Web usage.
For license measurement, the maintained license type set in authorization object
J_6NLC_TYP is counted. At the same time, the access log entries not older than the
current date -1 year are cross checked in table /OTX/CL_T_ACCESS.
If the count of entries for a user login in a client is greater than 52, and the license
type is classified as a type for occasional usage, this causes a validation issue of type
CO.

Table 19-4: CO: Users with occasional license used the product on more than
52 days per year
ID Description
OARCO OpenText Archiving – Occasional User
OARCW OpenText Archiving – Web Named User
SARCW SAP Archiving by OpenText – User:
Employee, ESS User
Validation issue type CL

reselling (type S).
The license type is assigned to SAP logins by roles. Due to the role assignment, it can
occur that a role related to more than one license type is assigned to a user login.
Validation issue type CL occurs if licenses sold by OpenText and SAP are maintained
at the same time for the same user login and client.
In this case, the license type of the highest priority is preferred:

• Professional > ESS, Employee
• License sold by SAP > sold by OpenText
Table 19-5: Users with an OpenText license and an SAP license
ID Description
CL Users with an OpenText license and an SAP
license
Log table /OTX/CL_T_ACCESS
The log table /OTX/CL_T_ACCESS stores information on daily access to

OpenText ABAP applications per client and user. This data is used in the
license validation. The entries of the table are written by applications
DocuLink, Business Content, Imaging Integration, FullText search, Forms
Management and DesktopLink. Occasional users are entitled to use OpenText
applications up to 52 days/year.
Data older than one year is not required and can be regularly deleted.
To delete log entries older than one year, run transaction se38 to start the
program /OTX/CL_MAINTAIN_ACCESS_LOG. It checks for ACTVT = 03 of
authorization object S_USER_GRP.

The data of this log table has no further relevance beyond license validation.
19.8.3 Validation issue types on Content Server

If on Content Server license types are assigned by group assignment, users can have
more than one license type assignment. If multiple license types are assigned to on
user, the most comprehensive license type is used.
XECM_NO_LICENSE
User has access permissions to use Extended ECM features on Content Server but
has no sufficient license type.
Similar issue on SAP side is CA (Table 19-3) with ACCESS_TYPE = XECM.
XECM_MAX_ACCESS_EXCEEDED
User has an “occasional” license type but has accessed Extended ECM functions on
Content Server on more than 52 days in the past year.
Similar issue on SAP side is CO (Table 19-4).
XECM_MULTIPLE_SELLERS
reselling (type S).
Similar issue on SAP side is CL (Table 19-5).

Chapter 20
Transporting configuration objects
New: You can now transport business object types using the Content Server
Transport Warehouse.
You can use Content Server Transport Warehouse to transport one Extended ECM
for SAP Solutions configuration from one Content Server installation to another, for
example if you are using development, test and productive systems.
• Categories, classifications and folders
• Workspace types and variables for group replacement
• Workspace templates including workspace hierarchies, if available
• Unique names and unique name groups
• Business object types
For more information about the Transport Warehouse, see the Content Server online
help.
20.1 Importing a configuration from Extended ECM 16

Transporting Connected Workspaces configurations changed with version 16.2: it
now uses Content Server Transport Warehouse. However, you can still import
configurations that have been exported on a system with version 16.
To import a Connected Workspaces 16 configuration on Content Server:
1. On the Content Server Administration page, click Connected Workspaces >

Import Configuration.
2. On the following page, click Import Configuration.
3. Select the transport file from your local file system.
4. Click Preview. The transport file is checked and you can preview everything
that is going to be imported and where. Errors and warnings are also displayed.

Chapter 20 Transporting configuration objects
ID Mapping
Contains all node IDs that have been found in the transport file, for example
for classifications, or for categories that are used for the location or the
workspace name. If the target system contains nodes with the same name as
the source system, they are prefilled with that suggestion. You can change
the node.
Workspace Types, Business Object Types, Unique Names, Variable

Definitions
If workspace types, business object types, unique names and variable
definitions are part of the export, they are listed in these sections. You can
see what data is being imported, if workspace types or business object types
are created or updated.
5. Resolve the inconsistencies in the mapping:
a. Click Select to map another node. These settings are buffered and used
when you refresh the preview or start the import. Alternatively, edit the
transport file and save it.
b. Click Preview to read the new changes into the preview.
6. When you are satisfied with the import preview, click Import.
A result page informs you in detail about what has been imported.

Chapter 21
Using batch operations
21.1 Content Server: Migrating binders and cases to

business workspaces
You can convert binders and cases in a workspace area into business workspaces. To
do so, you first create a workspace template and other configuration items. Then,
you create a mapping, which defines which binders or cases will be converted and
how the resulting business workspaces will look like. You will then start an agent,
which processes the mappings and creates the actual business workspaces.
You can chose what to convert first, binders or cases. In either case, your scenario
remains fully functional: You can have a business workspace that contains cases,
however you cannot create new cases in it. The same applies to binders that contain
business workspaces, which were converted from cases. You can create new
business workspaces in that binder, but you cannot create anymore cases in this
binder.
21.1.1 Preparing the migration

Before the migration, you must prepare the following:
• Create a workspace type for each binder type (Template Workspace Area) and
for each case type. Define the name generation and extend categories, if
necessary.
• Create a perspective for the workspace type to display the content sections and
attributes
• Copy the binder or case template to a workspace template. For more information,
see “Converting a binder or case template to a workspace template”
on page 374.
• If the binders or cases allowed nesting, configure the workspace hierarchies
accordingly. The workspace template, which replaces binders, needs a child
classification for the former case type.

Chapter 21 Using batch operations
21.1.2 Converting a binder or case template to a workspace

template
You can convert templates for cases and binders to a workspace template.
Technically, you clone the case/binder template with permissions, hierarchies and
categories, and then convert it to a workspace template. The original template
remains as it was.
To convert a binder or case template to a workspace template:
2. Find the binder/case template that you want to convert. You cannot convert
templates that contain nested binders or cases.
3. From the function menu, select Copy to Workspace Template
4. In the following screen, enter the following information:
• Area: Template Workspace Area for which the case or binder template was
available. For more information about areas, see Section 6 “Administering
Template Workspaces Areas” in OpenText Template Workspaces - Installation
and Administration Guide (LLESCSB-IGD).
• Workspace Type Path: Workspace type for the new workspace template
• New Name: Name for the workspace template. You can enter a new name
or leave the suggested name, which has this format: <Name of the binder/
case template> <Name of workspace type selected>.
A new workspace template is created with the settings of the binder or case
template. Permission inheritance is set to Merge With Creation Location if you
did not select any area, or if the respective subtype of the selected area has this
value. For more information, see “Defining permission handling for business
workspace templates” on page 100.
The old template remains unchanged.
21.1.3 Mapping binders and cases to workspace templates

Before you can start a migration process, you must define, which binders and cases
you want to be converted to which type of workspace. You can define such a
mapping now and run it at a later time. With the status of a mapping you can
control whether it can be processed or not.
To create a migration mapping:

Migration Administration > Mappings.
2. For each migration mapping, enter the following information:
• Area: Workspace Area for which this binder and case is valid.

21.1. Content Server: Migrating binders and cases to business workspaces
• Path: Path to a folder, binder or case, which contains items that you want to
migrate.
• Object Type: A Content Server Object Type
• Business Workspace Template: Workspace template that will be applied to

the migrated workspaces
• Status: Status of the migration mapping
• Open: You are still working on it, the mapping will not be processed.
• Active: The mapping will be processed. To start the migration, see
“Running and monitoring a migration process” on page 375.
• In Progress: The mapping is currently being processed.
• Completed: The agent processed all binders and cases. For a detailed
result and possible errors, see “Running and monitoring a migration
process” on page 375.
3. Click the Add Mapping button to add another row.
4. Click Update to save your mappings.
21.1.4 Running and monitoring a migration process

Mappings in Active status can be processed. You start the processing agent
manually and monitor its progress.
To run a migration process:

Migration Administration > Executing and Tracking.
2. Batch Size: Enter how many binders and cases you want to process in one
batch. If an error occurs, the process stops this batch and continues with the
next batch.
3. Click Run Agent Now.

The agent starts processing all active migration mappings. You can monitor the
progress in the tables on that page.
4. Select an option from the Refresh list to update the result lists.
The Overall Migration Status shows the sum of all migrated binders and cases. The
Migration Status table details this information per migration mapping. If an error
occurs, check the log file for more information. The log files are located in <OpenText
home>\logs\migration_logs\. If an error occurs during migration, it will be
always logged even if logging is turned off. You can filter the Migration Status
table, for example, to see only the entries of the last seven days. You can also sort the
table by creation date.

21.1.5 Configuring log settings for the migration

You can set the log level for the migration. You may want to have a more detailed
log level for testing and debugging. For mass migration you may want to reduce the
log level for a better performance.
To set the log level for the migration:

Migration Administration > Settings.
2. Select the required log level.
• OFF: Disables logging for Content Server. Nevertheless, error in migration

will always be logged.
• WARN: Provides minimal logging for Content Server
• INFO: Provides basic logging for Content Server
• DEBUG: Provides verbose logging for Content Server
• TRACE: Most elaborate logging
3. Click Submit.
Once the migration starts, you can see log files under in <OpenText home>\logs\
migration_logs\.
21.2 SAP: Creating or updating business workspaces

using batch operations
Usually, business workspaces are created or updated automatically triggered by an
event or manually by users. However, in special cases you may wish to create or
update a series of business workspaces in one go. This can be done by generating an
SAP report for the respective business object type and using this report to create the
workspaces in Content Server.
Important
The business object declaration must be maintained before the report can be
executed; see also “Creating a business object declaration in SAP”
on page 44.
The search help, which is configured in the business object declaration, must
not have a Search Help exit. Search helps with search help exits are not
supported for batch creation.
Prerequisites
• The OTEXRL software component and the OTX namespace must be set to
modifiable using the SE03 transaction.
• Your SAP user must be registered as a developer.

21.2. SAP: Creating or updating business workspaces using batch operations
To create workspaces in batch operation:
1. Generate the report for the batch declaration:
a. Enter /n/OTX/RM_WSC_GEN to run the report.

b. Select an appropriate SAP business object in the Object Type field.
c. Click Execute.
The generated report has the name /OTX/RM_WSC_CREATE_<business
object>; by default it is added to the /OTX/RM_WSCG package and inserted
in a transport request.
2. Run the report that you created to actually generate the workspaces:
a. Start the SA38 transaction.

b. Run the created mass report, for example, for equipments /OTX/
RM_WSC_CREATE_EQUI.
c. If required, specify selection criteria.

d. Select Update only to only update existing business workspaces and not
create new business workspaces.
e. Select Simulation to first check the report and see if the report matches
your expectations.
f. Select Asynchronous processing to place the batch declaration in the
asynchronous queue. For more information, see “Creating business
workspaces and declaring document asynchronously” on page 129.
g. Click Execute.
If not simulated, the specified workspaces are created or updated in
Content Server.
• With synchronous processing: errors that may occur are added to the
error queue and logged in the SAP log, which you can access with the

SLG1. At the end, the batch process returns status and error information
for each workspace that was or was not created.
• With asynchronous processing: the asynchronous queue processes the
batch declaration, status information and errors are logged there as
well. For more information, see “Monitoring the asynchronous queue”
on page 133.
Special case: Composite business workspaces

If you are creating composite business workspaces in a batch operation you must
first create the parent business workspaces, as they are the location for the respective
child business workspaces. The location where child business workspaces are
created is always controlled by the property provider, regardless of any location
settings you may have entered in the business object declaration of the child. If there
is no business workspace in which a child business workspace can be created, no
child business workspaces are created.
21.3 SAP: Declaring ArchiveLink documents using

batch operations
A batch declaration is required if you have large numbers of already existing
ArchiveLink documents that you want to declare. These documents may have been
created before the Extended ECM for SAP Solutions installation or their document
declaration were not maintained initially. You can chose between synchronous and
asynchronous processing. For more information, see “Creating business workspaces
and declaring document asynchronously” on page 129.
To use a batch declaration for records in synchronous mode:
1. Run the SA38 transaction, enter the report /OTX/RM_MAKE_RECORDS in the

Program field, and click Execute.
Alternatively, start the /OTX/RMMIG transaction.
2. Enter the respective parameters to select the required ArchiveLink entries.

21.3. SAP: Declaring ArchiveLink documents using batch operations
3. Select the Update properties check box to update ArchiveLink entries that have
already been declared.
Note: The document name must be unique in order to avoid name

collisions during the batch process. Such a unique title template could be,
for example, Declaration ID [ArchiveLink.Storage Date] -
[ArchiveLink.Document ID]. For more information, see “SAP: Creating
a document declaration” on page 196.
Tip: If you selected a large amount of data, run the report in the
background using the Execute in Background command from the
Program menu.
4. Click Execute.
To use a batch declaration for records in asynchronous mode:
1. Run the SA38 transaction, enter the report /OTX/RM_MAKE_RECORDS_ASYNC in

the Program field, and click Execute.

2. Enter the respective parameters to select the required ArchiveLink entries.

3. Select the processing priority in the declaration queue.
4. Select the Run in test mode to simulate the declaration.
Note: The document name must be unique in order to avoid name

collisions during the batch process. Such a unique title template could be,
for example, Declaration ID [ArchiveLink.Storage Date] -
[ArchiveLink.Document ID]. For more information, see “SAP: Creating
a document declaration” on page 196.
5. Click Execute.

21.4. SAP: Declaring print list records using batch operations
The output shows ArchiveLink entries that have been placed in the asynchronous
queue. Green indicates that an entry in the asynchronous queue has been created.
You can use the asynchronous queue to monitor the actual processing of the
declaration. For more information, see “Monitoring the asynchronous queue”
on page 133.
The following parameters are displayed:
BLOCK NUM
ArchiveLink entries are declared in blocks; this is the block number.
BLOCK IDX
The number within a block.
Message
Error message for an ArchiveLink entry.
21.4 SAP: Declaring print list records using batch

operations
A batch declaration is available if you want to declare existing print lists for
archiving purposes.
To use a batch declaration for print list records:
1. Start the /OTX/RMMIGPRINTL transaction.

Alternatively, run the SA38 transaction, enter the report /OTX/
RM_MAKE_RECORDS_PRINTLIST in the Program field and click Execute.
2. Enter the respective parameters to select the required entries.
3. Select the Update properties check box to update entries that have already been
declared.

Tip: If you selected a large amount of data, run the report in the
background using the Execute in Background command from the
Program menu.
4. Click Execute.
The corresponding spool request (the output of report /OTX/

RM_MAKE_RECORDS_PRINTLIST) may look like this:
The output shows the processed entries; icons signal the result of the declaration.
Entries which are ignored are already records.
The following parameters are displayed:
BLOCK NUM
Entries are declared in blocks; this is the block number.
BLOCK IDX
The number within a block.
Message
Error message for an entry.
A summary on the processed entries is given at the end of the output.
21.5 SAP: Monitoring batch processing jobs

You can monitor batch jobs for creating or updating business workspaces, and
declaring ArchiveLink documents and print lists in the /OTX/RMMON transaction.
Note: If you used asynchronous processing for the batch job, you must use the
asynchronous queue monitor. For more information, see “Monitoring the
asynchronous queue” on page 133.
To monitor batch processing jobs:
1. Start the /OTX/RMMON transaction.

21.5. SAP: Monitoring batch processing jobs
2. In the Monitoring of document and workspace processing jobs dialog, enter

parameter to filter the list of jobs.
3. Click Execute.
Besides the standard SAP job attributes the number of processed entries, their
process status and the current declaration rate/minute are tracked. These values
are updated during the job execution. Click Refresh to display the most current
values.
4. Click Job Details to access the SAP standard job overview, job log and spool
functions.
5. If required, click Delete Job to delete the monitoring entries.

21.6 SAP: Scheduling jobs for removing deleted

records
The report /OTX/RM_REMOVE_LINKS deletes ArchiveLink entries for documents that
no longer exist in Content Server. For more information, see
For the report to run, you must select the Delete notifications option in your
Enterprise Library application. For more information, see Section 24.4 “Creating an
Enterprise Library application” in OpenText Extended ECM for SAP Solutions -
You can schedule the /OTX/RM_REMOVE_LINKS report according to your needs.

Depending on the dispositions on your system, you can run the report periodically,
or only manually and occasionally.
To schedule a job:
1. Navigate to the Extended ECM > Document (ArchiveLink) ... > Schedule Job
Removing Deleted Records activity and click Execute.
2. Define the job and schedule it. Create a variant for each connection ID.

21.6. SAP: Scheduling jobs for removing deleted records
3. Click Step.
4. Enter the value /OTX/RM_REMOVE_LINKS in the Name field of the ABAP

program group.
5. Click Save.

Chapter 22
Analyzing and troubleshooting
22.1 Analyzing the SAP system

22.1.1 Understanding the SAP Diagnostic Program
You can use the Diagnostic Program to analyze your installation.
Important
You can run the infrastructure diagnostic program after specifying at least
the Extended ECM connection in the Infrastructure section of the IMG.
The diagnostic program is aimed at two different target groups:

• The Infrastructure part is for technical consultants who set up the connection
between the SAP system and the OpenText servers. The report contains the
following types of information: the connection to Content Server, Web service
communication such as logical ports, the OTDS service or HTML controls.
• The Extended ECM part contains the infrastructure information in addition to
information about the customizing, like business object declarations, document
declarations, or item types.
This information only displays if you start the activity from OpenText Extended
ECM for SAP Solutions > Extended ECM > Diagnostic Program.
A green light icon indicates that everything is in order. For checks with a red light
icon, a recommendation is displayed. For more information about each check, see
“Understanding the details of the Diagnostic Program” on page 388.
Note: You can also run the Diagnostic Program as a background job.
To run the Diagnostic Program manually:
1. If you are only interested in infrastructure information, in the IMG, navigate to

the OpenText Extended ECM for SAP Solutions > Infrastructure > Diagnostic
Program and click Execute.
If you are also interested in the Extended ECM specific information, in the IMG.
navigate to the OpenText Extended ECM for SAP Solutions > Extended ECM
> Diagnostic Program activity.
2. If there is only one Extended ECM connection configured, the diagnosis is
started immediately. If there are more connections configured, perform the
following steps, enter the connection ID.
3. Click Execute.

Chapter 22 Analyzing and troubleshooting
22.1.2 Understanding the details of the Diagnostic Program

This section lists the various tests of the Diagnostic Program and refers to sections in
this guide which contain helpful information.
Note: For the Infrastructure part of the Diagnostics Program, see Section 26.1.2
“Understanding the details of the Diagnostic Program” in OpenText Extended
ECM for SAP Solutions - Installation and Upgrade Guide (ERLK-IGD).
BO Declarations
Are there business object Extended ECM > Maintain “Creating a business object
declarations for this Business Object declaration in SAP”
connection ID? Declarations on page 44
Document Declarations

22.1. Analyzing the SAP system
Are there document Extended ECM > Document “SAP: Creating a document
declarations for this (ArchiveLink) ... > Maintain declaration” on page 196
connection ID? Document Declarations
Are there assignments for Extended ECM > Document
these document declarations? (ArchiveLink) ... > Assign
Declaration ID to Object
Type and Document Type
Are there automatic Extended ECM > Document
assignments? (ArchiveLink) ... > Assign
Declaration ID to Object
Type and Document Type
Item Types
Is the “otx.sap.rm.Folder” OpenText Administration Section 24.12.2 “Importing
folder type present? Client > Enterprise Library folder and item type” in
Services server > Enterprise OpenText Extended ECM for
Library Services > SAP Solutions - Installation
Document Model > Folder and Upgrade Guide (ERLK-
Types IGD)
or rather
Does the folder type have a “SAP: Creating an Enterprise
default classification? Library item type and
Is the OpenText Administration additional categories for a
“otx.sap.rm.Document” item Client > Enterprise Library specific property provider”
type present? Services server > Enterprise on page 190
Library Services >
Document Model > Item
Types
Is the
“otx.sap.rm.SystemArchiveLi
nk” item type present?
Is the
“otx.sap.rm.SystemPrintList”
item type present?
Use Widgets in UI “Using the Content Server
Integration Widget“
on page 225
Is the “Support Directory” Infrastructure > Maintain Section 23.2.5 “Maintaining
provided for business objects Extended ECM Connections Extended ECM connections”
declarations using Widgets in OpenText Extended ECM for
in UI? SAP Solutions - Installation
IGD)
Are parameters for Widgets See detailed error message if
available? applicable.
Is the OTDS REST Service
available?

For SAP ERP or SRM only: Is Check if software component “Prerequisites” on page 226
the class SAP_UI is 740 or later.
CL_WD_HTML_ISLAND
available?
For SAP CRM only: Is the “Prerequisites” on page 226
WEBCUIF 701 component
available?
Roles
Does the current SAP user Checks the permissions of Section 23.1.2 “Assigning
have sufficient permissions the current user SAP roles” in OpenText
in SAP to declare records? Extended ECM for SAP
Solutions - Installation and
Upgrade Guide (ERLK-IGD)
Does the current SAP user Checks the permissions of Section 23.1.2 “Assigning
have sufficient permissions the current user SAP roles” in OpenText
in SAP to view record Extended ECM for SAP
details? Solutions - Installation and
Upgrade Guide (ERLK-IGD)
22.1.3 Understanding the Configuration Report

You can use the SAP Configuration Report to summarize your Extended ECM for
SAP Solutions configuration. The report displays system and configuration
parameters coming from customizing transactions and tables. You can use this
information for reference and for debugging. You can export the list to a file.
To run the SAP Configuration Report:
1. In the IMG, navigate to the Extended ECM > Configuration Report activity and
click Execute .
The report opens. You can use standard SAP functions to view details, browse
the report, or filter separate lists in the report.
2. To save the report to a local file in, for example in HTML format or as a
spreadsheet, click Local file ..., and select the format that you want.
22.1.4 Using the Error Queues

Errors occurring during the declaration either of ArchiveLink entries, print lists or
business workspaces are tracked in an error queue. This queue can be accessed with
the following transactions:
/OTX/RMPEQ ArchiveLink entries

/OTX/ Print lists
RMPEQPRINTL

/OTX/ Business workspaces and business attachments. Errors of creating

RM_WSC_PEQ business workspaces in the course of creating a document are written to /
OTX/RMPEQ
All errors that occur during document declaration in batch mode are stored. Also
update declaration errors are tracked. The error queue then allows reprocessing the
entries that failed. Errors that occur during the processing of the asynchronous
queue can be monitored there. They are not logged in an error queue. For more
information about the asynchronous queue, see “Creating business workspaces and
declaring document asynchronously” on page 129.
To open the ArchiveLink records error queue:
1. Start the /OTX/RMPEQ transaction.
2. Restrict the entries to be listed by specifying the required parameters.

In addition to the standard ArchiveLink values you can also enter the user who
failed in the declaration process (Error created by field) and the date of the error
entry (Error created at field).
You may process the records either in the manual or in the automatic mode (see
Step 4):
3. Processing records in manual mode
a. If you want to first have a look at the error entries and afterwards re-
process these entries, select the Process records in manual mode check box
and specify the maximum number of entries in the Hit restriction field.
b. Click Execute.
The Error Queue Management dialog displays the selected entries. In this
manual mode, the number of hits is restricted to the value specified before.

c. Select the entries you want to reprocess and click Re-process.
d. Click Yes.
A result list of the re-processed ArchiveLink entries is displayed.
e. To view the SAP log of the error that caused the entry in the error queue,
click the number in the Log number column.
4. Processing records in automatic mode

Deselect the Process records in manual mode check box and run the report
either in the background or directly.
The result list is the same as in the manual re-processing, with all entries of the
error queue filtered according to your selection mask entries.
To open the print list record error queue (SAP ERP 6.0 only):
1. Start the /OTX/RMPEQPRINTL transaction.


In addition to the standard print list values you can also enter the user who
failed in the declaration process (Error created by field) and the date of the error
entry (Error created at field).
3. You may process the records either in the manual or in the automatic mode:
Proceed as described under Step 3 on page 391 or Step 4 on page 392,
respectively.
To open the business workspaces error queue:

1. Start the /OTX/RM_WSC_PEQ transaction.

In addition to the standard values you can also enter the user who failed in the
declaration process (Error created by field) and the date of the error entry (Error
created at field).
3. You may process the records either in the manual or in the automatic mode:
Proceed as described under Step 3 on page 391 or Step 4 on page 392,
respectively.
4. To view the SAP log of the error that caused the entry in the error queue, click
the number in the Log number column.
22.1.5 Analyzing the application log

Extended ECM for SAP Solutions tracks errors and warning situations in the SAP
standard application log.
The application object for Extended ECM for SAP Solutions is /OTX/RM.
Depending on the scenario, the following subobjects are available:
/OTX/AUTH Authorization check

/OTX/BRUPD Business attachment update
/OTX/CONFIG Configuration
/OTX/DECUI Record declaration UI
/OTX/DISP Disposition report
/OTX/ERRQ Error queue failure
/OTX/GOS GOS attachment list
/OTX/GOSENH Modify GOS items via enhancement
/OTX/GOSMENU GOS menu
/OTX/HTTPSRV HTTP server failure
/OTX/LINKE Link entry changed
/OTX/MIGR Migrate report
/OTX/MIG_IDS Migrate Content Server IDs report
/OTX/RMDOL Content Server Business Attachments
/OTX/RMWSA Workspace Policies
/OTX/RMWSS Business Object Search
/OTX/SEAB Full-text Search Base
/OTX/SEAPI Full-text search API
/OTX/SEARCH Search report
/OTX/SEAX Full-text search connector

/OTX/TEST Test
/OTX/UPD Update events
/OTX/WSSET Read, create, or update business workspace
/OTX/CRM SAP CRM related issues
Note: There are no additional objects or subobjects for an SAP SRM system.
To view the SAP application log:
1. Start the SLG1 transaction.
2. Enter the application object /OTX/RM in the Object field and specify additional
parameters as required. Use a subobject to filter the log.
3. Click Execute.

4. Select a log entry and click Technical Information to display the entry's
technical context information.

In an error situation with a specific ArchiveLink entry, you can view the
property values Client, Object Type, and SAP object ID.
5. Click Detailed Information to show the calls stack where the error or
warning occurred. Expand the selected log entry to get more detailed
information.

6. Double-click on the subentry to show a detailed error message. If available, click

Detailed Information to display the details of the error message.
22.2 Understanding the Content Server System

Report
The Content Server System Report contains extensive details about your Content
Server system.
Tip: Search for the term “Connected Workspaces / Extended ECM

Information” to find information related to Extended ECM for SAP Solutions.
The Content Server System Report contains module specific information in

both the full and the lite version.
For Extended ECM for SAP Solutions, the following information has been added at
the end of the report:
• Enterprise Library Applications

Application ID and volume ID and its status
• OpenText Directory Services
Connection information about OpenText Directory Services, URL of the web
service and the login screen of the Directory Services server.
• Classifications

22.2. Understanding the Content Server System Report
DataID, Name, SubType and detailed information about available classifications.

For more information about classifications, see OpenText Content Server -
Administering Classifications (LLESCLS-H-AGD).
• Document Template Configuration
Document template parameters that have been specified on the Administration
page, presented in a technical format with information, for example, about
managed objects, or the DataID of the classification tree.
• Document Template Volume Information
All templates in the document template volume with detailed information. For
more information, see “Defining a workspace template” on page 94.
• Business Object Configurations
Content of the business object types tables, which contain business object type
information. For more information, see “Configuring business object types”
on page 109.
• Workspace Types table
Content of the OTSAP_REFERENCE_TYPES table which contains information
about workspace types that you defined. For more information, see “Creating a
workspace type” on page 55.
• Connections to Business Applications
Business applications that are connected to Content Server. Connection failures
are also listed. For more information, see the Content Server Administration
help.
• Business Applications Multilingual Information
Multilingual name settings for business applications. For more information, see
“Editing workspace names” on page 71.
• OpenText Imaging Viewers
Configured OpenText Imaging Viewers. For more information, see Section 25.4
“Configuring Imaging viewers ” in OpenText Extended ECM for SAP Solutions -
• Extended ECM Policy Information
All policies that are available. For more information, see OpenText Extended ECM
for SAP Solutions - User Management and Access Control Scenarios (ERLK-CUM).
• Business Object type callback information
Workspace template defined for the business object type when the business
workspace is created from the business application. For more information, see
“Configuring the creation of business workspaces” on page 112.
• Business object type multilingual information
Multilingual business object metadata. For more information, see “Configuring
multilingual metadata languages” on page 54.
• Workspace type multilingual information

Multilingual workspace type names. For more information, see “Editing

workspace names” on page 71.
• Workspace type callback setting information
Location and classification settings for the different workspace types. For more
information, see “Configuring the adding of business objects to Content Server
items” on page 164.
• Business object type property map information
All mappings of business properties to category attributes.
• Business object type property group map information
Mappings or business property groups to category sets.
• Business object type property groups information
Property groups of the different business object types.
• Unique name settings
Unique names that are configured for reference, for example to categories,
folders, or themes.
Tip: You could use this report to compare two system environments, for
example the development system and the production system.
To generate a system report:
1. On the Content Server Administration page, go to Core System - Server

Configuration > System Report.
2. Select either the Lite System Report or the Full System Report option.
3. Click Generate.
Caution
Depending on the size of your system, the Full System Report may take
some time to be generated.
The generated report is a text document, called sysreport.txt, that resides in the
logs directory of your Content Server installation. When you finish generating a
System Report, the file path to the location where the file resides appears in the File
Path section on the Content Server System Report page. You can click the System
Report's link to access the report.
If a System Report has already been generated, a link to the most recently generated
report will appear as part of the header on the System Report page. To get the most
current version of the System Report, you must generate the report again.

22.3. Configuring logging for the Connected Workspaces module
22.3 Configuring logging for the Connected

Workspaces module
You can configure the level of details that should be logged for the Connected
Workspaces module. The messages are written in the thread*.log files of Content
Server. The Connected Workspaces module does not produce a separate general log
file. For more information about logging in Content Server, see Section 1.5.21
“Configuring Server Logging” in OpenText Content Server Admin Online Help - Search
Administration (LLESWBS-H-AGD).
Notes
• To use logging in Content Server in general, you must enable it: On the
Content Server Administration page, click Core System - Server
Configuration > Log Settings, and select log levels, for example, 2 – INFO
for Thread Logs.
• Changing the log level settings does not require a restart of the Content
Server services. You set the logging for the current Content Service instance
not for other instances of the Content Server.
22.4 Creating log files for OpenText Customer

Support
22.4.1 Logging authentication issues
To log authentication issues, you can activate additional authentication logging in
OpenText Administration Client and create a report of the OpenText Directory
Services configuration directly from its LDAP backend. You can use this report
when you report issues to OpenText Customer Support. For more information, see
Section 21 “System Status” in OpenText Directory Services - Installation and
Administration Guide (OTDS-IWC).
To configure authentication logging in Content Server:
1. Open OpenText Administration Client and login to the server where Enterprise
Library Services is installed.
2. Navigate to Enterprise Library Services > Configuration and adjust the
following value:
logging.OTDS.level = TRACE
3. Start the Directory Services web administration client in a web browser. Open
http://<fully_qualified_domain_name_of_server:<port_number/otds-
admin/ and sign in.
4. Sign in as otadmin@otds.admin.
5. From the web administration menu, under the Info heading, click System
Status.

6. On the System Status page, click Download System Configuration Report.

7. The system configuration report downloads to your machine. An information
box displays, depending on your browser settings, that you can click to display
the report.
22.4.2 Generating Content Server log files

If you want to generate log files on a productive system and do not have the option
to restart Content Server and services, you can enable logging on a running system
without any restart. In this case the log file may contain information that is not
needed to analyze a specific error.
If you can stop and restart the system, you can generate a specific log files that
contain exactly the information that OpenText Customer Support needs to analyze
the problem.
To generate Content Server log files without a restart:
• On the Content Server Administration page, click Core System - Server

Configuration > Log Settings, and select a log level for Thread logging, for
example, 3 – DEBUG.
To generate Content Server log files with a restart:
1. Logon to the Content Server server with administrator rights.

3. Stop the following services:
• Content Server (OTCS)

• Content Server Admin (OTCSAdmin)
• Content Server Cluster Agent
4. Stop the Apache Tomcat service from the OTDS, Extended ECM services, and
Enterprise Library service installation.
5. If you wish to keep the existing log files, backup all current log files in the
following directories:
• <Content Server home>\logs

• <Tomcat_home>\logs
6. From the logging directories <Content Server home>\logs and <Tomcat home>
\logs, delete all files, including those in subdirectories of the \logs directories.
Note: Do not delete the logs directory itself; any subdirectories under it
can be deleted.
7. Restart the following services so that the above changes take effect:

22.4. Creating log files for OpenText Customer Support
• Content Server (OTCS)

• Content Server Admin (OTCSAdmin)
• Content Server Cluster Agent
• Apache Tomcat Service

9. Reproduce the errors that you were experiencing.
10. Optional If OpenText Customer Support asked you to generate a Content Server
system report, do it now. For more information, see “Understanding the
Content Server System Report” on page 398.
11. Stop the Content Server (OTCS), Content Server Admin (OTCSAdmin), Content
Server Cluster Agent, and Tomcat services.
12. Go to the <Content Server home>\logs directory and zip all files in there.
13. Go to the<Tomcat home>\logs directory and zip all files in there.
14. Reset the original logging settings. On the Content Server Administration page,
click Core System – Server Configuration > Log Settings and set the log level.
15. Restart the Content Server (OTCS), Content Server Admin (OTCSAdmin) and
Tomcat services.
16. Contact OpenText Customer Support on how you can provide them with the
zipped log files.
22.4.3 Creating a cumulative update report

The cumulative update report tells which files will be changed when you apply an
update and to which version each file belongs.
To generate a cumulative update report:
1. On your Content Server server, open a command prompt window and navigate
into the <Content Server home>\bin directory.
2. Start the following command, where <cs-home> is the root directory of your
Content Server installation.
OTUpdateAnalyzer.bat -m <cs-home> -c
3. After the script completed, you can open the report in your default web
browser. When prompted, type y and press ENTER.
4. Navigate into <Content Server home>\temp\OTUA and copy the files that
include the date on which the report was run, for example
OT_DELTA_REPORT_1372769971871.csv or
OT_DELTA_REPORT_1372769971871.html.

22.5 Finding version information for relevant system

components of Extended ECM for SAP Solutions
This chapter explains how you can find out which versions of the different
components are used in your system.
Version information is also included in the system reports of Content Server and the
configuration report in the SAP system.
• Content Server
On the Content Server menu, select Help > About Content Server. The
version is displayed, for example, Content Server 16.2. You also find detailed
information in the Content Server system report. For more information, see
“Understanding the Content Server System Report” on page 398.
• Connected Workspaces module on Content Server
On the Content Server Administration page, click Core System – Module
Configuration > Install Modules. You see the version of the module next to its
name, for example, 16.2.0.
• Web Services and other OpenText components
Go to Control Panel > Add/Remove Programs or Programs and Features. In the
list of programs, you see which version is installed.
• SAP System, Database information and OpenText Components
In the SAP IMG (transaction SPRO, OpenText Extended ECM for SAP Solutions
> Extended ECM > Configuration Report), run the Configuration Report to get
information about the SAP server. In this report, you find information like the
versions of OTEXBAS, OTEXERP, OTEXRL, OTEXRLC, OTEXRLS, OTEXBASO,
OTEXBASF, OTEXRLO, and OTEXRLF. For more information, see
“Understanding the Configuration Report” on page 390.
• Support Package of installed SAP System
In the SAP GUI application, on the menu, select System > Status. Click
Component information to see the installed SAP components with release
number and highest support package. If you only want to know the version
numbers of OTEXBAS, OTEXERP, OTEXRL, OTEXRLC, OTEXRLS, OTEXBASO,
OTEXBASF, OTEXRLO, and OTEXRLF, you can use this instead of the
configuration report.
• SAP Fiori apps
For each application, there is a static version.html file, which includes the
version number. To retrieve the file, enter the following in a browser:
http(s)://<SAP hostname>:<SAP port>/sap/bc/ui5_ui5/otx/<subpath of
fiori app>/version.html

22.6. Troubleshooting
22.6 Troubleshooting
Troubleshooting describes some commonly encountered problems, with solutions or
tips on how to avoid them. For further information on known problems for your
Extended ECM for SAP Solutions version see the corresponding Release Notes in
OpenText My Support.
22.6.1 Content Server HTML dialogs do not display in SAP due

to an connection error
In SAP, the Content Server HTML dialogs do not display, for example, when
pressing F4 to select a Content Server system category of a Content Server folder. A
message like “This program cannot display the webpage.” is displayed.
Cause The connection fails.
Solution Check the following:

• Verify your server settings:
• Is the Content Server running?
• Is the Content Server protocol correct?
• Is the Content Server hostname correct?
• Is the Content Server port correct?
• Is the Content Server path correct?
• Is the Content Server hostname provided in a fully qualified format?
• Verify your SAP HTTP server settings:
• Do the SAP HTTP server and the Content Server have the same second-level
and top-level domain name?
• Verify that your Internet Explorer settings allow cookies.
22.6.2 A logon screen is displayed instead of Content Server

HTML dialogs
Cause The Single-sign on mechanism failed.

• Verify if the SAP system is in the same IP domain as the Enterprise Library
Services or Content Server. The first two levels are important, for example
company.com.
• Verify that OTDS is properly configured.
• Verify that the SAPSSOEXT authentication handler is configured with the correct
PSE file with the correct SAP certificate.

• Verify that there is a corresponding Content Server user for the SAP user.
22.6.3 Smart View in Content Server or the integration widget

returns Error: Bad Request (400)
Cause Content Server runs on Microsoft IIS, which is not configured to display detailed
errors for REST API calls.
Solution Do the following:

Application.
click OK.
22.6.4 A user cannot declare records or view record details

Cause Either the SAP user or the corresponding Content Server user does not have
sufficient permissions.
Solution Do the following

• Verify the SAP user has the /OTX/RM_USER role.
• Verify that the Content Server user has sufficient permissions in the target folder
for the desired activity (creating or viewing).
22.6.5 A user cannot declare records or view record details or

maintain document declarations
Description Content Server HTML dialogs do not display (for example, when pressing F4 to
select a Content Server system category of a Content Server folder). The SAP
application log shows the error message that the SAP ticket could not be parsed.
Cause Time difference between the SAP server and the Content Server server.
Solution Verify that time settings of the SAP server and Content Server (RCS Server) are
identical.
It is recommended to use a time server to keep time settings of SAP and Content
Server identical.
In case of a virtualized server, modify the time settings of the respective real server,
as the virtual server draws its time settings from the real one.

22.6.6 When storing a business document in a given SAP

business object, a record is not automatically declared
Cause Enterprise Library Services error, or configuration problem, or missing workflow
entry, or SAP Workflow System not running correctly.

• Search the SAP logs for an Enterprise Library Services error message.
• Verify that the given document type has been associated to a declaration and this
association has been marked as automatic (IMG activity Assignment of
declaration ID to object type and doc. Type).
• Verify that a workflow entry has been configured (IMG activities Maintain/
Activate Receiver Module Events).
• Verify that the SAP Workflow System is set up and running correctly (SWU3
transaction).
See SAP documentation for details.
22.6.7 Business workspaces cannot be displayed anymore in

SAP once the Undelete module is removed
Cause Enterprise Library Services configuration problem.
Solution In the OpenText Administration, under Enterprise Library Services >

Configuration, remove the value UndeleteWS from the
elservice.livelinkroots.roots entry.
22.6.8 Problems with MIME type of uploaded content

Cause Limitation in the process how OpenText Content Server determines the MIME type
of uploaded content.
Solution If you experience problems with viewing certain document types, add the fax
extension as an alternative to the image/tiff entry in the config\mime.types file
of OpenText Content Server.

22.6.9 A workspace type is not available to configure a

Cause The workspace type is disabled.
Solution Enable the workspace type in Content Server Administration.
22.6.10 The URL to the business object is not displayed in the

workspace’s Properties tab
Cause No workspace type has been configured for default display for this business object
type.
Solution In the business object type definition, select a workspace type for default display.
For more information, see “Configuring a basic business object type” on page 111.
22.6.11 Problems with SAP Fiori apps

Cause Configuration problem or technical problem in the frontend system, the backend
system, or on the client.
Solution
Check the following

• The user can press F12 in the browser to get a console log for more technical
errors which can be forwarded to the administrator combined with a date/time
when this came up.
• On the SAP front end server, use transaction /IWFND/ERROR_LOG to get error
messages. To change the log level, click Error Log > Global configuration.
• On the SAP backend server, use transaction /IWBEP/ERROR_LOG to get error
messages. To change the log level, click Error Log > Global configuration.
• On both SAP frontend and backend check the application log SLG1.
• Refer to SAP Fiori documentation for more logging and tracing options in the
Fiori framework.

22.6.12 Business Content window shows logon screen

In Internet Explorer 11, enable the following setting: Tools > Internet Options >
Privacy > Advanced > Override automatic cookie handling.
22.6.13 Cannot open document in Business Content window

Enable the following option in Content Server administration: Server Configuration
> Configure Presentation > Configure Document Functions > Open: Enabled.

Chapter 23
Preparing a checklist for the maintenance team
The following tools provide both necessary and useful information:
SAP system
• Diagnostic Program: “Understanding the SAP Diagnostic Program”

on page 387
Tests the customizing and provides solutions for errors.
• Configuration Report: “Understanding the Configuration Report”
on page 390
Provides information about Extended ECM for SAP Solutions related
customizing in the SAP system.
Content Server
System Report: “Understanding the Content Server System Report” on page 398
Contains the complete configuration information of the Content Server system.
Look for the “Extended ECM Information” section.
OpenText Administration Client

You can generate a report for OpenText Archive Center, which provides
information for the ArchiveLink setup in SAP (OAC0 transaction).
To generate the system configuration reports:
1. In OpenText Administration Client, log on to the Archive Center server.
2. Go to Archive Server > System > Reports.
3. In the Reports pane, open the Scenarios tab and select the scenario.
4. In the Actions pane, click Generate Report. A new window opens, which
you can close.
5. Switch to the Reports tab in the Reports pane.
6. Click Refresh to list the newly generated reports.
7. Double-click one of the generated reports to view it.
OpenText Directory Services Web Client

The System Status page lets you view a System Configuration Report, version
information for the product, and highlights Potential Configuration Issues.

Chapter 23 Preparing a checklist for the maintenance team
To generate the system configuration reports:
1. From the web administration menu, under the Info heading, click System
Status.
2. On the System Status page, click Download System Configuration Report.
3. The system configuration report downloads to your machine. An

information box displays, depending on your browser settings, that you can
click to display the report.

Glossary
ArchiveLink
An interface between the SAP system and an archiving system. Using

ArchiveLink, mostly static and finished documents are stored. ArchiveLink
documents can be declared in Extended ECM.
attribute
Content Server concept to store metadata. Attributes are organized in categories.

Business properties of a business object are mapped to attributes.
BAdI
See Business Add-In (BAdI).
Business Add-In (BAdI)
SAP method to enhance standard SAP functions with custom functionality.
Window in SAP ERP that contains content, which is related to the business object.
The Business Content window can be opened in an SAP ERP system from the
Generic object services (GOS) menu of a business object. The Business Content
window displays the business workspace and its content, business attachments,
business documents (ArchiveLink), notes and local files.
business attachment
Content Server item, for example a document or a folder, that is added as a link to
the business workspace of a business object. The item, which is used as business
attachment elsewhere, is indicated by an icon and has a link to the respective
business object. The other way around, you can configure a business object type,
so that it can be added to a Content Server item.
Configuration item for business objects in Content Server. The business object
type describes the structure of the data. A business object type in Content Server
has its counterpart in the business application.
business object
Representation of a “real life” object in the business application. This can be, for
example, a business partner, a service process, or a product. Business objects are
the center point of Extended ECM.
business workspace
Content Server item that contains documents and other items which are related to
a business object.

Glossary
cases and binders

See business workspace.
category
Content Server concept to store metadata. A category contains attributes or

attribute sets. A category can be mapped to store metadata delivered from the
business application.
Classic UI
See Classic View.
Classic View
Content Server user interface with folders, function menus and sidebars. As
opposed to Content Server Smart View.
See Also Smart UI.
classification
Classifications are used to categorize Content Server items, for example,

documents, compound documents, and folders into a taxonomy of Classifications
called Classification Trees. For business workspaces, classifications control what
kind of business workspace can be created in a certain folder.
Connected Workspaces
Content Server module that enables the use of business workspace with or
without a connection to a business application.
declaration
See document declaration.
document declaration
Definition of how a document is to be stored in Archive Center via ArchiveLink.
document metadata
Describes the document and its business context. Different types of documents
may have different metadata assigned. Metadata can be used to search for a
document.
document properties
Set of attributes that all documents share; for example, the owner of a document
or the creation date.
document templates
See workspace templates.

Glossary
Generic Object Services (GOS)
SAP: Functions that are not application-specific and can generally be used for any
business object, e.g. creating or displaying the business workspace.
GOS
See Generic Object Services (GOS).
group replacement
Method to dynamically assign access rights for a Content Server item such as a
business workspace or a document to a group of users. The group replacement is
typically based on attributes of the Content Server item.
impersonation
Method in which users of the business application utilize other users to gain
access to Content Server. Impersonation must be implemented according to the
requirements of the business application.
indexing
Process of collecting data about Content Server items so that they can be searched
with Content Server search functionality.
integration widget
Enables an integration method to display Content Server content in HTML-based

application. Content is displayed with JavaScript and HTML5 technology rather
than embedding the classical Content Server user interface.
OpenText Directory Services (OTDS)
A repository of user information and a collection of services to manage this user

information. OTDS is used by Content Server for user authentication.
OpenText Records Management
Content Server module that controls documents and other objects based on rules
and classifications. Compliance and other legal regulations require that
documents have a controlled life cycle, that they are archived, that they can be
frozen, or that they are deleted after a certain time. Records Management also
controls access to the documents. To set a document under the regulations of
Records Management, it is declared as record.
OSS notes
See SAP Notes.
OTDS
See OpenText Directory Services (OTDS).

Glossary
perspective
Controls how users see the layout of a business workspace in Content Server
Smart View. Perspectives consider rules, for example, the workspace type,
template, or the user group. You design and configure a perspective in
Perspective Manager, a tool that walks you through the creation of a perspective
and translates it into ActiveView coding.
Perspective Manager
See perspective.
policies
Method to transfer and apply SAP authorization objects in Content Server.
print lists
Documents that are created by the SAP system and, if necessary, can be processed
automatically. They represent extracts from the SAP data base, compiled
according to specific criteria, and created by reports.
property provider
Program or web service that delivers properties of a business object from the
business application to Content Server.
record
See OpenText Records Management.
Records Management
See OpenText Records Management.
Related Business Workspaces folders
Related Business Workspaces folders are used to display business workspaces

that are somehow related to each other. In Classic View, this type of folder is the
only object type where users can add relationships manually.
See Also Related Business Workspaces folders on page 106.
relationship
Hierarchical relationship between business objects that are visualized as

relationships between business workspaces. A sidebar widget and Related
Workspaces Folders make related business workspaces visible. Automatic
relationships are defined in the property provider. Users can establish manual
relationships.
RFC service
A program used for communication between the SAP application and the archive
system via RFC (Remote Function Calls).

Glossary
SAP Notes
Notes provided by SAP that contain post-release changes or corrections for

already released versions of SAP products. When you encounter SAP-specific
problems or false behavior in SAP programs, especially after or during a new
installation of product components, check the SAP Support Portal for necessary
SAP notes.
SAP Reference IMG (SPRO)
A tool for customizing in the SAP system, opened with the SPRO transaction.
SAP Business Add-In

See Business Add-In (BAdI).
sidebar widget
Element of a business workspace in Classic View that displays various types of

business workspace metadata and information to the end user.
simple search
Saved query and customized search form that can be used to find business
workspaces, cases and binders, and to create shortcuts. Also known as Custom
View Search in Content Server.
Smart UI
See Smart View.
Smart View
Content Server user interface with a landing page and container pages. The
content is presented in tiles that contain widgets. The pages are highly
configurable using the Perspective Manager.
See Also Classic UI.
SPRO
See SAP Reference IMG (SPRO).
system attributes
Metadata that all content items have in common, for example item names, creator
of an item, or the modification date.
widget
Element of the user interface that displays information for the user.
workspace reference
Business object that is linked to a business workspace. If the business workspace

already exists, users add the business object as business reference to it.

Glossary
workspace templates
Basis for new business workspaces that are managed with Extended ECM for
SAP Solutions. Templates are offered to the user based on the classification and
the storage location of the new document.
workspace type
Content Server object that controls the location where a business workspace is
stored, some of the GUI components such as sidebar widgets, and the name
pattern of the business workspace.


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OpenText™ Extended ECM for SAP®

This guide contains the customizing of OpenText Extended

Open Text Corporation

275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1

Copyright © 2018 Open Text. All Rights Reserved.

No Warranties and Limitation of Liability

2 Concepts, scenarios and best practices ............................... 17

3 Configuring business workspaces ........................................ 39

OpenText Extended ECM for SAP Solutions – Customizing Guide iii

3.10 Configuring multilingual metadata languages .................................... 54

iv OpenText Extended ECM for SAP Solutions – Customizing Guide

3.16 Configuring business object types .................................................. 109

OpenText Extended ECM for SAP Solutions – Customizing Guide v

3.28.6.2 Testing rules and email search settings .......................................... 153

4 Configuring business attachments ..................................... 163

5 Configuring events for business workspaces and

6 Configuring document declarations .................................... 183

vi OpenText Extended ECM for SAP Solutions – Customizing Guide

6.12 SAP: Assigning a document declaration to a business object and a

7 Using scheduled processing ................................................ 219

8 Using the Content Server Integration Widget ..................... 225

9 Reporting incidents to SAP Solution Manager ................... 231

10 Integrating Extended ECM for SAP Solutions into SAP

OpenText Extended ECM for SAP Solutions – Customizing Guide vii

11 Integrating Extended ECM for SAP Solutions into SAP

12 Integrating Extended ECM for SAP Solutions into SAP

13 Integrating Extended ECM for SAP Solutions into SAP

14 Integrating Extended ECM for SAP Solutions into SAP

viii OpenText Extended ECM for SAP Solutions – Customizing Guide

14.1 Customizing the component configuration ....................................... 315

15 Preparing the Content Server search functionality for

16 Managing authorization ........................................................ 335

17 Mapping SAP roles to OTDS groups or Content Server

18 Auditing .................................................................................. 345

19 Performing license measurement ........................................ 347

20 Transporting configuration objects ..................................... 371

OpenText Extended ECM for SAP Solutions – Customizing Guide ix

21 Using batch operations ......................................................... 373

22 Analyzing and troubleshooting ............................................ 387

x OpenText Extended ECM for SAP Solutions – Customizing Guide

22.6.8 Problems with MIME type of uploaded content ................................ 407

23 Preparing a checklist for the maintenance team ................ 411

GLS Glossary 413

OpenText Extended ECM for SAP Solutions – Customizing Guide xi

What is OpenText Extended ECM for SAP Solutions

OpenText Extended ECM for SAP Solutions is a combination of Content Server

1.1 What is new in version 16.2.6

“Related documentation”, page 14

OpenText Extended ECM for SAP Solutions – Customizing Guide 13

1.2 Related documentation

OpenText Extended ECM for SAP Solutions - User Guide (ERLK-UGD)

14 OpenText Extended ECM for SAP Solutions – Customizing Guide

OpenText System Center Manager - Installation and Configuration Guide (SYSCM-IGD)

OpenText Extended ECM for SAP Solutions eBook

Content Server Champion Toolkit

OpenText Extended ECM for SAP Solutions – Customizing Guide 15

Concepts, scenarios and best practices

2.1.2 Business workspaces

Figure 2-1: Sample business workspace in Content Server in Smart View

OpenText Extended ECM for SAP Solutions – Customizing Guide 17

# Description Customizing steps

Metadata around the business object is displayed in widgets, which can be

18 OpenText Extended ECM for SAP Solutions – Customizing Guide