Tips to Optimize Performance and

Improve the Way You Manage Your

SAP Document Management
System (DMS)

Dr. Victor Lozinski & Eric Stajda

LeverX
© 2007 Wellesley Information Services. All rights reserved.
What We’ll Cover …

• Introduction
• Overview of SAP Document Management System
• Content server architecture
• Working in a global environment
• Third-party possibilities
• Wrap-up

2
Introduction
• This session demystifies the SAP Content Server and the SAP
Cache Server – the engine beneath the SAP Document
Management System (DMS) – and teaches you specific things you
need to know in order to achieve adequate performance from your
DMS infrastructure
• Areas we will cover:
ΠWhy do I need an SAP Content Server?
ΠA short look at SAP Document Management
ΠOverview of the SAP Content Server and the Cache Server
ΠWhat set-up options exist (Windows vs. Unix)
ΠDemonstration of key transactions related to setup and management of the
SAP Content Server
ΠArchitecture options Рsingle SAP Content Server vs. several
ΠThird-party applications that provide similar functionality to the SAP
Content Server
ΠAdditional resources

3
Introduction (cont.)

• Why do I need a content server?

• First, you have decided to use SAP DMS because of key
business issues
ΠWe will talk about some of these issues later in the presentation
• With this decision, you need somewhere for original files
to be stored – this is where the content server comes in
• In short, a content server is a separate server where
original files go when checked into SAP

4
What We’ll Cover …

• Introduction
• Overview of SAP Document Management System
• Content server architecture
• Working in a global environment
• Third-party possibilities
• Wrap-up

5
Why Use SAP Document Management System?
• Access to key documents is fragmented
ΠKey documents are located on shared drives, local machines,
and different applications
• Users of the SAP system need access to these
documents to make decisions
ΠPurchasing needs access to specifications and other document
types when initiating a Request for Quotation (RFQ)
• You want to limit time spent searching for information
ΠWhen building a product, individuals on the manufacturing floor
should have access to the engineering drawings
• There is a great deal of benefit in centralizing and
controlling key business documents
• Before we go deeper, let’s review the SAP Document
Management (DM) capabilities
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SAP DMS Basics
• SAP provides you with an enterprise document
management system that can be utilized with little effort
• It includes the basics of document management,
such as:
ΠSecure storage of original files
ΠClassification of documents for easy searching
ΠLinking to other SAP objects (e.g., material master)
ΠCheck-in/check-out functionality
ΠUse of versions and revisions
ΠTracking updates through change management
ΠWeb viewing of documents
ΠIntegration with CAD systems (UG, CATIA, Pro/E, Ideas, etc.)
ΠConversion of documents to neutral format (e.g., Word to PDF)
ΠAnd more!
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Document Data
• A document information
record is made up of
many pieces of metadata
ΠVersion, description,
status, and owner
• Original files are
attached to a document
information record
ΠKey fields: Storage Cat.
and the “padlock”
• Once checked in, the
original files are stored
in a content server
• Any type of original file
may be stored against a
document information
record
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Additional Data

• Each document
information record
is classified
when created
• Each record is
classified so that
you can find it
easily at a later
point in time
• The classification
schema is
developed using
SAP classification
functionality
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Object Links
• Object linking allows
you to relate one
document information
record to another
document information
record
ΠIf you link key
document information
records to related
material masters, you
instantly increase
visibility
• You can link from a
document information
record to most key
SAP objects
(materials, BOMs,
change masters, etc.)
10
Demo: SAP Document Management

11
Complete DMS: A Simple Picture

4 Content Server
1. R/3 system
Repository Repository
1
5 2 2. Document
management
3. Storage
DMS 2 categories
Storage Categories 3 4. Content server
1 R/3 System
5. Repositories

12
What We’ll Cover …

• Introduction
• Overview of SAP Document Management System
• Content server architecture
• Working in a global environment
• Third-party possibilities
• Wrap-up

13
Benefits

• Benefits:
ΠSeparate database so
Content Server there is no effect on
Web Server OLTP performance
ΠFlexible and scalable

Docs Doc ΠSecurity

Content s
Server Engine
Docs
Doc
Docs Database s

It is recommended that the content server be in a

separate database than your SAP R/3 system
Warning
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Characteristics
• Basic
ΠContent server can be Windows- or Unix-based
f Unix varieties: AIX, HP-UX, Linux, Solaris
ΠThe latest release of the content server is 6.40
• Size
ΠServer size is based on a variety of factors
f Number of users and documents
f Type of documents (CAD vs. office-type)
ΠIn general, a large server is not required
• Skill
ΠInstallation of content server software usually done by the Basis team
• Effort
ΠOnce the server is staged (operating system, etc.), it is usually a one-
day activity to perform the installation of the content server software

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Quick Install Guide
1. Install the content server
1 Content Server via the Installation Disk
2. In transaction CSADMIN,
Repository Repository
link the R/3 system to the
1
3 2
content server
3. In transaction CSADMIN,
4
create repositories
2 4. In transaction OAC0, link
the repository to the
document management
DMS system
Storage Categories 5 5. In transaction OACT,
R/3 System create storage categories
in the repository

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SAP Cache Server

• A cache is used to store copies of documents when they

are accessed for the first time
ΠAs a result, the documents can be accessed again more
quickly, since the contents are taken directly from the cache
• With caching, the original documents are stored in one
location, namely on the content server; the copies in the
cache can be replaced with newer content at any time
ΠDocuments are checked into the Detroit Content Server. An
employee in South Africa wants to access and display these
documents. The transmission time, however, is extremely long
and the intercontinental network connections would be
overloaded. By using cache servers, the documents are copied
over the connection one time only.

Caching must not be confused with replication

Warning 17
Main Characteristics of Caching

• The original document is still located on the

content server
• The content server can retrieve the cache content
at any time
• Only documents that are actually requested (and
therefore genuinely needed) are copied and delivered

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How a User Request is Handled
1. Request for location of
original file is made to the
R/3 system
1 2. Location of original file
is returned
2
R/3 System 3. A check is made to see if a
Doc A valid version of the original
5 file is available in the cache
server
4. Since the valid version is
4 3 not available, a request is
made to send the original
file from the content server
5. The original file is sent from
Cache the content server to the
Content
Server cache server and then to
Server
Doc B
the user’s local machine for
Doc A Doc A viewing

Goal: User wishes to view original file (Doc A) attached

to the document information record 19
 Day-to-Day Management Tasks

Source: SAP Content Server Guide located at:

http://help.sap.com/saphelp_nw04s/helpdata/en/40/32104211625933e10000000a155106/content.htm
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Demo: Key Transactions Related to Content Server Setup

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What We’ll Cover …

• Introduction
• Overview of SAP Document Management System
• Content server architecture
• Working in a global environment
• Third-party possibilities
• Wrap-up

22
Simple Architecture vs. Complex Architecture

• Simple architecture requires little consideration

ΠOne SAP instance, one content server, and one cache server
• Complex architecture requires more thought
ΠHow many locations?
ΠWhat is the number of users in each location?
ΠHow is the wide area network sized?
ΠHow big are the file sizes?

23
Simple Scenario

Users In Multiple Locations • Single R/3

system
• Single cache
R/3 System server
• Users in multiple
locations

Cache
Content
Server
Server

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Add a Separate R/3 Instance for PLM/MFG
• Single R/3 system
• Single cache server
Users In Multiple Locations
R/3 System • Users in multiple
locations
PLM
• Key concept is that
a single content

ALE
server can be used
R/3 System for multiple
instances
MFG of SAP
• If using Application
Link Enabling
(ALE), documents
created in
Cache
the PLM system are
Content accessible in the
Server
Server MFG system

25
 Global Environment – Users and Data Spread Out
North America (NA) User Europe (EU) User Asia User

R/3 System
PLM

Content Cache Content Cache Content Cache

Server Server Server Server Server Server
(NA) (NA) (EU) (EU) (Asia) (Asia)

26
Global Environment – Users and Data Spread Out (cont.)

• Single R/3 system

• Multiple content and cache servers
• Users in multiple locations
• Key concept is that a single R/3 system can be used to
support multiple locations – keeping documents local to
the location – therefore reducing network bandwidth

27
What We’ll Cover …

• Introduction
• Overview of SAP Document Management System
• Content server architecture
• Working in a global environment
• Third-party possibilities
• Wrap-up

28
Third-Party Possibilities

• Sometimes customers do not want to use the SAP

Content Server
Œ Belief that it is not “industrial strength”
ΠNot enough admin tools
ΠDoes not run on required platform
ΠDo not wish to support MaxDB (Oracle only)
ΠStaff is trained in other technology
• IXOS – Open text offers a solution for content
management that also allows you to use your content
server for other capabilities, such as archiving
• EMC Documentum also offers integration capabilities
• IBM CommonStore

29
What We’ll Cover …

• Introduction
• Overview of SAP Document Management System
• Content server architecture
• Working in a global environment
• Third-party possibilities
• Wrap-up

30
Resources
• http://help.sap.com
Œ Overview of SAP Documentation Æ SAP R/3 and R/3 Enterprise Æ SAP R/3
Enterprise Release 4.7 Æ English Æ SAP R/3 Enterprise Application
Components Æ Cross-Application Components Æ Document Management
Œ Overview of SAP Documentation Æ SAP R/3 and R/3 Enterprise Æ SAP R/3
Enterprise Release 4.7 Æ English Æ SAP NetWeaver Components Æ SAP
Web Application Server Æ Content Server
• SAP Notes (http://service.sap.com *) are great resources for
keeping up with developments in the area of the Kpro
Œ Search for existing notes under “BC-SRV-KPR” and “CA-DMS”
• Gerd Hartmann Ulrich Schmidt, Product Lifecycle Management
with SAP: The Complete Guide to mySAP PLM Strategy,
Technology, and Best Practices (SAP Press, 2005)
• SAP Developer Network (SDN), www.sdn.sap.com
Œ Search under “Kpro” and “Content Server”
ΠReview forum for Product Lifecycle Management (PLM)

*Requires login credentials to the SAP Service Marketplace

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7 Key Points to Take Home
• A content server is a separate server where original files go when
checked into SAP
• Take advantage of the enterprise document management system
included in SAP
• Resources and effort are required to set up infrastructure for
managing documents
• Content servers can be set up on Unix or PC-based systems
• Use the key transactions for setting up the content server and
monitoring the infrastructure
• There are many possibilities for architecting a solution – single
vs. complex
• Third-party tools enhance the functionality offered by SAP

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Your Turn! Questions?

How to contact us:

Victor.Lozinski@LeverX.com
Eric.Stajda@LeverX.com
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