Find Documents in the World Wide Web 

Usage

You can use the Document Search Internet scenario to find documents from document management – even if you do not have access to the SAP GUI. For example, you could start this document search in your personal workplace.

To make the document search as effective as possible, you can enter the following data:

•        Document data (attributes) that either relate directly to the document info record, or come from the document environment

•        Data from the content of the original files

Integration

Attribute Search

There are two different procedures for the attribute search:

•         The IMS is a service with an open programming interface for your chosen search engine. You obtain the search engine that is appropriate to the requirements of your company directly from the manufacturer, and install it on a computer that is on-line.

•         The R/3 gateway uses RFC to connect the IMS with the SAP system. For this reason you create in Customizing an RFC destination, and maintain the settings for the R/3 gateway.

•         The original application files are in the storage systems of the Knowledge Provider content server. This server is contacted via an HTTP interface.

Full-Text Search

The full-text search uses an external search engine that is connected via the Index Management Service.

Requirements

Index Management Service

All the required settings are made in Customizing for Document Management. Under the node Document Search in WWW, do the following activities:

•        Maintain Search Server Relation

•        Set Up Search Engine Index

Company-Specific Processes

You can start various company-specific processes from the results screen of the document search (Document List).

•        Create a function module for each company-specific process. The function module contains special checks and processes.

•        Under the node Document Search in WWW, do the following activity: Start Processing for Documents.
Detailed information can be found in the IMG for Document Management.

Selection Criteria

Before you start the document search, enter the data (metadata) that you know from the document info record:

The connection of the external search engine using the Index Management Service allows the following entries:

•        Data from projects that the document is assigned to

•        Characteristic values after classification

•        Full Text Search for Original Application Files

Services

Various services are available for the document search. The differences relate to:

•        The use of external search engines

•        The scope of function for the further processing of the documents in the document list

Services that Require an External Search Engine

The following services require that an external search engine be connected:

•        CVSE_SEARCH

•        CVSE_MAINTAIN

The following overview compares the two services:

Similarities

Differences

Scope of the selection criteria

Selection of activities that can be done from the results list (Document List):

•         CVSE_SEARCH
You can display document data and transfer it to a worklist in your workplace.

•         CVSE_MAINTAIN
You can display document data and transfer it to a worklist in your workplace.
You can change the content and storage location of the original application file (check-in/check-out).

Services that Do Not Require an External Search Engine

The following services for finding documents do not require that an external search engine be connected:

•        CVW3

•        CVW3

The following overview compares the two services:

Similarities

Differences

Scope of the selection criteria

Selection of activities that can be done from the results list (Document List):

•         CVW3
You can display document data and transfer it to a worklist in your workplace.

•         CVW4
You can display document data and transfer it to a worklist in your workplace.
You can change the content and storage location of the original application file (check-in/check-out).

Search Results

The search results are presented as a document list where the data for each document is displayed, such as:

•        Key data for identification (document, document type, document part, document number)

•        Status

•        Person responsible

•        Workstation application for processing the original application file and the size of the file

Additional processing possibilities depend on the service that you choose. The following overview contains a selection of the functions:

Service

Supported Activities

CVSE_SEARCH

CVW3

Display document data such as:

•        Document data from the document info record

•        Object links

•        Status log

•        Class data

•        Display original application file
Files must be accessible in the file system or be stored in the Knowledge Provider.

Transfer documents to a worklist in your workplace.

CVSE_MAINTAIN

CVW4

Display the document data (see service CVW3, CVSE_SEARCH).

Change document data, such as:

•        Document status

•        Document data of the document info record (such as person responsible)

•        Storage location (such as storing in a storage system)

Do an enterprise-specific process (such as release for production).

Transfer documents to a worklist in your workplace.

Edit an original application file:

•        Change content

•        Change storage location (check-in/check-out)

Activities

See: Searching for Documents in the Web