User Guide OpenText DocuLink For SAP Solutions (DC160208-UGD-En-01)

User Guide
OpenText™ DocuLink for SAP

Solutions
This guide describes the operation of OpenText DocuLink for

SAP Solutions.
DC160208-UGD-EN-01
User Guide
OpenText™ DocuLink for SAP Solutions
DC160208-UGD-EN-01
Rev.: 25. Mar. 2019
This documentation has been created for software version 16.2.8.
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.
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Table of Contents
1 What is OpenText DocuLink for SAP Solutions? ................... 7
Part 1 Introducing DocuLink 9
2 Concepts of DocuLink ............................................................ 11

2.1 Attributes ........................................................................................ 11
2.2 Nodes ............................................................................................ 11
2.3 Folders ........................................................................................... 11
2.4 Views ............................................................................................. 12
2.5 Linked objects sample project .......................................................... 12
3 User Interface ........................................................................... 15

3.1 SAP GUI for Windows ..................................................................... 15
3.2 SAP GUI for HTML .......................................................................... 16
3.3 DocuLink Web UI ............................................................................ 17
3.4 Visualization dependencies .............................................................. 18
Part 2 Getting started with DocuLink 19
4 Invoking DocuLink .................................................................. 21

4.1 SAP GUI for Windows ..................................................................... 21
4.2 SAP GUI for HTML .......................................................................... 22
4.3 DocuLink Web UI ............................................................................ 23
5 Navigating ................................................................................ 25
5.1 Navigating in the tree ...................................................................... 25
5.1.1 Expanding nodes ............................................................................ 27
5.1.2 Hiding nodes .................................................................................. 27
5.2 Viewing Details ............................................................................... 28
5.3 Displaying hit lists ........................................................................... 29
5.4 Displaying hit lists in tree view .......................................................... 30
5.5 Displaying original documents .......................................................... 31
5.6 Accessing SAP transactions ............................................................ 32
5.7 Refreshing the display ..................................................................... 32
5.8 Getting more values for a restricted number of hits ............................ 32
5.9 Starting GOS .................................................................................. 32
5.10 Using list view ................................................................................. 33
5.11 Launching DocuLink Web UI ............................................................ 34
5.12 Browsing in DocuLink Web UI .......................................................... 34
5.13 Browsing thumbnails for fast document retrieval ................................ 35
5.14 Using button tool bar and context menu in DocuLink Web UI ............. 38
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Table of Contents
6 Performing basic operations .................................................. 39

6.1 Editing a record ............................................................................... 39
6.2 Creating an element ........................................................................ 40
6.2.1 Creating data records in SAP GUI .................................................... 40
6.2.2 Creating as copy ............................................................................. 41
6.2.3 Creating and archiving documents ................................................... 42
6.2.4 Creating and archiving data records with documents ......................... 42
6.2.5 Creating data records with documents in DocuLink Web UI ............... 44
6.3 Moving and copying elements in SAP GUI for Windows ..................... 46
6.4 Moving and copying elements in DocuLink Web UI ........................... 46
6.5 Deleting elements ........................................................................... 48
7 Using selection screens ......................................................... 51

7.1 Selection functions .......................................................................... 52
7.2 Variants .......................................................................................... 53
7.3 Configuring selection screens .......................................................... 54
8 Using hit lists ........................................................................... 57

8.1 Different representations ................................................................. 57
8.1.1 Hit list in separate view .................................................................... 57
8.1.2 Hit list in tree view ........................................................................... 58
8.2 Special functions ............................................................................. 59
8.2.1 Getting more data ........................................................................... 59
8.2.2 Searching anew in separate hitlist .................................................... 59
8.2.3 Refreshing ...................................................................................... 59
8.2.4 Displaying header data .................................................................... 59
8.3 Changing the display ....................................................................... 60
8.3.1 Moving a column ............................................................................. 60
8.3.2 Hiding a column .............................................................................. 60
8.3.3 Sorting records ............................................................................... 60
8.3.4 Editing the list layout ....................................................................... 61
8.3.5 Configuring hit lists in tree view ........................................................ 62
Part 3 Working with DocuLink 65
9 Importing documents .............................................................. 67

9.1 Entry via scenarios and backend ...................................................... 67
9.2 Entry via DesktopLink ...................................................................... 68
10 Exporting documents (OpenText Rendition Server) ............ 71

10.1 Downloading documents ................................................................. 71
10.2 Sending documents as e-mail .......................................................... 73
10.3 Printing documents ......................................................................... 75
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Table of Contents
10.4 Monitoring output jobs ..................................................................... 76
11 Integrating SAP Content Management Functions ................ 81

11.1 Content Management (CM) functionality ........................................... 81
11.2 Displaying CM documents and versions ........................................... 82
11.3 Displaying and editing CM properties ............................................... 83
11.4 Creating a CM folder ....................................................................... 85
11.5 Creating a CM document ................................................................. 86
11.6 Editing a CM document and/or create a new version ......................... 87
11.7 Storing CM documents as a local copy ............................................. 88
11.8 Checking out a CM document .......................................................... 88
11.9 Checking in a CM document ............................................................ 89
11.10 Unlocking a CM document ............................................................... 89
11.11 Setting the status ............................................................................ 90
12 Using DocuLink Web UI hyperlinks ....................................... 91
13 Other functions and settings .................................................. 93

13.1 Getting help .................................................................................... 93
13.2 Specifying program settings ............................................................. 94
13.2.1 Defining color settings ..................................................................... 94
13.2.2 Defining settings for current project .................................................. 95
Part 4 DocuLink applications 97
14 DocuLink views in SAP Customer Interaction Center

(CIC) .......................................................................................... 99
15 Integrating workspaces provided by Extended ECM for

SAP Solutions ........................................................................ 101
15.1 Navigating workspaces .................................................................. 101
15.2 Using Content Server functions ...................................................... 102
15.3 Using Records Management with ArchiveLink documents ............... 103
15.3.1 Displaying records ......................................................................... 104
15.3.2 Using additional commands ........................................................... 104
Part 5 Appendix 105
16 Overview of functions ........................................................... 107

16.1 Functions for nodes ....................................................................... 107
16.2 Functions for Content Management ................................................ 109
16.3 Functions in selection screens ....................................................... 110
16.4 Functions in hit lists ....................................................................... 111
17 Sample projects ..................................................................... 113
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17.1 Retrieval DVS/PLM Documents example ........................................ 113

17.2 CM document model example ........................................................ 114
17.2.1 Functionality ................................................................................. 115
17.2.1.1 Status management in the sample project ...................................... 115
17.2.1.2 Template management in the sample project .................................. 116
vi OpenText DocuLink for SAP Solutions – User Guide

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Chapter 1
What is OpenText DocuLink for SAP Solutions?
OpenText DocuLink for SAP Solutions (short: DocuLink) is a fully integrated, cross-
module application used for a document-oriented representation of processes
executed with SAP applications.
DocuLink makes it possible to store, administer and retrieve both SAP documents
and any other types of document, independently of transactions in the SAP
standard. This data may either be stored in a database or may already be stored on
an archive server (e.g. as a result of the reorganization of data). By default, access is
performed via the SAP GUI for Windows or the SAP GUI for HTML.
One of the most important objectives of DocuLink is the ability to provide a method
of displaying and retrieving documents to be administered which is flexible and can
be easily adapted to suit the requirements of individual users. A traditional search
dialog is used to locate documents and a browser to navigate through the
hierarchical structures (similar to folders). This makes use of the advantages of a
paper folder, but eliminates many of the disadvantages (i.e. only one sort sequence).
You can define different search forms and structures (so-called views) for the same
document pool.
Target readership
The user guide is designed for end users and provides detailed information about
the procedures and options available when working with DocuLink.
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Part 1
Introducing DocuLink
Chapter 2
Concepts of DocuLink
In DocuLink there is a fundamental and strict separation between the business

structure, the associated data and the attributes of the documents. This enables you
to access existing data stocks and even data stocks which are not available for
modification.
2.1 Attributes
When they are archived, documents are associated with attributes that are
subsequently used to retrieve documents. Attributes may also exist independently of
documents. Documents can be associated with attribute records and attribute
records linked to other attribute records. (An attribute record contains concrete
values used to provide a detailed description of an object, e.g. an invoice receipt has
a document number, a company code, a year, and a date).
2.2 Nodes
Data can be accessed not only via table fields as in conventional search methods but
also by navigating through a browser-type structure. The individual hierarchical
levels are defined by so-called nodes.
2.3 Folders
Due to the independent representation of the attributes, it is possible to map
logically associated document sets together in a so-called folder structure. In order to
access a group of associated SAP documents (e.g. order documents, goods receipt
documents, invoice documents and accounting documents etc.) you no longer need
to know the relevant SAP standard transaction. It is possible to display documents
associated with the current attribute records.
There is a basic distinction between structuring folders and folders which mask an
SAP document or other document.
You are, however, able to edit customer tables. In particular, write access is possible
if it should be required.

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Chapter 2 Concepts of DocuLink
2.4 Views
In most companies, several employees need to access the same documents, albeit
from different perspectives. One person requires a general overview, another is
searching for a particular document and already knows, for example, the customer
number and archive date. For this reason a number of different search paths can be
configured in DocuLink. These are called views or access paths.
In this way, a document can be accessed via various (search) paths. The figure below
illustrates how you can navigate through different views in DocuLink.
Different search paths leading to the same data source(s) are usually displayed in
different views belonging to a common project. If there is no interdependence
between the employed data sources then a separate project should be set up for each
data source.
2.5 Linked objects sample project

In the following chapters, the functions are often described using the Linked
objects sample project. Here, two initially independent tables (products,
customers) are linked to represent the relationship between products and customers.
Our Linked objects sample project features a product table containing information
relating to various products, and a customer table which contains information (e.g.
addresses) and documents relating to the customers. The customers themselves are
divided into three classes: Computer industry, trade, and car industry. These tables
are linked by the relationship between customers and (purchased) products.
The following views were set up in customizing:
• Products and Customers (e.g. which customer has bought what products)
• Linked products (e.g. which products are based on other products)
• Customer classification which explains the use of the @LANGU internal
selection field.
In the following examples, we shall refer mainly to the Products and Customers
view.
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2.5. Linked objects sample project
Figure 2-1: Sample view: Products and Customers
The Products and Customers view has been designed to visualize different access
paths to the same (link) table. On the one hand, it can be accessed via the products
(“Who already purchased this product?”) and on the other, via the customers
(“What has this customer purchased?”). In this way, a number of products can be
assigned to each customer, and likewise a number of customers to each product.
This represents an M:N relationship.

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Chapter 3
User Interface
Views, nodes and documents can be represented in different user interfaces,

depending on how you access DocuLink.
DocuLink supports the following visualizations:
• SAP GUI for Windows

• SAP GUI for HTML
• DocuLink Web UI
Caution
Due to technical restrictions, not all DocuLink functions are available in the
different visualizations. Note the respective limitations indicated in the
following chapters.
3.1 SAP GUI for Windows

This visualization uses the common SAP environment. From there you can easily
switch to other SAP transactions.

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Chapter 3 User Interface
Figure 3-1: Visualization in SAP GUI for Windows
3.2 SAP GUI for HTML

This visualization uses a standard Web browser and the Internet Transaction Server
(ITS). The screen elements are the same as for SAP GUI for Windows.
The following limitations apply:
• You cannot create documents.

• Integration of the SAP Customer Interaction Center (CIC) is not supported.
• Customizing via the J6NP transaction is not possible.
• The SAP CRM sample views are not supported.

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3.3. DocuLink Web UI
Figure 3-2: Visualization in SAP GUI for HTML
3.3 DocuLink Web UI

For quick and easy access to documents in a Windows web-based environment,
DocuLink offers the DocuLink Web UI which is based on the SAP Web Dynpro
technology.
• You can create only ArchiveLink documents with file upload.

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Chapter 3 User Interface
Figure 3-3: Visualization in DocuLink Web UI
3.4 Visualization dependencies

The visualizations supported by DocuLink are dependent on the version and type of
the underlying SAP system. The following dependencies apply:
Table 3-1: Visualization dependencies
SAP system SAP GUI for SAP GUI for HTML DocuLink Web UI
Windows
SAP Netweaver 7.0, Yes Yes Yes
EHP1 for SAP NW
7.0, EHP2 for SAP
NW 7.0, EHP1 for
SAP NW 7.3, SAP
NW 7.40 = ERP 6.0,
EHPx for ERP 6.0,
CRM 7.0, EHPx for
CRM 7.0, SRM 7.0,
EHPx for SRM 7.0

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Part 2
Getting started with DocuLink
Part 2 Getting started with DocuLink
In the following chapters you will get an overview of the functionality supported by
DocuLink. As DocuLink uses different visualizations, the descriptions are grouped
according to the respective user interface.
Note: Since the functions of DocuLink can be customized to a large extent, you
may not be able to access all functions described in the following.

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Chapter 4
Invoking DocuLink
You can invoke DocuLink using various methods which depend on the visualization
used:

• DocuLink Web UI
4.1 SAP GUI for Windows

To invoke DocuLink in the SAP GUI for Windows:
1. Log on to the SAP system.
2. Specify the J6NY transaction in the command field or select it in the list of
favorites.
The screen is divided as follows:
• Hierarchy area
with the navigation tree listing the nodes depicted by folder icons.
• Document area
lists the documents assigned to the data records (if available) in the relevant
application. For Content Management (CM) documents, only the familiar CM
functions can be used here.

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Chapter 4 Invoking DocuLink
Tip: You can access only the views that you are authorized to see.
To add DocuLink to your list of favorites, right-click the favorites folder in the
SAP GUI and select Insert transaction from the context menu.
4.2 SAP GUI for HTML

To invoke DocuLink in the SAP GUI for HTML:
1. Enter the URL given to you by your administrator in a Web browser.
Note: Do not omit the exclamation mark (!) at the end!
2. Log into the SAP application.
3. Click Open transaction field and specify the J6NY transaction in the transaction
field or select it in the list of favorites.

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4.3. DocuLink Web UI
4.3 DocuLink Web UI

To invoke DocuLink in DocuLink Web UI:
1. Enter the URL given to you by your administrator in a Web browser.

The appropriate URL may be available in the Favorites menu of your browser
or on an Intranet page. In case of problems, contact your administrator.
2. Log into DocuLink

The DocuLink web start screen is displayed, showing hyperlinks to the
available views.
Depending on the kind of URL you are using, you might get redirected directly
to the search mask.

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Chapter 4 Invoking DocuLink
Note: The standard Web browser Next and Back buttons are not supported by
DocuLink Web UI. When you click Refresh, the starting page of DocuLink
Web UI is displayed.

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Chapter 5
Navigating
Nodes are the basic elements of a DocuLink hierarchy. Normally, you work on node
level when you create new records or documents, or edit existing ones.
Depending on the type of node, different functions are available. Thus a warning
may appear on the toolbar or in a special window indicating that the operation is not
permitted for this particular node.
Tip: In addition to the icons in the toolbar, you can use the corresponding
(context) menu items or the key combinations given in the menu to trigger an
operation. In the following, however, only the icons are described.
Note: The standard node functions in DocuLink are also available for Content
Management (CM) objects. However, for some functions you must use special
icons, see “Integrating SAP Content Management Functions“ on page 81.
5.1 Navigating in the tree

You can navigate in DocuLink using various methods which depend on the
visualization used:

• DocuLink Web UI
SAP GUI for Windows
To open a project:
1. Click the small arrow in front of a project name.

The project node is expanded and all assigned views are displayed.
2. Click a view name to start the view.

The hierarchy tree of the view is displayed.
To open a node:
1. Click the small arrow in front of the folder icon.
2. Click the folder name or the folder icon to select a node in order to perform a
function.
A selected node is highlighted. A document node becomes a link to the
document after selecting it.

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Chapter 5 Navigating
To expand a project node:
• Click to see the additional nodes for the views that have been set up.
To switch between views:
1. Click Another view and select the required view from the selection list.
2. When you have already displayed different views, click Previous view or
Next view to switch between these views.
To navigate down in the tree:
• Either click or double-click the name of the next node.

When the administrator has configured the view accordingly, a selection screen
appears (see below), where you can enter selection criteria for the attributes in
order to restrict the number of records displayed.
Caching node displays on expanding and collapsing
As soon as a node is expanded in the tree, the resulting contents are stored in the
cache. When you close and then re-open the same node later, the contents is not
generated again from the actual data source, thus accelerating the display.
In addition, the system 'remembers' the status of the subnodes, so when you expand
a node again, it displays the same subnodes as the last time it was expanded.
Important
This only applies when the node was expanded or collapsed using the icon.
When you double-click a node name, the selection is performed again. This
method is recommended when the data in the data source is likely to have
changed, although it may slow down operation.

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5.1. Navigating in the tree
5.1.1 Expanding nodes

You can expand an entire subtree at once, e.g. after you have hidden some lines.
Note: This function is not available in the external (hit)list view.
To expand nodes:
1. Select the uppermost node of the subtree you want to expand.
2. Click Expand all .
Important
With large volumes of data this function may slow down performance!
To expand an entire tree of a node in a view:
1. Select the required node.

All subnodes of this node are expanded.
To expand all nodes in a view:
1. Make sure no nodes have been selected or opened.

All nodes and subnodes are expanded.
5.1.2 Hiding nodes

If you want to simplify the way views are displayed, you can hide nodes that are
currently of no interest. These nodes will be visible the next time the parent node is
expanded.
To hide nodes:
2. Click Hide node .
Tip: To see these nodes again, either click the Refresh or close and reopen
the parent node twice.

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5.2 Viewing Details

You can use the detail view to display the attribute values of the selected records.
For CM documents, the status information is also displayed here.
To display details:
2. Click Detail .
Alternatively, you can double-click the node (if not configured otherwise; not in
DocuLink in Web).
The properties of the record are either displayed in a separate window or in the
same one, depending on the configuration.
If configured accordingly, the original document assigned to the entry may be

displayed as well.
You can also specify which properties are displayed.
To configure the detail view:
1. Click Configuration in the detail screen.

The Administration Detail screen opens.

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5.3. Displaying hit lists
2. Deselect the fields in the Field selection column that you do not want to
display. To display a field again, select the respective checkbox.
Optionally, select all the fields simultaneously ( ) or deselect them all ( ) by
clicking the respective button.
All the fields that are checked are displayed in the detail screen.
3. Click Accept .
5.3 Displaying hit lists

You can display a separate hit list with the attributes of the sub nodes. In this case, a
selection screen is displayed first in order to restrict the data (see “Using selection
screens“ on page 51 and “Using hit lists“ on page 57).
Note: For CM hierarchies, the CM documents and folders are displayed

without a selection screen, but with their KPro attributes and, if available,
checkout information.
To generate a separate hit list:

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2. Click Hit list .

3. Enter the criteria, if necessary using the standard selection functions (see
“Selection functions” on page 52).
You can also define and use user-specific variants (see “Variants” on page 53).
4. Click Execute .
The hit list appears in a separate window.
Tip: Hit list generation can be run in the background. This saves time and
you can continue work while the function is running. To do this, click Hit
list in background instead of Execute. This opens the standard dialog box
for setting up background processes.
To expand the nodes of the separate hit list further, click the associated node icon.
The hit list is then replaced by a list of subnodes. To return to the hit list, click Back
.
Tip: The representation of objects from the hit list can be modified to suit users'
requirements using a range of functions, see “Changing the display”
on page 60.
5.4 Displaying hit lists in tree view

You can display a hit list with the attributes of the subnodes directly in the tree. In
this case, a selection screen is displayed first in order to restrict the data (see “Using
selection screens“ on page 51 and “Using hit lists“ on page 57).
Note: For CM hierarchies, the CM documents and folders are displayed

without a selection screen, but with their KPro attributes and, if available,
To generate a hit list in tree view:

2. Click Hitlist in tree .

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5.5. Displaying original documents
A selection dialog containing the available attributes opens.
3. Enter the criteria, if necessary using the standard selection functions (see
“Selection functions” on page 52).You can also define and use user-specific
variants (see “Variants” on page 53).
4. Click Execute .
Tip: Hit list generation can be run in the background. This saves time and
lets you continue working while the function is running. To do this, click
Hit list in background instead of Execute. This opens the standard dialog
box for setting up background processes.
You can expand the nodes of the hit list and use the usual DocuLink functions on
these nodes. Furthermore, some functions are available to change the display, see
“Changing the display” on page 60.
5.5 Displaying original documents

When original documents are assigned to a record, they can be displayed directly.
Depending on the configuration, you can automatically display the original at the
same time using the button. When there is more than one original associated
with a record, a selection list of originals is displayed first.
To display original documents:
1. Select the required record.
2. Click Display original .
3. When a selection list with several different documents appears, select the
required documents and click Display original.

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5.6 Accessing SAP transactions

If there is a valid SAP transaction for the data record (e.g. for an SD sales receipt),
you can jump directly to this transaction.
When you access archived data executing this function, the SAP transaction is not
started. Instead, you will see the associated business or technical view.
To access an SAP transaction:
1. Select the required record.
2. Click SAP document .

The assigned SAP transaction is started.
5.7 Refreshing the display

You can refresh the display manually, e.g. after changes to the data have taken place.
Note: This function is not available in the DocuLink Web UI visualization.

When you use the Refresh function of the Web browser, the starting page of
DocuLink Web UI is displayed again.
To refresh display:
• Click Refresh .
5.8 Getting more values for a restricted number of

hits
If the number of displayed entries is restricted (e.g. for performance reasons), you
can display the rest of the entries one block by another.
To get more values:
• Click Get more data .
5.9 Starting GOS

Depending on the configuration, various generic object services (GOS), e.g.Start
Workflow or the Attachment list, can be started via the context menu at the node
(records only).
Using GOS, you can also display Content Server documents. To do so, select the
Attachment list option from the context menu of a node which is configured
accordingly, and then select the required document.

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5.10. Using list view
Note: This function is only available in the SAP GUI for Windows
visualization.
5.10 Using list view

If you want to view the sub nodes of a particular node in more detail, you can
display them in the list view as an extract of the hierarchy in the external list view,
similar to a hit list. You can then use the same functions as for the hit list (see “Using
hit lists“ on page 57).
Since the list view represents an extract from the hierarchy which, unlike a genuine
hit list, contains no implicit structure information, the node names configured for the
subnodes are used as the column titles.
Note: Certain functions are not available in the list view because of its non-
hierarchical structure.
To display a list view:

2. Open the Attachment list menu and choose the List view option.

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5.11 Launching DocuLink Web UI

To launch DocuLink Web UI:
• Open the appropriate URL for DocuLink Web UI in your browser.
Note: The appropriate URL might be available in the Favorites menu of

your browser or on an Intranet page. In case of problems, contact your
administrator.
The DocuLink web start screen is displayed, showing hyperlinks to the

available views of the DocuLink project.
5.12 Browsing in DocuLink Web UI

The principal structure of a tree view in DocuLink Web UI is the same as in the SAP
GUI. Here the example of the personnel files view of the DocuLink project Employee
File Management is illustrated. You will find the same elements, like Browse, Add
and All Documents.
The basic element of the DocuLink Web UI hierarchy is a row in the Search Results
table; each row represents a node or a document.
Tip: To additionally display the Tree View in DocuLink Web UI, click to the
very right of the heading bar and select Show Tree. Repeat this action to turn
the Tree View off again.
In addition to the table hierarchy, DocuLink Web UI offers navigation with the
breadcrumb mechanism. The breadcrumb line above the Search Results table will
help you to identify your current position in the levels and sub-levels within a node.
You can click any of the breadcrumb elements to go directly to the respective level.
Notes
• Using the standard BACK button or shortcut of your browser will result in a
display error in DocuLink Web UI.
• Depending on the customizing done by your administrator, the DocuLink
Web UI might look different on your system.

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5.13. Browsing thumbnails for fast document retrieval
5.13 Browsing thumbnails for fast document retrieval

To speed up the search for a particular document, DocuLink Web UI allows you to
see each page of each document in a document folder as a thumbnail. From the
thumbnail view, you can open the document in the viewer configured on your
system.
To display thumbnails of documents:
1. Launch DocuLink Web UI.
2. Navigate to the required document folder and open a node containing

documents.
3. Click the to the very right of the heading bar and select Thumbnails.
The pages of the documents in the node are displayed as thumbnails.

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Notes
• You can navigate through the document folder like in the list view.
Folders are displayed in the thumbnails with a folder symbol. To open
the folder, click the symbol.
• To switch off the thumbnails view and return to the list view, click the
View link on the right of the heading bar.
DocuLink Web UI displays thumbnails for the following document formats:
TXT
Text document format
PDF
Adobe Reader document format
OTF
SAP output text format
ALF
SAP print list format
TIF
Tagged Image File format (graphics)
FAX
Graphic format
PNG
Portable Network Graphics format

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5.13. Browsing thumbnails for fast document retrieval
JPG
Graphic format
GIF
Graphic format
For MS Office documents, DocuLink Web UI displays an icon instead of a

thumbnail. Click the icon to display the document in its corresponding MS
Office application, for example MS Word, embedded in DocuLink Web UI.
4. Browse through the thumbnails to locate the required document.
5. Click a thumbnail to display an enlarged view of the document. Click the

enlarged view to open the document in the viewer configured in your system.
In the thumbnails view, the following settings are available:
Page tab
Displays the current page.
Notes tab
Displays notes on the current document, if there are any.
Zoom In/Zoom Out
You can increase or reduce the size of the page in the Page tab.
Layout
You can switch between Vertical and Horizontal layout of the thumbnails.
Default value: Horizontal
Thumbnail size
You can switch between Small, Medium and Large thumbnail size. Default
value: Small
Previous/Next
The thumbnails hit list shows only a certain number of documents at a time. The
actual number depends on the settings of the system. You can navigate between
the displayed documents, using the Previous and Next buttons.
More hits
Displays the next portion of a hit list exceeding the current page display.
Refresh
Refreshes the current view and returns to the first hit list of pages.

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5.14 Using button tool bar and context menu in

DocuLink Web UI
The DocuLink Web UI visualization offers access to the functions either via the tool
bar buttons or the context menu of the individual elements.
Note: Since the configuration of DocuLink can be changed, you may not be
able to access all functions described in the following.
Tool bar The tool bar in DocuLink Web UI provides the following buttons:
Up
Goes to the next higher level.
Create
Adds new records and documents with in the SAP system.
Delete
Deletes the selected document(s).
Copy
Copies the selected element to a new location within the SAP system, see
“Moving and copying elements in DocuLink Web UI” on page 46.
Move
Moves the selected element to a new location within the SAP system, see
“Moving and copying elements in DocuLink Web UI” on page 46.
Display Original
Displays ArchiveLink and Content Management (CM) documents.
Refresh
Rebuilds the page display.
More hits
Displays the next portion of a hit list exceeding the current page display.
Context menu In addition to the buttons in the tool bar, you can use menu items from the context
menu (indicated by next to the folder/document) to trigger an operation.
Note: Some of the context menu items are also available in the tool bar. They
are described in “Tool bar” on page 38.

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Chapter 6
Performing basic operations
Basic operations with DocuLink comprise the following:
• Editing a record
• Creating an element
• Moving an element
• Copying an element
• Deleting an element
6.1 Editing a record

You can edit records as long as they are not key fields. Editing is only possible when
a node actually represents a record and is available in editable tables, i.e. not in SAP
standard tables. Optionally, you can also display the original document
automatically.
For CM hierarchy nodes you can only change the document properties or attributes
with this function, not the document itself. To edit the actual document, see “Editing
a CM document and/or create a new version” on page 87.
Note: In DocuLink Web UI, neither properties nor the contents of CM

documents can be edited.
To modify a data record:

2. Click List view .
The record properties are displayed in edit mode. Mandatory fields are
highlighted (by color or with a “*”) and must contain values.
Tip: In DocuLink Web UI, the navigation path above the input fields
indicates your current position in the list.
3. Perform the required changes; fields that cannot be edited are grayed out.
Important
Only those fields that were neither defined as key fields in the table nor
have a structuring function in the hierarchy may be edited. The key fields
are used to uniquely identify a data record. Fields that cannot be edited
are grayed out.
4. Click Accept to confirm your changes.

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Chapter 6 Performing basic operations
In DocuLink Web UI, click Change and modify the node.

Some fields are validated to ensure that the entry is correct (e.g. foreign keys or
dates are checked). In case of an error, a warning message appears. Invalid data
will not be saved.
In the user settings, you may also specify that when a record is changed, any
document assigned to it automatically opens (see “Other functions and settings“
on page 93). When you make further changes to the same record, the system asks
you whether you want to reopen the document again.
6.2 Creating an element

Depending on the configuration, the following options are available:
• Create data record: Create a new data record without an assigned document. For
more information, see “Creating data records in SAP GUI” on page 40).
• Create several data records: Create several data records of the same type in the
same position in the tree, successively; in this case, the create screen remains
open after creating a new element (see “Creating data records in SAP GUI”
on page 40).
• Create and archive one document: Create a data record and simultaneously
archive an assigned document. For more information, see “Creating and
archiving documents” on page 42.
• Create and archive several documents: Create a data record and simultaneously
archive a number of assigned documents consecutively. For more information,
see “Creating and archiving documents” on page 42.
Note: In the SAP GUI for HTML visualization, it is not possible to create
documents.
Creating data records and documents in DocuLink Web UI is described in “Creating

data records with documents in DocuLink Web UI” on page 44
Creating CM documents and folders is described in “Creating a CM document”

on page 86.
6.2.1 Creating data records in SAP GUI

To create a data record:
1. Navigate to the position in the tree where you want to create a new element.
2. Click Create .
A selection box with the available elements is displayed. In addition, an option
allows you to create a copy of the selected element, i.e. the input fields of the
new element are already filled with the values of the currently selected element.
3. Select the required element and click Accept .

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6.2. Creating an element
The Create dialog for the required element is displayed.
4. Enter the necessary data for the corresponding element in the Create dialog,
especially in the mandatory fields highlighted by color. All other fields are
optional.
5. To create only one record:

Click Create record .
The Create dialog closes and the new record is displayed in the tree.
6. To create several records of the same type in the same position in the tree
Click Create several records .
The entered field values are transferred and the record is created. This is
confirmed by a message in the status bar. Now you can create as many records
as you like, one after the other:
a. Repeat the process described above; enter the record values and click .
b. After the last record, click Cancel to close the Create dialog.
6.2.2 Creating as copy

When you want to create a record which is very similar to an existing one, for
example if many of the attributes are the same, you can use the Create as copy
command.
To create a copy of an existing record:
1. Select the record you wish to use as a template and click Create .
2. Select as copy from the selection list and click Accept .

The Create dialog for the element is displayed with preset, editable fields.
3. Make the necessary changes, not forgetting the key fields.
4. Click Create record or Create several records .

The new record is displayed in the tree.
Creating several records as copies
When you select the element as copy from the selection list the first time, and
after entering the values you click Create several records, the values of the
selected element are preset for each further element. However, you can click
Delete entire selection to delete the preset settings.

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6.2.3 Creating and archiving documents

Note: Creating data records and documents in DocuLink Web UI is described
in “Creating data records with documents in DocuLink Web UI” on page 44.
To create and archive documents:
1. Navigate to the node in the tree to which the document shall be assigned.
Tip: Remember that, depending on the configuration, documents cannot

be stored at all documents. In this case, no create function is available.
2. Click Create .
Depending on the configuration, a selection box with the available elements is
displayed.
3. Select a document.
4. Select the required archiving scenario, e.g. file import via DesktopLink.
Depending on the selected archiving scenario, different steps may follow to
store the document, e.g. scanning or file selection (see “Importing documents“
on page 67).
Tip: For more details on the different archiving scenarios see “Importing
documents“ on page 67.
5. Assign a document type to the document by selecting a type from the selection
list.
6. Click Accept .
The document is inserted in the required position in the tree.
After you exit the creation dialog box, the newly created documents are displayed in
a different color. This color is reset when you refresh the display.
6.2.4 Creating and archiving data records with documents

Depending on the configuration, you can create a data record and simultaneously
archive a document for it. You can choose whether you want to archive one or more
documents together with a single data record.
Note: Creating data records and documents in DocuLink Web UI is described

in “Creating data records with documents in DocuLink Web UI” on page 44.
To create and archive data records with documents:
1. Navigate to the position in the tree where you want to create a new data record
with a document.

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Tip: Remember that, depending on the configuration, documents cannot

be stored at all documents. In this case, no create function is available.
2. Click Create .
A selection box with the available elements is displayed. In addition, an option
allows you to create a copy of the selected element, i.e. the input fields of the
new element are already filled with the values of the selected element.
3. Select the required element for the data record in the dialog.
4. Enter the necessary data for the corresponding element in the Create dialog,
especially in the mandatory fields highlighted by color. All other fields are
optional.
5. Click Create record with document or Create record with several

documents , depending on how many documents you want to assign to the
data record.
A selection screen for the archiving scenario is displayed, unless the scenario
was already defined during configuration.
6. Select the required archiving scenario.

The selected archiving scenario is automatically re-used for all following
records (for the same user at the same node type). The current scenario is then
specified for the archiving function, unless Always ask was defined as the
standard archiving scenario. In this case, you are asked anew which mode to
use for each archiving operation).
7. If necessary, click Archiving senario to change the current archiving scenario.

Depending on the selected archiving scenario, different steps may follow to
store the document, e.g. scanning or file selection.
For more details on the different archiving scenarios see “Importing
documents“ on page 67.
Note: If the archiving operation is interrupted, you can decide whether

you still want to create the record despite this.
When you selected Create and archive one document the create dialog is closed
and the newly created record with the document is displayed in the tree.

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8. When you selected Create and archive several documents, the record with the
document is displayed in the tree, however the create dialog remains open.
Now you can assign another document to the same record.
Depending on the selected archiving scenario, perform one of the following:
a. Select an option for the archiving scenario for the next document in the
dialog:
• Same scenario: Using the same archiving scenario (same archiving

mode, document type, etc.).
• Other scenario: Using a new archiving scenario; the archiving scenario
selection screen is displayed again.
• ArchiveLink Scanning: In this scenario, you may select all the
documents in the scanner to be archived to the same data record. This is
only possible if Scan has already been set as the archiving scenario.
b. Repeat the last step for each additional document you want to assign to the
current data record.
c. Finally, click Cancel to close the dialog.
You return to the create dialog and can create the next data record.
d. Finally, click Cancel again to close the create dialog.
In the hierarchy, the new data records (possibly with a document) are displayed in a
different color after you exit the create dialog. When no document node exists, the
value table node for which a document was archived is highlighted and the
archiving information is displayed in the status bar. This color is reset when you
refresh the display.
6.2.5 Creating data records with documents in DocuLink Web

UI
In DocuLink Web UI, creating SAP ArchiveLink documents is possible via file
upload.
To create and archive data records with documents:
1. Navigate to the position in the list where you want to create a new element and
select the corresponding node.
2. Click Create in the toolbar of the list control and select the type of data record to
be created.
Tip: This function is also available from the context menu of the selected
element.
A dialog with the data available for the new data record is displayed.
3. Enter the necessary data for the new element in the Create dialog, especially in
the mandatory fields highlighted by color. All other fields are optional.

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4. To add an attachment, click Browse to navigate to the document that you want
to archive.
Click Attach to transfer the document to the Current file attachment(s) field.
5. If prompted, select the document type from the drop-down-list. In case you
have chosen a wrong document type, click Remove to remove it.
6. If required, repeat the procedure using the Browse and the Attach button to
add more files.
7. Click Create.
The data record with the document(s) is inserted in the required position in the
list
To archive documents:
1. Navigate to the node in the list to which the document shall be assigned and
select the corresponding node.
2. Click Create in the toolbar of the list control and select the type of document to
be created.
Tip: This function is also available from the context menu of the selected
element.
The File Upload - Create documents dialog is displayed.
3. To add an attachment, click Browse to navigate to the document that you want
to archive.
Click Attach to transfer the document to the Current file attachment(s) field.
4. If prompted, select the document type from the drop-down-list. In case you
have chosen a wrong document type, click Remove to remove it.
5. If required, repeat the procedure using the Browse and the Attach button to
add more files.
6. Click Upload.
The document is inserted in the required position in the list.

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6.3 Moving and copying elements in SAP GUI for

Windows
Moving and copying of elements is only possible via Drag&Drop.
Notes
• Locked (i.e. checked out) CM documents remain locked after moving. On the
other hand, copies of locked (i.e. checked out) CM documents are no longer
locked after they have been inserted.
• Copying between different SAP systems is not possible.
To move an existing record to another position in the tree:
1. Select the required record(s).
2. Drag the selection to the required position in the tree and release the mouse
button.
To copy an existing record to another position in the tree:
1. Select the required record(s).
2. Keep the CTRL key pressed, drag the selection to the required position in the
tree and release the mouse button.
6.4 Moving and copying elements in DocuLink Web

UI
You can move and copy elements using the button bar of the list.
To move a document:
1. Select one or more documents.
2. Click Move.
The Move View dialog opens.

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6.4. Moving and copying elements in DocuLink Web UI
3. In the Move to field, use the breadcrumb trail to navigate to the target folder
you want to move the document to.
4. Click Move.
5. If prompted, select a document type from the drop-down list and click Move.
The document(s) is/are moved to the selected folder.

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Note: The following procedure describes how to copy a document; this is

almost identical to the procedure of moving a document. The only difference is
that copying leaves the document also in the source destination.
To copy a document:
1. Select one or more documents.
2. Click Copy.
The Copy View dialog opens.
3. In the Copy to field, use the breadcrumb line to navigate to the target folder you
want to copy the document to.
4. Click Copy.
5. If prompted, select a document type from the drop-down list and click Copy.
The document(s) is/are copied to the selected folder.
6.5 Deleting elements

You can delete records, documents and links. Since deleting a record can easily lead
to inconsistencies, a record can only be deleted if it has no links. For example, if you
want to delete a product in the sample project, then this product may not be linked
to any customers. On the other hand, you can delete a link at any time since the
actual data record remains intact.
The same applies to linked documents. When you specify a record for deletion
without the assigned document, you are first asked whether you also want to delete
the original. If you do not want to do this, you cannot delete the associated record,
either.
Before the deletion takes place, you are asked whether you really want to delete the
records. The number of records marked for deletion is also displayed for checking
purposes. The question is then repeated for the documents you selected for deletion.
Deleted data records and documents are initially moved to a special table. It is then
the administrator's responsibility to delete them completely (see OpenText DocuLink
for SAP Solutions - Customizing and Administration Guide (DC-CGD)). Until this
happens, deleted records can still be 'rescued' and restored by the administrator.
Tip: CM documents that have been locked (i.e. checked out) by another user
cannot be deleted.
To delete records and documents:
1. Select the required record(s) or document(s).
2. Click Delete .
Alternatively, press the DEL key.

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6.5. Deleting elements
3. Confirm the message whether you really want to delete the record by clicking
on Delete.
4. Confirm the message whether you really want to delete the assigned document
by clicking on Delete.
The selected record(s) or document(s) are deleted and disappear from the tree.
To delete records and documents in DocuLink Web UI:
1. Select the required record(s) or document(s).
2. Click Delete.
3. Confirm the message whether you really want to delete the items by clicking
Yes.
The selected record(s) or document(s) are deleted and are not displayed any
more.

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Chapter 7
Using selection screens
When you want to create a hit list or a selection was set up on a node in the
hierarchy tree to restrict the volume of data to be displayed, a drill down screen
appears, also called a selection screen.
To execute a selection screen in SAP GUI:
1. Double-click the node you want to display. The selection screen appears.
2. Enter the required values for the selection to restrict the number of displayed
entries. To do so, you can use the selection functions and/or variants as
described below.
3. Click Execute .
When you display separate hit lists, you can execute the selection in the
background, so that you can continue to work in the foreground during an
extended selection process. In this case, select Execute in background.
The standard procedure for starting background processes then follows.
In DocuLink Web UI, selection screens are used to restrict the number of displayed
entries.
To execute selection screens in DocuLink Web UI:
1. Enter the search criteria; you can search both for single values and for value
ranges. To search for ranges, enter threshold values in both fields in a row.
2. To display a list of possible entries, click to the right of the search field, if
available. In the list of possible entries, double-click an entry to fill it in the
search field.
3. To start the search, click Search.

The search result, one or more master records, is displayed as a hit list in the
Search Results panel.

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Chapter 7 Using selection screens
7.1 Selection functions

When entering values in selection screens you can use the following selection
functions:
Selection options)
Invokes standard SAP selection options (such as Greater than, Less than,
Single value, Not equal to).
Delete selection
Deletes a single entry in the field and restores the last value saved.
Delete entire selection

Deletes all entries from the fields and restores the last values saved.
Multiple selection
Allows a multiple selection in a selection screen, for instance to select several
individual objects or sequences of object numbers. This uses the SAP standard
dialog for multiple selection. It contains four tabs where you can specify or
exclude individual values or ranges of values.
Example 7-1: Multiple selection in the selection screen
In the example, the single values OpenText Document Access for SAP and
OpenText Archiving for SAP Solutions are entered as multiple selection
values for the product name. Use Check to test whether the entries you
made are correct. Click Accept to close the multiple selection screen.
Click Accept again to close the selection screen. The result of this selection
can be seen here:

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7.2. Variants
7.2 Variants
You can save the entries for a selection screen that is used on a regular basis in a
user-specific (personal) variant. This way, you can access it directly for the next
retrieval and do not have to enter all the values again.
If other users require the same entries, you can save the variant globally (provided
you have the correct authorization) and make it available to all users. The next time
you make a selection, you can choose this type of pre-defined variant. The input
values are then entered in the appropriate selection fields.
To create a variant:
1. Enter the required values in the selection screen and click Save as variant... .
A dialog opens.
2. Enter a name and a description for the variant.
3. Click Save as personal variant or, if you have the necessary authorization,
Save as global variant .
To use variants:
1. In a selection screen, click Get variant... .

Both the personal and global variants available are presented for selection.
2. Select a variant.
The value entries defined in the variant are copied to the selection screen.
To delete a variant:
• In a selection screen, click Delete variant and select the variant you want to
delete.

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Chapter 7 Using selection screens
Tip: You can delete personal variants always, since these are only available to
you. You can delete global variants only if you have the necessary
authorization.
7.3 Configuring selection screens

In selection screens, you can hide fields that you do not require.
Note: This function is not available in DocuLink Web UI.
To configure a selection screen:
1. In a selection screen, click Configuration .
2. De-select the checkboxes for the fields that you want to hide in the selection
screen.
To display hidden fields again, select the respective checkboxes.
3. Click Accept to close the Administration screen.

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7.3. Configuring selection screens
The deactivated fields are hidden in the selection screen.

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Chapter 8
Using hit lists
You can make a selection on any data source, for example to examine a group of
elements belonging to a node. You do this using the hit list function. In order to
generate a hit list, the selection criteria entered by the user in a search screen are
evaluated. All the data records that match the criteria are then displayed in a
resulting hit list.
Hit lists for CM You can create hit lists for CM document folders as well. For CM hierarchies, the CM
folders documents and folders are displayed without a selection screen, but with their KPro
attributes and, if available, checkout information.
8.1 Different representations

There are two representations available for hit lists:
• Hit list in separate view
• Hit list in tree view
8.1.1 Hit list in separate view

The hit list in separate view is displayed in a separate screen. This separate view
provides a more detailed display and more extensive editing capabilities for
representing the records.

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Chapter 8 Using hit lists
Expanding You can expand the nodes of the separate hit list further by clicking on the
nodes associated node icon. The hit list is then replaced by a list of subnodes. To return to
the hit list, click Back .
Standard As in other SAP applications, you can change the column widths by dragging the
functions for dividing line with the mouse, define the column order by means of Drag&Drop and
lists
select multiple entries using the SHIFT and CTRL keys. Many additional functions
are available in the context menus.
In the case of separate hit lists, which are displayed in a separate view, further SAP
standard functions for lists are available. Refer to the SAP documentation for a
description of these functions.
8.1.2 Hit list in tree view

The hit list in tree view is displayed in the form of a tree which is integrated into the
hierarchy of the existing view. The tree display shows you how the records are
organized within the hierarchy.
You can, however, expand the nodes from the hit list in tree view and use the
standard DocuLink functions on these nodes. Furthermore, some functions are
available to change the tree view display, see “Changing the display” on page 60.

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8.2. Special functions
8.2 Special functions

In addition to the functions already mentioned in “Navigating“ on page 25, you can
also use certain special functions in hit lists. These will be described in the following.
8.2.1 Getting more data

When the maximum number of hits for display is exceeded in a hit list, only the
permitted number of hits are displayed to start with.
To display more data:
• Select the hit list and click Get more data .

Each time you do this, another X records are retrieved where X is the maximum
permitted number (see also “Other functions and settings“ on page 93).
This can be useful, for example, when a product was purchased by a large number
of customers and you are searching for a particular customer but do not want to
have to scroll through all the records at once. When large volumes of data are
involved this also has an impact on performance, since selecting all the data at once
can lead to significant delays and even timeouts.
8.2.2 Searching anew in separate hitlist

To change the selection criteria for your separate hit list, click Back . The selection
screen appears and you can continue in the usual way.
8.2.3 Refreshing
When a data source on which the hit list is based is subsequently modified, the hit
list must be refreshed. To do this you do not have to start a new search, instead click
Refresh . The most recent status of the hit list is displayed.
8.2.4 Displaying header data

Some additional information for the (separate) hit list (e.g. project, version, view,
attribute object, node type) is contained in the header data. To display it, click
Header data .

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8.3 Changing the display

You can change the hit list display in various ways to suit your needs, for example
by sorting the data or hiding or moving individual columns. You can define these
settings either temporarily or permanently for a specific node.
8.3.1 Moving a column

You can alter the sequence of the columns to suit your needs.
To move a column:
1. Select the required column by clicking on the column title.
2. Use Drag&Drop to move the column where you want to place it.
Tip: In the case of hit lists in tree view, it is not possible to move columns with
Drag&Drop. Click Output Settings to define the sequence of columns (see
“Configuring hit lists in tree view” on page 62).
8.3.2 Hiding a column

To hide a column:
1. Select the required column by clicking on the column title.
2. Select Hide column from the context menu.
Tip: Alternatively, you can exclude a column from the display by using the hit
list configuration screen (see “Configuring hit lists in tree view” on page 62).
8.3.3 Sorting records

You can sort the data records in a hit list using certain attribute values such as.
name, date, etc.
To sort records:
1. Select the attribute to be used for sorting by clicking on the respective column
title.
2. Specify sort order by clicking Sort in ascending order or Sort in descending

order .
Sorting uses the following rules:
• When no column is selected, the rows of the table are sorted using key fields.
• When one attribute is selected, the sort order is unambiguous and the records are
immediately sorted in ascending or descending order on the basis of this
attribute.

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8.3. Changing the display
• When several attributes are selected, the sort order depends on the type of hit
list.
Note: In the case of hit lists in tree view, the Output Settings screen appears
(see also “Configuring hit lists in tree view” on page 62) and allows you to
specify the sort order. The columns that are selected in the hit list are also
selected in the configuration screen.
Sort order in Sorting is automatically performed in the order in which the columns were selected.
separate hit Click the columns by which you want to sort (in the correct order!) and then choose
lists
the sort function.
8.3.4 Editing the list layout

You can edit the appearance of a hit list using the layout function.
To edit the list layout:
1. Click Select layout in the list view or the small arrow next to that icon in
the separate hit list.
2. Select Change layout... from the context menu.
3. Specify the settings for column selection, sorting, filters and display purposes.
Refer to your SAP documentation for a description of these functions.

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8.3.5 Configuring hit lists in tree view

You can (permanently) define the representation of the hit lists in tree view with
regard to the scope and sequence of all the columns in a single screen.
Tip: Alternatively, you can configure the hit list using the layout function (see
“Editing the list layout” on page 61).
To configure hit lists in tree view:
1. Double-click Output Settings in the tree.
Tip: When you select specific columns in the hit list before invoking
Output Settings, the corresponding lines are also selected in the
configuration screen.
2. You can define the following output settings for each attribute object:
Selection
Attribute selection; only fields marked with a checkmark are displayed.

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8.3. Changing the display
Sort
Sorts the data in ascending (U) or descending order (D); this automatically
forces an entry in Sort order.
Sort order
Determines the sequence of the sort fields. When more than one sort field is
specified, you have to make an entry in the Sort field.
Output length
Number of displayed characters; it is determined automatically, but can be
overwritten
3. Change the order of the attributes as required:
a. Select the line to be moved by clicking in the field at the beginning of the
line.
A small arrow indicates that the attribute is selected.
b. Click the line above which the selected line is to be inserted.
c. Click Move .
Now the attribute is displayed at the selected place.
d. Repeat this process until you have the order you want.
4. Click Accept to close the configuration screen.

The hit list now appears as you configured it.

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Part 3
Working with DocuLink
Part 3 Working with DocuLink
In the following chapters, you will find the day-to-day operations with DocuLink.
Caution
Due to technical restrictions, not all DocuLink functions are available in the
different visualizations. Note the respective limitations indicated in the
following chapters.

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Chapter 9
Importing documents
The documents to be stored in DocuLink can be imported or entered in the system in

different ways. There is a range of options, depending on whether the documents
already exist (for example, in a third-party system) or whether they must be
imported.
Note: This function is not available in the DocuLink Web UI visualization.

In DocuLink Web UI, creating SAP ArchiveLink documents is possible via file
upload (see “Creating data records with documents in DocuLink Web UI”
on page 44).
9.1 Entry via scenarios and backend

In order to enter new documents and the indexing information they require in the
archive system, the following scenarios are supported on the front-end PC:
Late storing with bar codes

When a new document record is created in DocuLink, an entry screen is
displayed where you can enter the bar code of the document to be linked to. The
document with the bar code can be scanned later and archived.
Storing for subsequent entry
When storing a document for subsequent entry, the document is scanned and
archived in the SAP application before the workflow starts. The document type
assigned to the document determines the workflow and, if configured
accordingly, how a record is stored with the archived document in DocuLink.
Archiving from the file system (standard ArchiveLink)
Selecting and archiving the file from the SAP GUI. Requires no additional
software on the client.
Archiving from the file system (DesktopLink)
Fast option for selecting and archiving the file from the SAP GUI, but requires
additional software (DesktopLink) to be installed on the client.
Tip: For more details see “Entry via DesktopLink” on page 68.
Archiving from the scanner

Scans a document using the scan client and archives the document from there.
Entry via DesktopLink
Document is archived from other programs using DesktopLink. When entering
documents from ODMA-compatible applications using DesktopLink, you can
preset fields in the input screen using user-defined properties. Furthermore, you
can specify which DocuLink view is automatically displayed and which nodes
are expanded. This eases navigation to the required node for the user.

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Chapter 9 Importing documents
Creating in the editor (CM documents only)

The CM document is created and edited in the editor during entry.
In order to enter documents that already exist in electronic format, one of the
following methods can be used via the back-end (usually on the archive server):
• Interface for entering external data (documents + attributes) with transfer of the
attributes to the SAP application; this interface can be used, for example, by
scanning service providers.
• Interface for the transfer of COLD data together with transfer of attributes to the
SAP application.
Note: The transfer of COLD data always represents an additional project.
• Special data transfers from external systems are possible by designing a separate
function group and using project-specific user exits (for example the Invoice
Reader solution package).
The system asks you to specify which archiving method is to be used (if alternatives
are available) when a document is created (see “Creating and archiving documents”
on page 42). The last selected scenario is automatically used unless the Always ask
option has been defined as the default archiving mode. To select a different scenario,
click Reset archiving scenario.
The necessary customizing must be carried out for each of these archiving scenarios
before they can be used (see OpenText DocuLink for SAP Solutions - Customizing and
Administration Guide (DC-CGD)).
9.2 Entry via DesktopLink

Note: This function is only available when the add-on DesktopLink is
installed.
DesktopLink offers various possibilities to start archiving documents; for more

details see OpenText DesktopLink - User Guide (CLDL-UGD).
SAP GUI
There are various ways to start archiving from the SAP application:
• via the SAP OAWD transaction (Store documents)

• via the SAP transaction of the individual business objects (document lists)
• via the SAP transaction for Livelink ECM – Suite for SAP Solutions PLM (/
IXOS/PLM)
• via the DesktopLink transaction J8AM (Archive from filesystem)

• via the Content Management interface

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9.2. Entry via DesktopLink
Word, PowerPoint and OpenText Imaging Windows Viewer

Via the standard menu items Save or Save to IXOS and selecting the target
application.
All Windows applications
• Via the context menu Send to >Livelink ECM – Suite for SAP Solutions in
the Windows Explorer
• Via Drag&Drop on the Livelink ECM – Suite for SAP Solutions desktop
icon
• Via a special print driver that converts the file to PDF or TIFF format first
and then archives it (OpenText PDF Converter or OpenText TIFF Converter)
To enter documents via DesktopLink:
1. Start archiving via DesktopLink using one of the starting points described
above.
2. In the SAP GUI, select the document type, the default settings and the DocuLink
scenario. This step may not be necessary, if these settings have been predefined.
3. In DocuLink, navigate to the required view if this is not yet displayed.
4. In the hierarchy, navigate to the node to which the file is to be assigned. This
may be:
• A value table node in order to create a record and archive the document to
this record.
• A document node in order to add a document.
• A value table node with a subordinate document node, in order to add a
further document to the existing record.
5. Click Create . When the document type has not been uniquely determined, a
selection dialog box is displayed for each file.
All the current files are assigned to a single node (i.e. the current node).

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Chapter 10
Exporting documents (OpenText Rendition Server)
Note: Document export is only supported for the SAP GUI for Windows and
requires a prior installation of OpenText Rendition Server.
DocuLink offers the following export options for the archived documents:
• Download
Copies the document and converts it to the PDF, TIFF or TXT format for local
storage.
• E-Mail
Copies the document and sends it as an E-mail.
• Print
Prints the document on a specified printer.
Tip: To ease access, all export functions are also accessible from the context
menu.
For all options, DocuLink allows you to export documents either as single
documents or as part of a complete folder structure. Thus it is possible to export also
large collections of documents in one batch.
Tip: Processing of large export jobs may be time consuming due to the
considerable computing workload.
10.1 Downloading documents

When you download a document, DocuLink generates a local copy of the document
in the specified format together with an additional index page. The original
document in the archive remains unchanged. In this way, it is possible to create a
local copy of SAP documents e.g. if you must provide certain documents to users
who have no access to your SAP system, but are able to use an internal file share.
To download one or more documents:
1. Navigate in your SAP system to the required documents.
2. Select the required document(s) either as single documents or a complete folder

containing documents.
3. Click Document Processing and select Download document entry in the

Document Processing dialog.
The Download document dialog opens.

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Chapter 10 Exporting documents (OpenText Rendition Server)
4. Select the Task Profile field and click to open the Task Profile dialog. Select
the required task profile from the selection dialog.
5. Click Copy to confirm your selection and press ENTER key.

The task profile together with its defined download path are displayed in the
Download document dialog.
6. If required, enter additional information in the Comment field.

This comment will be visible in the Overview of my Document Processing jobs
dialog.
7. Click Download to trigger the download of the selected document(s).

Depending on the Task Profile setting, the download renders either to separate
target files or to one single merged target file. In the former case, the
document(s) is downloaded and an index page in HTML format is generated in
the download path.
Note: The index page is only generated when this is activated in the
Rendition Server profile.
In the case of a merged download, no index page in HTML format is generated

in the download path.

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10.2. Sending documents as e-mail
10.2 Sending documents as e-mail

Prior to sending documents as an e-mail, a correct e-mail address must be defined in
your user profile.
Note: Depending on the configuration, this definition may be your

responsibility.
To send one or more documents as e-mail:

3. Click Document Processing and select Send document as E-mail entry in

the Document Processing dialog.
The Send document as E-mail dialog opens.

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The task profile is displayed in the Send document as E-mail dialog.
6. If required, enter any additional information in the Comment field.
7. Select the To field and enter the recipient's mail address. Alternatively, click
to open the E-Mail Address dialog and select the recipient from the SAP mail
system.
To enter multiple recipients:
a. Click to open the Multiple Selection for dialog.

b. Select an empty row in the Multiple Selection for dialog.

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10.3. Printing documents
c. Press F4 key to open the E-Mail Address dialog and select the required
recipient. Click Copy to confirm your selection.
d. Repeat the sub-steps a. through c. for every recipient you want to add.
e. Click Copy to close the Multiple Selection for dialog.
The defined recipients are added in the To field; however, only the first
entry is visible.
Tip: To view your entries, click to open the Multiple Selection

for dialog again.
8. If required, repeat the above step for the Cc field.
9. Enter the subject of your mail in the Subject field.
10. If required, enter additional text to be mailed in the field below the Subject
field; a maximum of 1024 characters is supported.
11. Click Send to trigger the mailing of the selected document(s).
10.3 Printing documents

When you print a document, DocuLink converts the document to the PDF format
prior to sending it to the printer.
To print one or more documents:

3. Click Document Processing and select Print document entry in the

The Print document dialog opens.

DC160208-UGD-EN-01

The task profile together with its defined printer path are displayed in the Print
document dialog.
6. If required, enter any additional information in the Comment field.

This comment will be visible in the Overview of my Document Processing jobs
dialog.
7. Click Print to trigger the printing of the selected document(s).
10.4 Monitoring output jobs

In order to monitor the progress of your own output jobs, DocuLink allows to
display their status in the SAP system.
To monitor the current output jobs:
1. Click Document Processing and select My job overview entry in the

The Overview of my Document Processing jobs dialog opens.
The log entries for the currently processed output jobs are displayed with their
current status.
The status messages show the following information:
• – download job was finished successfully. Click to access the

generated index page in HTML format. The creation of the index page does
not start until the document download is finished. To open a document,
click the respective link.

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10.4. Monitoring output jobs
• – download job was processed with errors.
– in the log entry, click to display a more detailed error list. In this list,
some count information is stated if available. A list of source documents
associated with errors that happened during processing is also provided.
Note that parts of this list are currently only localized in English.
Example 10-1:
– the index page creation fails or the index page displays an error message:

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The system checks for which documents a problem occurred and

invalidates the respective document links. In addition, archive document
id and archive id are displayed, if available.
• Date and Time – Date and time of job request.
• Fcode – Type of process: download, print or send document as E-mail.
• Comment – Comment entered by the user launching document processing.
• Message – If the message shows Finished!... or Index HTML creation
failed, a counter info is displayed. The counter info has the format
000000xxxx (000000xxxx). The number before the brackets is the number of
already processed documents. The number in brackets is the target number
of documents to be rendered.
Example 10-2:
0000000000 (0000000000) – 0 of 0 documents were processed. For
example, the job was started with no source documents and
therefore no documents were processed. This occurs if a user selects
an area without documents in a DocuLink project view.
0000000003 (0000000003) – 3 of 3 documents were processed.
0000000005 (0000000010) – 5 of 10 documents are processed but 5 are
still outstanding. If you find such a count in a message stating the job
is Finished! or Index HTML creation has failed, some unusual
problem has occurred. The job has probably been aborted. In usual
error cases, the number of processed documents ends with the same
count as the target number.
Note: If the user is not logged on in English language, the Message

column title is displayed as <TRFC_STATUS_MSG>. Currently, there is
no localization available. See the latest release notes for more
information.
• UNC path – path to html index page.
2. Click Continue to close the dialog.

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10.4. Monitoring output jobs
To delete the logs entries of output jobs:
1. Click Document Processing and select My job overview entry in the

The Overview of my Document Processing jobs dialog opens.
The log entries for the processed output jobs are displayed with their current
status.
2. Select the required job and click Delete .

The Delete record dialog opens.
3. Confirm deletion by clicking Yes.

The selected log entry is deleted.
Tip: In addition to the monitoring of your own output jobs, administrators

may use an additional function to provide more detailed information on job
processing.

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Chapter 11
Integrating SAP Content Management Functions
11.1 Content Management (CM) functionality

Document hierarchies from an SAP Content Management (CM) system may be
integrated into DocuLink structures as special folders. These so-called CM folders
are highlighted (usually in color).
Tip: You can define how to highlight these special CM folders user-specifically,
see “Other functions and settings“ on page 93.
Apart from the standard functions for nodes, documents in these folders also feature
the familiar CM functions from the SAP Content Viewer (assuming you have the
required authorization). These functions includes checking documents out or in,
displaying document properties and versions, changing the document status or
storing a local copy without checking out.
Note: CM functions are not available in DocuLink Web UI.

However, you can display the CM documents themselves just as ArchiveLink
documents (see “Displaying original documents” on page 31).
Hierarchy area - In CM document hierarchies, the hierarchical structure is displayed on the left-hand
document area side of the screen in the so-called hierarchy area, as in the user interface for the
individual business objects. On the right-hand side of the screen, the actual
document is displayed in the document area and can be edited in the Content Viewer.

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Chapter 11 Integrating SAP Content Management Functions
The functions in the document area (Content Viewer) always refer to the document
currently being displayed there. To switch the current document, double-click the
required document's name in the hierarchy area.
11.2 Displaying CM documents and versions

Note: CM functions are not available in DocuLink Web UI.
However, you can display the CM documents themselves just as ArchiveLink
documents (see “Displaying original documents” on page 31).
To display the current document in a viewer:
• Click Display in the document area.
To preview a document:
• Click the document name in the hierarchy.

Alternatively, Select the required document in the hierarchy and click Preview
in the document area.
In both cases the most recent version of the document is displayed.
To display a version overview:
• Click Versions in the document area.

An overview of all existing versions of the current document displays.

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11.3. Displaying and editing CM properties
Tip: You can browse through the views that have already been displayed (e.g.
version overview, document preview, attribute properties, etc.) by clicking
Back or Next Page .
11.3 Displaying and editing CM properties

In a CM hierarchy, you can display additional properties of the following elements:
• Documents
• Folders
• Versions
• Document attributes (corresponds with the contents of the Properties tab in the
document properties dialog)
In the following sections we will describe how to display the various properties. To
edit the properties, switch to edit mode in the display screen.
Note: To edit the properties you require the correct user rights and permission
for the node type.
To display document properties:
• Click Detail in the DocuLink toolbar.

Alternatively, double-click the document name.
A dialog with the various properties for the current document appears.

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To display folder properties:
• Click Detail in the DocuLink toolbar.

Alternatively, double-click the folder name.
A dialog with the various properties for the current folder appears.
To display version properties:
• Select the required version in the version overview and click Properties in
the document area.
To display attribute properties:
• Click the Properties in the document area.

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11.4. Creating a CM folder
The attribute properties for the current document (which corresponds to the
contents of the Properties tab in the document properties screen) are displayed
in the document area.
Tip: When you select several documents to display the attribute properties,
these views are “stacked” in the document area. You can browse through the
views by clicking Back or the Next Page .
11.4 Creating a CM folder

You can create CM folders directly in the DocuLink tree.
To create a CM folder:
1. Select a node which is configured for CM folders and click Create .
2. Select Create CM folder in the selection dialog.
3. Enter a name and a description for the new folder.
Note: The options Hidden and Order of Contents Freely Determinable

are currently not supported in DocuLink.
4. Click .

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11.5 Creating a CM document

You can create CM documents directly in the DocuLink tree by using the following
methods:
• Importing a file (also using DesktopLink).

The process is the same for both cases; however, when importing a file via
DesktopLink, an additional file in TIFF format is created.
• Using an editor.
• Using an existing template (if available).
Templates already have certain content, properties or layout information
defined.
Note: To edit a document (especially when using templates) you require the
appropriate user authorization and permission for the node type.
To create a document by importing a file:
1. Select a node which is configured for CM documents and click Create .
2. Select Create CM document in the selection dialog.
3. Select a file import scenario.
4. Select the required file in the file selection dialog.
5. Enter a name and a description for the new document.
6. When several different document classes are available, select the correct one for
your document.
7. Click .
The new document appears in the hierarchy.
To create a new document in the editor:
2. Select Create CM document in the selection dialog.
3. Select the Start CM editor scenario.
5. When several different document classes are available, select the correct one for
your document.
6. Select the MIME type for the new document. According to this type, the
corresponding editor will be used.
7. Click Start CM editor.

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11.6. Editing a CM document and/or create a new version
8. Edit the file in the editor. The file is automatically given the name you entered
in the previous dialog.
9. Save the file and close the editor.
To create a file from a template:

2. Select Create CM document with template in the selection dialog.
3. Select the required template from the selection list if several are available.
Note: Only those templates maintained in your current logon language

are available.
5. In the Properties tab, you can enter a comment and specify possibly further
properties, depending on the configuration. The name and description are
preset according to the template. However, you can still edit the entries.
6. Click Save .
The template is opened in the editor.
7. Edit the file in the editor.
The file is automatically given the name you entered in the previous dialog.
8. Save the file and close the editor.
11.6 Editing a CM document and/or create a new

version
Note: To edit a document you require the appropriate user authorization and
permission for the node type.
Important
While a user edits a CM document it is automatically locked for use by other
users. Meanwhile, other users can access the document only in read-only
mode. Only after the document has been saved and closed in the editor, it is
released for all users.
To edit an existing CM document:
1. Select the required document in the hierarchy.

2. Click Edit CM document .
The document opens in the corresponding editor.

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3. Edit the document and save the changes.
4. Close the editor.

A dialog appears asking you whether you would like to overwrite the old
document version or create a new one.
5. Select the required option.
6. Click Store .
The version overview is updated.
Tip: Locked documents are highlighted for distinction; you can change the
highlighting color (see “Defining color settings” on page 94).
11.7 Storing CM documents as a local copy

If you want to edit a CM document without saving your modifications for other
users or further editing in the system, you can store a local copy of the document. In
this case, the document is not locked for other users. If you want to transfer the
modifications to the system at a later time, you can either check in a new version of
the document or create a new document.
To store a local copy:
2. Click Local copy CM document .
3. In the File Save dialog, enter a path and a name where the document will be
stored locally.
4. Click Save:
The document is stored locally in your file system.
11.8 Checking out a CM document

If you want to edit a CM document for a longer period and want to lock the
document for other users during this time, you can check out the document from the
system. After editing the document (for instance in different editors or during a
range of days), you check in the document again, thus removing the lock for other
users.
Tip: Locked documents are highlighted for distinction; you can change the
highlighting color (see “Defining color settings” on page 94).
To check out a CM document:
2. Click Check out CM document .

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11.9. Checking in a CM document
3. In the dialog, enter a path and a name where the document will be stored for
editing.
4. Click Save.
The document is stored locally in your file system and can be edited. In the
hierarchy, the checked-out document is highlighted.
11.9 Checking in a CM document

If you want to transfer modifications to a CM document that you either stored
locally or that you checked out back to the SAP system, you can check in the
document again. You can choose whether you would like to overwrite the old
version or create a new version of the document. In both cases, the lock is removed
from the document after check in and the document is released for other users.
To check in a CM document:
1. Select the required document.
2. Click Check in CM document .
3. If necessary, enter a comment such as the reason for modifying the document.
4. If you do not want to create a new version of the document, activate the
Overwrite old version option.
5. Click Save .
The document is unlocked for other users and no longer highlighted.
11.10 Unlocking a CM document

It may happen that a document is checked out by a user and for certain reasons
cannot be checked in again. In order to release the document for other users, you can
remove the lock on a CM document manually.
Note: To unlock a document you require the appropriate user authorization

and permission for the node type.
To unlock a CM document:
2. Click Undo check out CM document .

In the DocuLink status bar, a message informs you that the document was
unlocked.

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11.11 Setting the status

You can change the status of a document, e.g. from In work to Quality check.
Note: To set a document status you require the appropriate user authorization
and permission for the node type.
To set a document status:
2. Click Set status .

Alternatively, you can click the status icon for the document in the tree (if
available).
3. Select the required new status for the selected document from the selection list.
The status symbol for the document in the tree, if available, is changed
accordingly.

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Chapter 12
Using DocuLink Web UI hyperlinks
In DocuLink Web UI, maintained hyperlinks can be used either with the Related
Links button of the list view toolbar or via the context menu of the respective list
item.
Note: This specific DocuLink Web UI function is not available in the SAP GUI
for Windows or SAP GUI for HTML visualization.
To start hyperlinks via list toolbar:
1. Navigate to an item in the list where you want to open the hyperlink.
2. Click Related Links and select the desired hyperlink.

The hyperlink is opened in a browser window.
To start hyperlinks via the context menu:
1. Navigate to an item in the list where you want to open the hyperlink.
2. Invoke the context menu of a list item, open the sub-menu Related Links and
select the desired hyperlink.
The hyperlink is opened in a browser window.
Any of the maintained hyperlinks are accessible in the list view, if the node type
with hyperlink mapping is opened or selected.

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Chapter 13
Other functions and settings
In addition to the functions for special elements, there are also some general
functions and settings in DocuLink.
13.1 Getting help

There are different ways to get help in DocuLink:
• To open the DocuLink help, click .

• To find out which DocuLink version installed, select the menu command
DocuLink-Help > About DocuLink.
• To display a detailed list of the transports imported to your system, click in
the About dialog (not in DocuLink in Web); the installed Add-On packages also
appear as transports in this list.
In addition, specific help functions are available for the different visualizations.
SAP GUI for For the SAP GUI for Windows, you have the following options:
Windows
• To open the user documentation, select the menu command DocuLink-
Help>DocuLink Documentation.
• To access general on-line help, place the cursor on the object you need help about
and press F1.
• To access input help while entering information in dialog boxes, press the F4 key.
DocuLink Web For the DocuLink Web UI, you have the following options for an input help:
UI
• To access input help in a selection or create screen, click next to the input field.
• To fill in date fields, a calendar is provided as input help. You can browse
through the months and select a date.
• For all other input fields, a selection list with the possible values is displayed. If a
large number of values is available, you can browse through the entries. To select
the required value for your input, click OK. The value is copied to the input field.

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Chapter 13 Other functions and settings
13.2 Specifying program settings

The Settings menu contains options that allow you to adapt the user-specific display
in DocuLink.
Note: These functions are not available in DocuLink Web UI.
13.2.1 Defining color settings

You can specify how the different node types and highlighted elements (e.g. selected
attribute record) are displayed.
The following display settings can be defined:
• Static and dynamic nodes
• Newly created attribute records, with and without documents
• Attribute records, also for data from an archive (offline) and for displaying
alternate row colors
• Hit list headlines
• Document nodes (also for displaying alternate row colors)
• CM objects (also locked objects)
To define the color settings:
1. Select the menu command Settings > Colors.
2. Define the colors individually for each different node type:
a. Double-click the corresponding node type.

A selection of possible display settings appears.
b. Double-click the required setting.
3. Alternatively, use the following buttons to change all settings to a defined

pattern:
• Default colors: Reverts to the default colors
• Without background color: Uses colors without a gray background
4. Click Save color settings .
5. When you have customized all the colors, click Okay to close the dialog.

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13.2. Specifying program settings
13.2.2 Defining settings for current project

You can define some settings affecting the project view. These settings are only valid
for the current project.
Note: Depending on the configuration, not all settings may be available.
To specify user settings:
1. Select the menu command Settings > User settings.

The User settings for view dialog appears.
2. Specify the following options as required:
Max. number of hits

Only for value table nodes: Specifies the maximum number of found objects
displayed in the hit list; however, the value be limited by the maximum
number of matches defined during customizing.
Display docs
Specifies the behavior of records containing the DocID and ArchivID
(DOCDIRECT):
• space (default): displays details and original

• V: displays details only
• D: displays original only
Start viewer
Opens the associated original automatically (if one exists) when you start
the detail or edit function or displays a list of available documents for you
to select from.
No start picture
Deactivates the background screen for the inplace view.

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Chapter 13 Other functions and settings
This option is only available when inplace view was customized for the
view.
No inplace view
Deactivates the inplace view (i.e. simultaneous view of the navigation tree
and document or hit list).
This option is only available when inplace view was customized for the
view and when no CM document hierarchies exist in the view.
3. Click to close the dialog.

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Part 4
DocuLink applications
Chapter 14
DocuLink views in SAP Customer Interaction
Center (CIC)
Assuming the required configuration, you can also call DocuLink views from SAP
Interaction Center (IC) WebClient. In many cases the view can be opened by a
hyperlink of the navigation bar.
Example 14-1: Displaying a view
You have logged on to the IC WebClient in your browser with a specific

business role, for example, IC_AGENT. The screenshot shows the Interaction
Center web page for business role IC_AGENT. Your system administrator has
customized the navigation bar at the left to have two hyperlinks to either
start DocuLink inplace or with a separate popup window.
Functionality
DocuLink is started in the DocuLink Web UI. All familiar DocuLink functions for
the Web UI are available.

DC160208-UGD-EN-01
Chapter 15
Integrating workspaces provided by Extended ECM
for SAP Solutions
In case DocuLink is installed together with OpenText Extended ECM for SAP
Solutions, it integrates seamless into this environment. Extended ECM for SAP
Solutions in turn plugs into OpenText Content Server. This integration applies in
particular to the business workspace feature, which is based on a special node type,
and to Records Management with ArchiveLink documents.
15.1 Navigating workspaces

Independent from the visualization, you can navigate through the workspace tree as
usual by opening/closing the individual workspace folders.
If you want to see any content, double-click the respective workspace item or use the
functionality of the item's context menu. Depending on the customized setting, an
inplace view or an external view is used to display the content.
In case of a folder or another “non-content” object like e.g. a discussion channel, its
properties are displayed. In case of an external view, the properties view of such an
item will not be available.
In case of a shortcut item, the content of the original item will be opened.
Note: Navigating on the Content Server side may offer more functionality for
an item than is currently supported by DocuLink. Also it may happen that you
cannot navigate back to DocuLink; in this case, just double-click the item in
DocuLink.
Workspaces in The basic structure of workspaces in DocuLink Web UI is the same as in the SAP
DocuLink Web GUI. The basic element of the workspace view is a row in the Search Results table;
UI
each row represents either a workspace item or a workspace document. The
following features are special for DocuLink Web UI:
• The DocuLink Web UI list view offers access to the functions via the list toolbar
and the context menu of the individual elements.
• All workspace-related dialogs are displayed in an external browser window.
• Navigate through the workspace by selecting workspace folders in the list or tree
view. In addition to the table and tree hierarchy, you can also the breadcrumb
mechanism.

DC160208-UGD-EN-01
Chapter 15 Integrating workspaces provided by Extended ECM for SAP Solutions
15.2 Using Content Server functions

The functions available for workspace items depend on your user access rights on
the Content Server side and on the functionality supported by your DocuLink
system.
Important
Since the functions of DocuLink can be customized, you may not be able to
access all functions described in the following.
Standard Basically, DocuLink supports the following Content Server standard functions:
functions
Add Document/Folder
This function adds a new document or folder. Navigate to the position in the
tree where you want to create a new element and select the corresponding node.
Select the Add Document / Folder command from the context menu, which
opens in an external window a create sub-dialog. Specify the required data for
the new element, especially in the mandatory fields and click Add to finish the
action.
Note: These functions are not available in DocuLink Web UI.
Open item
This function displays the content of the item. In case of Microsoft Office
documents, the proper application to edit the item will be opened, e.g. double-
clicking a Microsoft Word document will present a dialogue if item should be
saved or opened, depending on the users choice word will open and user is able
to work with the document and save a local copy of his changes. This will not
change the document in Content Server.
Edit item
This function enables you to work with different supported document types and
immediately save the changes in Content Server. The respective document type
defines what application is used for editing. This assignment can be customized;
i.e. whether a Word document is opened with Microsoft Word or another word
processor depends on the customized setup.
Download item
This function downloads the content of the item as a local copy. Note that this
action does not reserve the respective item.
Reserve/Unreserve
With this function, you can reserve an item exclusively; all other users only have
read access until you revoke your reservation by unreserving the item. The
item's status of reservation is indicated by a little icon showing a green arrow
and a pencil. You can unreserve the item by again clicking this icon.
Add Follow up
This function triggers in Content Server a follow-up function with the possibility
to specify for a certain user an action on a certain date and time.

DC160208-UGD-EN-01
15.3. Using Records Management with ArchiveLink documents
Properties
For non-content objects, properties are shown as the default action. Properties
are only shown when an inplace view is activated. Different object types may
have different properties; the details depend on the setup of Content Server.
Open Workspace
Opens your preferred browser displaying the selected workspace. You are able
to navigate at random in Content Server.
Special Content Server elements feature special properties; the following are also accessible
functions from DocuLink:
Shortcuts
Shortcuts are indicated by the icon adjacent to the icon that indicates the type
of a shortcut. If a folder is shown you cannot open it in this version; in this case,
you can only see the properties when you try to open it.
Note: In the DocuLink Web UI, the shortcut icon is displayed in an
additional column at the end of the workspace list item.
Task lists
Task lists are indicated by the icon; double-clicking the icon and/or the line
will open the task list on Content Server side. Navigation on Content Server side
is completely separated from DocuLink.
15.3 Using Records Management with ArchiveLink

documents
Extended ECM for SAP Solutions also supports Records Management with
ArchiveLink documents. If DocuLink is employed on the same SAP system and if
Records Management was enabled for a DocuLink view, Records Management
functionality is available for (ArchiveLink) document nodes.
Note: In the context of Records Management, record does not refer to a distinct
data row of a database table, but rather to a document stored on an Content
Server and maintained with Records Management with a defined retention
period, etc. If the expression “a document is a record” is used in the following,
this means the document has been declared as a record on Content Server.

DC160208-UGD-EN-01
Chapter 15 Integrating workspaces provided by Extended ECM for SAP Solutions
15.3.1 Displaying records

If Records Management is enabled in DocuLink, the ArchiveLink documents that
have been declared as records are marked in the user interface.
SAP GUI for Windows

An additional icon to the right of the document type icon is displayed.
The descriptions record or official record is visible after a right-click the icon or
after pointing to the icon and pressing SHIFT + F10 keys.
SAP GUI for HTML
The descriptions of the icons are shown as tooltips.
DocuLink Web UI
An additional icon like in SAP GUI for Windows is displayed, but in an
additional column at the end of each document line.
The following icons are used:
Icon for records
Icon for official records.
15.3.2 Using additional commands

If Records Management is enabled, DocuLink also offers additional commands for
ArchiveLink document nodes. Note that the availability of these commands depends
on the respective user permissions.
The following commands are available.
Declare as record
Available if the ArchiveLink document is not yet declared as a record. You can
access it via the context menu only in the SAP GUI for Windows; it opens a
dialog for records declaration.
Show record details
Available if the ArchiveLink document is either a record or an official record.
You can access it via the context menu or by double-click the record's icon (SAP
GUI for Windows) or by single click in (DocuLink Web UI). It opens the
Property:Records Detail page of Content Server on which the record is declared.

DC160208-UGD-EN-01
Part 5
Appendix
Chapter 16
Overview of functions
In the following you will find an overview of the functions supported for various
DocuLink elements with the corresponding icons and menu options, as well as a
short description. Furthermore, the overview indicates which functions are available
for which types of visualization.
For the standard visualization in SAP GUI for Windows, all functions described in
the following are available.
The other visualizations are abbreviated as follows:
• HTML
SAP GUI for HTML
• Web
DocuLink Web UI
• Lists
external (hit)list view
Note:
In the user view, and therefore also in the screen shots in this document, you
sometimes see placeholder buttons. These currently have no real function.
However, they indicate that user-specific buttons can be set up in their place.
Ask your system administrator for further information.
16.1 Functions for nodes

Butt Name Menu path/ Description HT We Lis
on access ML b ts
Detail Edit > Detail Displays selected records (detail x x x
view)
For CM documents, the status
information is also displayed
here.
Edit Edit > Edit Modifies the selected records x x x
(only non-key fields).
For CM hierarchy nodes, only the
document attributes or properties
can be modified using this
function, not the document itself.
Create Edit > Create Creates an attribute record and/or x[a] x[b] x[c],
document. [d]

DC160208-UGD-EN-01
Chapter 16 Overview of functions

on access ML b ts
Delete Edit > Delete Deletes the selected attribute x x x
records or documents.
Move Only via Moves a subtree. x[e] x -
Drag&Drop
Copy Only via Copies a subtree. x[f] x -
Drag&Drop
Hit list Goto > Hitlist Calls a selection screen with a hit x x x
list.
For CM hierarchies, the CM
documents and folders are
displayed without a selection
screen, but with their KPro
attributes and, if available,
Hit list in Displays hit lists in tree view. x x -
hierarchy
SAP document Goto > SAP Switches to the assigned SAP x x x
document transaction. Invokes the
configured method (default:
Display) of the SAP object
specified in the attribute source.
For archived data, this calls the
corresponding business or
technical view.
Hide node Edit > Hide node Hides selected nodes. x - x
Display Edit > Display Displays the original document x x x

original original or a selection list of documents
assigned to the selected nodes.
For GOS URL attachment nodes,
the web URL defined in the node
is opened either in a browser
window or inplace.
Refresh View > Refresh Refreshes the display after x x x
changes have been made to the
database.
Get more data Edit > Get next Retrieves further data if the x x x
packet of data amount of data to be displayed is
restricted.
Expand all Edit > Expand all Opens all nodes and displays the x - -
subnodes.
[a] no documents
[b] only ArchiveLink documents, only via file upload
[c] only on the same level of the hierarchy

DC160208-UGD-EN-01
16.2. Functions for Content Management
[d] not via DesktopLink or via the SAP ArchiveLink scenario Storing for subsequent entry
[e] not via Drag&Drop, only using move and insert icons
[f] not via Drag&Drop, only using copy and insert icons
16.2 Functions for Content Management

Content Management (CM) functions, such as displaying properties and versions,
are not available in DocuLink Web UI. However, you can display the CM
documents themselves just as ArchiveLink documents, in the right or separate
window.
The same applies to the visualization in an external (hit)list.
For the visualization in SAP GUI for HTML, all described functions are available.

on access ML b ts
Preview In the document Displays a preview of the x x
area document in the document area.
Display In the document Displays current document in a x x
area viewer.
Detail Edit > Detail Displays document properties for x -
the current document or folder.
Properties In the document Displays attribute properties in x -
area the document area.
Versions In the document Displays an overview of the x -
area existing versions of the current
document.
Properties In the document Display properties of the selected x -
area document version.
Create Edit > Create Creates a CM folder or x -
document.
Edit CM Edit > CM Edits CM document and/or x -
document document > Edit creates a new version.
Local copy CM Edit > CM Stores a local copy of a CM x -
document document > document.
Local copy
Check out CM Edit > CM Locks a CM document for other x -
document document > users.
Check out
Check in CM Edit > CM Unlocks a CM document x -
document document >
Check in
Undo check Edit > CM Unlocks a CM document x -
out CM document > manually.
document Unlock
document

DC160208-UGD-EN-01
Chapter 16 Overview of functions

on access ML b ts
Set status Edit > CM Changes the status of a CM x -
document > Set document.
status
16.3 Functions in selection screens

These functions are not available in the DocuLink Web UI visualization.
For all other visualizations, all described functions are available.
Button Name Description HT We Lis

ML b ts
Execute in Executes the selection in the x
background background.
Selection Range of standard SAP selection x
options options (greater than, less than,
including, excluding, etc.).
Multiple Defines multiple selection x
selection (multiple single objects,
sequences of object numbers,
etc.).
Delete Deletes a single entry in the field x
selection and restores the last value saved.
Delete entire Deletes all entries from the fields x
selection and restores the last values
saved.
Save as Saves selection entries in a x
variant... variant either for the individual
user or globally (appropriate
authorization required).
Get variant... Retrieves user-specific or global x
selection entries from a
previously defined variant.
Delete variant Deletes user-defined or global x
variant (appropriate
authorization required).
Configuration Selects displayed attributes. x

DC160208-UGD-EN-01
16.4. Functions in hit lists
16.4 Functions in hit lists

These functions are not available in the DocuLink Web UI visualization.
For all other visualizations, all described functions are available.

on access ML b ts
Get more data Edit > Get next Retrieves further data if the x
packet of data amount of data to be displayed is
restricted.
Refresh Edit > Refresh Only for separate hit list: x
Refreshes the display after
changes have been made to the
database.
Header data Goto > Header Only for separate hit list: x
Info Displays the header data for the
hit list (e.g. project, version, view,
attribute object, node type).
Sort in Edit > Sort Sorts the rows in selected x
ascending ascending columns of a table in ascending
order order.
Sort in Edit > Sort Sorts the rows in the selected x
descending descending columns of a table in descending
order order.
Move column only via Removes a column from the x
Drag&Drop current view.
Output Settings > Hitlist Configures a hit list in tree view: x
Settings (for hit list in tree Hides and displays columns, and
only) defines sequences.

DC160208-UGD-EN-01
Chapter 17
Sample projects
Standard views of the existing business objects are provided in DocuLink. Thus it is
possible to use the folder even if you simply want to archive using standard
procedures (scanned documents, outgoing SAP documents, print lists). In the
following, some chosen sample projects will be described in more detail.
17.1 Retrieval DVS/PLM Documents example

The sample project Retrieval DVS/PLM Documents ($EX_DVS) shows the document
integration of an SAP PLM DMS document model in a DocuLink view.
Here PLM documents of various document types are displayed in a DocuLink tree
together with their SAP document info record. Double-click the document to display
the original document in the appropriate viewer. Double-click the document info
record to display it in the corresponding PLM transaction. Other functions are
currently not supported for this node type.

DC160208-UGD-EN-01
Chapter 17 Sample projects
17.2 CM document model example

Static vs. Besides integrating ArchiveLink documents, it is also possible to integrate
Dynamic documents from SAP-specific, user-defined Content Management document models
documents
in DocuLink. Unlike static, completed ArchiveLink documents, CM document
models are rather used for documents that are still being processed, e.g. in order to
allow for versioning or editing a document by several users. The different
processing states can be indicated by the status. This functionality is also supported
by DocuLink.
As an example for integrating CM document models and in order to describe the

CM functionality, the DocuLink project CM document model is supplied, in which
two different models are implemented.
Sample view The sample view has a simple structure consisting of a product and a customer
with product branch. Both contain a record for each customer or product, and underneath that
and customer
branches
any number of CM hierarchy nodes. However, the CM hierarchy nodes differ in the
underlying document models.
CM structures While for customers only a flat hierarchy is supported, i.e. simple CM document
subnodes, the product branch allows creating more complex structures using CM
subfolders and CM document nodes. However, such a CM structure is treated as a
single CM hierarchy node in the DocuLink tree.

DC160208-UGD-EN-01
17.2. CM document model example
17.2.1 Functionality
You can try out the CM functionality, such as checking in and out documents,
setting the status or creating documents with templates, at the CM hierarchy nodes,
i.e. at all documents and folders below the product and customer data records.
17.2.1.1 Status management in the sample project

In the product branch of the sample project status management is implemented as
well. Four different document statuses are defined:
• In process
• Quality check
• Released
• Rejected
An appropriate icon was assigned to each status and is displayed in the application
view next to each document in the tree to indicate the status.
Double-click the status icon to change the status.
The possible status transitions are defined as the Status flow. In the example, these
are:
• From in process to quality check

• From quality check to released or rejected
• From released back to in process
• From rejected back to in process
After the quality check, an activity is assigned to the status transition:
• After release the document is converted to a different format and stored as a new
version (rendering).
• After rejection the document is moved to a different storage system (migrating).

DC160208-UGD-EN-01
Chapter 17 Sample projects
17.2.1.2 Template management in the sample project

As templates cannot be transported from one SAP system to another, no templates
can be supplied for this sample view. However, if your administrator has created
templates, you can try creating documents with a template. Choose a create function
and in the scenario selection dialog, select the Create CM document with template
scenario. Now you do not have to create a new document from scratch; you can
create it on the basis of an already prepared document where contents, properties or
layout definitions have already been (partly or entirely) defined.

DC160208-UGD-EN-01

User Guide OpenText DocuLink For SAP Solutions (DC160208-UGD-En-01)

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User Guide

OpenText™ DocuLink for SAP

This guide describes the operation of OpenText DocuLink for

Open Text Corporation

275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1

Copyright © 2019 Open Text. All Rights Reserved.

No Warranties and Limitation of Liability

Part 1 Introducing DocuLink 9

2 Concepts of DocuLink ............................................................ 11

3 User Interface ........................................................................... 15

Part 2 Getting started with DocuLink 19

4 Invoking DocuLink .................................................................. 21

OpenText DocuLink for SAP Solutions – User Guide iii

6 Performing basic operations .................................................. 39

7 Using selection screens ......................................................... 51

8 Using hit lists ........................................................................... 57

Part 3 Working with DocuLink 65

9 Importing documents .............................................................. 67

10 Exporting documents (OpenText Rendition Server) ............ 71

iv OpenText DocuLink for SAP Solutions – User Guide

10.4 Monitoring output jobs ..................................................................... 76

11 Integrating SAP Content Management Functions ................ 81

12 Using DocuLink Web UI hyperlinks ....................................... 91

13 Other functions and settings .................................................. 93

Part 4 DocuLink applications 97

14 DocuLink views in SAP Customer Interaction Center

15 Integrating workspaces provided by Extended ECM for

Part 5 Appendix 105

16 Overview of functions ........................................................... 107

17 Sample projects ..................................................................... 113

OpenText DocuLink for SAP Solutions – User Guide v

17.1 Retrieval DVS/PLM Documents example ........................................ 113

vi OpenText DocuLink for SAP Solutions – User Guide

OpenText DocuLink for SAP Solutions – User Guide 7

In DocuLink there is a fundamental and strict separation between the business

OpenText DocuLink for SAP Solutions – User Guide 11

2.5 Linked objects sample project

The following views were set up in customizing:

12 OpenText DocuLink for SAP Solutions – User Guide

Figure 2-1: Sample view: Products and Customers

OpenText DocuLink for SAP Solutions – User Guide 13

Views, nodes and documents can be represented in different user interfaces,

• SAP GUI for Windows

3.1 SAP GUI for Windows

OpenText DocuLink for SAP Solutions – User Guide 15

Figure 3-1: Visualization in SAP GUI for Windows

3.2 SAP GUI for HTML

The following limitations apply:

• You cannot create documents.

16 OpenText DocuLink for SAP Solutions – User Guide

Figure 3-2: Visualization in SAP GUI for HTML

3.3 DocuLink Web UI

• You can create only ArchiveLink documents with file upload.

OpenText DocuLink for SAP Solutions – User Guide 17

Figure 3-3: Visualization in DocuLink Web UI

3.4 Visualization dependencies

Table 3-1: Visualization dependencies

18 OpenText DocuLink for SAP Solutions – User Guide

20 OpenText DocuLink for SAP Solutions – User Guide

• SAP GUI for Windows

4.1 SAP GUI for Windows

1. Log on to the SAP system.

The screen is divided as follows: