Desktop Office Integration 

Use

The original application files of many business processes are managed using the Document Management System (DMS) and are stored in a secure area. Microsoft Office Integration offers an easy and comfortable way to process original application files with OLE2 capable desktop applications such as Microsoft Word or Microsoft Excel. You can start the application directly from a document info record and use a template to ease creating the document.

Integration

The settings for Office integration are in Customizing Document Management, under Define workstation application. Execute the following activities:

  • Activity: Define workstation applications in networks

Set in the path of the application-call whether the application is to be started inplace (within a screen section of the SAP System) or outplace (externally in its own window).
You can also set that in display mode the application starts inplace, but in editing mode starts outplace.

The syntax of the program call determines which method is used:

    • inplace (2 variants):

%SAP-OFFICE-INTEGRATION.INPLACE%

%SAP-OFFICE-INTEGRATION.INPLACE% %MAXSIZE%

    • outplace:

%SAP-OFFICE-INTEGRATION.OUTPLACE%

Use the F1 help in the field Application (Path with Program Name) for more information.

  • Activity Determine copy templates for original application files

You can create several and use copy templates (called source files in earlier Releases) dependent on document type and the application used. These copy templates are language-dependent.

It is recommended that you save these templates in a storage system to allow them to be accessed by all users.

  • Activity Setup Office integration

You can set which data is supported for transport from the SAP System into the Office file.

In this Release data transfer can only be handled by a linkserver, therefore no other method can be selected. The linkserver manages the fields of the SAP System that can be embedded into the Office application. The server is only started when you set the indicator Export in this activity.

Prerequisites

The frontend computer’s operating system must be either Windows 9X or Windows NT 4.0. You must process the links in the Office application by means of field functions. The field functions must be displayed in the Office applications.
See the note no. 0181044 for detailed information on how to do this.

You must convert old templates (source files) for use with the new Release by using the conversion report: DMS_TEMPLATES_CONVERT (Conversion of copy templates).

Features

You can create or process original application files directly from the document info record.

  • You can use templates for creating original application files. You can create as many templates with Microsoft Office applications as you like for each document type. These templates can be language-dependent and chosen when creating new original application files.
  • When you process an original application file with an Office application you can transfer data from the SAP System into the original application files.

The transfer of data into original application files supports the fields from the following data groups:

    • General document data from the table DRAW
    • Short text from the table DRAT
    • Class data from the document info record

See: List of SAP Fields

The field selection is dependent on the application.

You can create a copy template that contains certain fields from drawing header data and automatically transfers matching field values automatically when the original application file is processed.

  • You can set in Customizing whether an Office application (such as Microsoft Word) for creating or changing originals is to be started inplace or outplace.
    • inplace

The Microsoft Office application starts within the window that is for processing the document info record.

We recommend you only use this setting when making small changes because the data cannot be saved separately in the Office application rather only when saving the entire document info record.

    • outplace

A new window is opened for the Microsoft Office application. You can use all the function of the application, such as saving the original only.

You can process several original application files at the same time as you change a document info record.
You can save each file individually in its own Office application or save all the changes at once by saving the document info record.

Activities

Process a document info record.

  1. Select the function for processing the original application file. Call all active functions using the context menu. Position the cursor on the desired original application file. Click the right-hand mouse button to reveal a context menu with all active functions.
    • Create

Select in the screen section for the original application files.

You can select any of the templates for this document type that exist in your logon language from the dialog box.
The system starts the application inplace or outplace based on the settings in Customizing.

    • Change

The document must be checked out first if it is in a secure area.

See also: Processing Original Application Files (Microsoft Office Integration)

  1. After you have finished editing the original application file, save it either in the Microsoft Office application or by saving the document info record.