The service establishes the connection between SAP and the yuuvis® Momentum system and organizes and manages storage and retrieval of documents in both yuuvis® Momentum and SAP.

Characteristics

Function 

The SAP object types are mapped to yuuvis® Momentum object types that are defined in the repositorymanager app schema. The access to yuuvis® Momentum is managed via a technical user account that has full access to objects of types defined in the repositorymanager app schema.

Each tenant can have a single ILM repository and several ArchiveLink repositories (if needed), since ArchiveLink model includes the ContentRepository field.

Inserting a Document in yuuvis® Momentum by Barcode Upload

The Document and its Data

If a document is inserted into the yuuvis® Momentum system, the corresponding document will be given a barcode and an ArchiveLink version (AL version) is created. The barcode is specified during the capture process (e.g., a barcode label is applied to a document).

The barcode links the document with a business process until the SAP system has linked an SAP business object to the document ID.

At this point it is not yet allowed to set the 'Barcode sent to R3' document flag. All other index data of the document and components need to be already filled in, in particular the unique DocID.

In regular intervals, yuuvis® Momentum REPOSITORYMANAGER determines all documents that have a barcode and no BarcodesenttoR3 flag. For these documents, an entry will be inserted in the barcode file, which is written in the configured Work/Barcode directory.

Reporting the Document to the SAP System

By calling the WriteBarcodeFile function, the REPOSITORYMANAGER service determines in cyclic intervals all barcodes and document IDs that have not yet been reported to the SAP system. The corresponding values of the documents to be reported are written to a file in the Work\Barcode directory by the REPOSITORYMANAGER service. This file's content may look as follows:

<Barcode1> FI <Document-ID1> 20090623 FAX
<Barcode2> FI <Document-ID2> 20090623 FAX
<Barcode3> FI <Document-ID3> 20090623 FAX

Barcode values cannot contain any spaces because they are used as separators here.

The documents affected by this process can be flagged using the BarcodesenttoR3 field as otherwise this field's value is set to true. This field will be created in the REPOSITORYMANAGER service when reporting the barcode to the SAP system.

The barcode file is read again and the information contained in it is reported to SAP. For each reported document, the BarcodesenttoR3 document flag will then be set in yuuvis® Momentum. This is a sign that the barcode has been reported successfully. Additionally, all information about the sent barcode will be entered in the current barcode file of the Success subdirectory of the Work/Barcode directory. If errors occur, an entry will be made in the current barcode file in the Error directory, which is on the same level as the Success directory. There is also an RDY file in this context.

Referencing a Document in the SAP System

When the barcode is reported to SAP, the document ID and the barcode are entered in the SAP table BDS_BAR_EX for open external barcodes. This table includes all externally captured documents that own a barcode and are therefore identified by a document ID, but could not have been internally assigned to an SAP object and a business process respectively in the SAP system.

Barcode files are exchanged in the <WorkingDirectory> in the barcode subdirectory. If the exchange file was processed correctly by the content server, the barcodes are entered in the <WorkingDirectory>\barcode\successful\yyyymmdd.txt file. If barcodes were not processed correctly, they are entered in the <WorkingDirectory>\barcode\error\yyyymmdd.txt file.

A maximum of 5,000 barcodes can be reported in a reporting interval.

Linking a Document to an SAP Object

In the SAP system, a business process (SAP object) can be assigned to a document. For example, the booking of a payment transaction. During this process, the barcode of a business transaction will be filed together with the SAP object ID in the SAP table BDS_BAR_IN of open internal barcodes.

The document ID is referenced with the barcode in the SAP table for the open external barcodes and the barcode is referenced with an SAP object ID in the table for the open internal barcodes. Thus, the SAP object ID and the document ID can be linked. This is done automatically. The SAP object ID and document ID are added to the SAP link table TOAXX taking into account the repository. This completes the linking of a yuuvis® Momentum document to an SAP process. After linking, the barcode is no longer known to the SAP system and can only be searched in the yuuvis® Momentum system.

Data Flow Diagram

The following diagram depicts the data flow of when a document is given to the SAP system.

Archiving of Data from the SAP System

Receipts (documents), print lists, and reorg data (data backups) may be stored. In this case, the document ID is transferred to the yuuvis® Momentum system. Barcodes are not transferred here.

ArchiveLink Retention Propagation

If an ILM-Object contains a link to an ArchiveLink object, the REPOSITORYMANAGER service ensures the following:

• If a legal hold or a retention date is specified for the ILM-object, these metadata are propagated to the linked ArchiveLink object itself.
• Same behavior in case of lifting the legal hold.

An ArchiveLink object with a legal hold and/or with a retention date lying in the future are prevented from being deleted by ArchiveLink directly.

Requirements

The REPOSITORYMANAGER service requires the yuuvis® Momentum core services (version 2021 Autumn or later) and the corresponding infrastructure.
>> yuuvis® Momentum Requirements

Additionally, the service requires:

• ActiveMQ (REPOSITORYMANAGER-MQ service)
• Space for PersistentVolumeClaim, 10 GB recommended

Installation

This article describes the necessary steps for the installation of the REPOSITORYMANAGER service. In addition to the docker image deployment, the Kubernetes cluster and a cluster firewall need to be configured accordingly. Furthermore, you can operate multiple instances of the REPOSITORYMANAGER service.

>> Installation of the REPOSITORYMANAGER Service

Configuration

After installing the REPOSITORYMANAGER Service, further configurations of yuuvis® Momentum and the SAP system are required.

>> Configurations for the REPOSITORYMANAGER Service