OpenText Employee File ManagementAdministration Guide The OpenText Employee File Management administration guide describes the administration of OpenText Employee File Management 4.0 SP1. EIM040001-AGD-EN-1 OpenText Employee File Management Administration Guide EIM040001-AGD-EN-1 Rev.: 26. Mar. 2014 This documentation has been created for software version 4.0.1. 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. Open Text SA 40 Avenue Monterey , Luxembourg, Luxembourg L-2163 Tel: 35 2 264566 1 Open Text Corporation 275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1 Tel: +1-519-888-7111 Toll Free Canada/USA: 1-800-499-6544 International: +800-4996-5440 Fax: +1-519-888-0677 Email:
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Table of Contents 1 About OpenText Employee File Management ........................ 9 1.1 What is OpenText Employee File Management? ................................. 9 2 Getting started ......................................................................... 11 2.1 Using the IMG function .................................................................... 11 3 Customizing Solution Framework ......................................... 13 3.1 3.1.1 3.1.2 3.1.3 3.1.4 3.2 3.2.1 3.2.2 3.2.3 3.2.4 3.3 Customizing Solution Extensions ..................................................... Customizing user exits .................................................................... Enabling thumbnail view .................................................................. Changing appearance ..................................................................... Adding function codes ..................................................................... Customizing SAP workflow .............................................................. Activating activity workflows ............................................................. Maintaining activity profiles .............................................................. Customizing delete workflow ............................................................ Maintaining E-mail texts ................................................................... Workflow monitoring ........................................................................ 4 Customizing Employee File Management ............................. 33 4.1 4.1.1 4.1.2 4.1.3 4.1.3.1 4.1.3.2 4.1.3.3 4.1.4 4.1.5 4.1.6 4.1.7 4.1.7.1 4.1.7.2 4.1.7.3 4.1.7.4 4.2 4.2.1 4.2.2 4.2.3 4.3 4.3.1 Defining basic settings ..................................................................... Customizing display and defaults ..................................................... Enabling basic settings for Object Selections .................................... Customizing logging ........................................................................ Enabling logging ............................................................................. Using logging classes ...................................................................... Deleting log entries ......................................................................... Configuring business document types .............................................. Restricting available document types ................................................ Customizing sorting of documents .................................................... Customizing Archive Link settings .................................................... Defining content repositories ............................................................ Creating document types ................................................................. Creating link entry ........................................................................... Arranging the document types for HR ............................................... Integrating DesktopLink ................................................................... Creating an EFM-specific DesktopLink scenario ................................ Assigning an EFM view to a DesktopLink scenario ............................ Maintaining EFM DesktopLink user exits .......................................... Maintaining EFM Cockpit ................................................................. Subscreen customizing ................................................................... 33 33 36 37 38 39 42 43 48 50 50 51 51 52 52 55 55 55 56 56 57 OpenText Employee File Management iii EIM040001-AGD-EN-1 13 13 15 16 18 20 20 22 27 29 32 Table of Contents 4.3.2 4.4 4.5 4.6 4.7 Button customizing .......................................................................... Customizing folder structure ............................................................ Customizing reports ........................................................................ Customizing user exits .................................................................... Customizing workflow settings ......................................................... 5 Customizing guest user access ............................................. 75 5.1 5.1.1 5.1.1.1 5.2 5.2.1 5.2.2 5.2.3 5.2.4 5.2.5 5.2.6 5.2.7 5.2.8 Customizing guest users using Guest User Ticketing System (GTS). .. Customizing guest user ticket .......................................................... Customizing E-mail subject and body using placeholders .................. Customizing guest user access based on guest user accounts .......... Customizing guest user basic settings .............................................. Maintaining guest user number range ............................................... Maintaining guest user accounts ...................................................... Defining guest user scenarios .......................................................... Maintaining access type specific settings .......................................... Maintaining E-mail subjects ............................................................. Maintaining E-mail footers ............................................................... Maintaining guest user access for EFM Web UI ................................ 6 Customizing for starting EFM from HR transactions ........... 95 7 Integrating EFM in HCM Processes & Forms ....................... 97 7.1 7.2 7.3 7.4 7.5 Activating the EFM integration ......................................................... 97 Customizing Processes & Forms scenarios for EFM .......................... 98 Available user exits ......................................................................... 99 Enhancement spot HRASR00_ATTACHMENT_HANDLING ............ 101 Monitoring and restarting the HCM Processes & Forms integration .. 102 8 Integrating EFM in SAP ESS/MSS/HRA ............................... 103 8.1 8.2 8.2.1 Integration scenarios ..................................................................... ESS integration ............................................................................. ESS WDJ portal business package – Homepage Framework customizing .................................................................................. ESS WDA application – configuration ............................................. ESS WDA portal business package – Launchpad customizing ......... ESS WDA without Portal – ECC role menu customizing .................. MSS integration ............................................................................ MSS WDJ portal business package – Homepage Framework customizing .................................................................................. MSS WDA portal business package – Launchpad customizing ........ ESS WDA without Portal – Launchpad customizing ......................... HRA integration ............................................................................ HRA WDJ portal business package – portal content customizing ..... 8.2.2 8.2.3 8.2.4 8.3 8.3.1 8.3.2 8.3.3 8.4 8.4.1 iv OpenText Employee File Management 58 60 64 66 72 76 76 80 83 84 86 87 87 88 90 91 92 104 105 105 106 107 108 108 108 109 114 115 116 EIM040001-AGD-EN-1 ...... Redirecting scanned documents to Document Inbox ......................7...2 Setting authorizations ........7 11....................................6.............................................2..............................3 11..............................................2 HRA WDA without Portal – ECC role menu customizing .............. Customizing using Web Dynpro configurations . 159 EIM040001-AGD-EN-1 Administration Guide 125 126 126 126 128 129 130 133 134 135 136 137 138 141 142 142 143 143 145 145 145 147 149 150 150 151 153 155 v .......1....1 13............ Customizing guest user access ...................3 Checking prerequisites ................. Using URL syntax ......... Logging bar code archiving . Customizing OpenText Imaging Enterprise Scan ............................. Activating function .............................................................1 12.......................... 125 11............ Customizing the Upload and Assign Documents application ................ Using ArchiveLink – late archiving scenario ...........4.........8 11..................................................... Customizing Document Upload and Inbox application .2 11....................................2 11........... Prerequisites ............ Defining local cache settings .......2 12....Table of Contents 8......... 124 11 Customizing the EFM Web UI .. 157 13.............................................................1 12.................................................. ArchiveLink – Late archiving with bar code ........................................ Prerequisites .........1..............6 11.......................................2...................................1......2 11....... Customizing in SAP .......... Customizing Document Upload using Web Dynpro configurations ...................................1 12..............................................................................1 11............ Maintaining hyperlinks . Customizing Document Inbox using Web Dynpro configurations .1 11.............2.........................1 12..... 158 Maintaining ticket number range ..........3 11..............3 12.......2 11......................................................1 11..... Configuring Web Viewer ..................................................2 11......................................................................8... Defining thumbnail settings ......................................................................... Defining thumbnail cache settings ......... Maintaining hyperlinks .............. Using default configurations ..... 117 9 UWL customizing for workflows .........8..... 13 Maintaining Document Upload and Inbox application .......2 10..........2...............2 12.... 145 12.....................................3 12...........................................................................................................5 11..........2.....4 11.....1 10.............................3 Customizing integration ..................................................................1 11.......... Using ArchiveLink – Scanning scenario ..........2 12....................7...... Customizing Web Dynpro application ..6..................1.................................................. Managing configurations ........... 121 Changing URL parameters at runtime ....8..............3.....1 ArchiveLink – Scanning ..... 123 Roles ....................................................1.2.... 12 Implementing scenarios ........................................1 11........................2................ 119 10 Integrating EFM in the Employee Interaction Center (EIC) 121 10........... 1 13....................................................... Configuring RFC destinations .. Maintaining document types for ESS/MSS document upload ... Maintaining file format categories ....................8 13.............. Troubleshooting at runtime ..........................7 15.......................3 15.............7...... Roles and Authorizations ........... Maintaining document classes for conversion exits .................4................... 215 17..........4.. Maintaining E-mails .............................................................................................................1 15...........8...10 Maintaining Document Inbox channels and settings ...... Customizing Document Declaration ...4 13..............................3 13............................................2 Checking prerequisites ................................1 15.....5 15.................................. Customizing full text search ..... 16 Customizing ArchiveLink PLUS attributes ..................1................... 175 14......................................................2 15........8. Maintaining application title and subtitle .6 13................. Verifying customizing using diagnostic report .... Maintaining ticket number range ............... 217 Customizing Search Employee dialog . Customizing OTDS/Content Server users .....................................................1 Customizing screen layouts for EFM mobile application .................. User impersonation and user mapping ........................................... Defining import profile ........................................ Settings for File upload and Scanning inbox channels .......4 15................................ Defining document mapping ..........8....2 15.............3....................... 218 OpenText Employee File Management 160 163 165 166 167 168 169 170 171 171 175 175 176 179 181 182 184 184 184 185 185 186 187 188 190 191 198 204 204 205 208 208 209 EIM040001-AGD-EN-1 .. 15 EFM Records Management ....................1 15....................................... Maintaining ticket subject . Checking Customizing ........1 13...............4 Setting authorizations ...4......... Configuring Enterprise Library server settings ... Customizing SAP users and roles .............. Restricting document types and tickets in Document Inbox .............. Maintaining default variants ............. Configuring full text search on SAP side ...........1 15................................................................3 14............. 211 17 Maintaining mobile application ............................1 14......................................................6 15......... 181 15. Troubleshooting ........................................................................................................................................................... Customizing ECMLink infrastructure ...4.......................................................4. Configuring EFM Search on Content Server side ..... Configuring logical ports .....................2 14...................Table of Contents vi 13........................7 13............7.9 13...............3........................5 13...................3..............................................................................8 15.................. Creating users and assigning roles ...........................................................................................5 15....1 15.1 17...................................................2 15.....2 15.......... Customizing Retention Management for HR documents ..............4 15............ 14 Integrating SuccessFactors ........3 15... .............7 Periodical maintenance tasks .................. 235 20.................... 235 235 236 238 239 239 239 GLS Glossary 243 EIM040001-AGD-EN-1 Administration Guide 225 231 233 233 vii ................................. Enabling time-dependent authorization checks .............................................................................................................................................................1 20.................................... Single sign-on between EIC system connections ..............................2 Integrating EFM license measurement in SAP System Measurement ...................2 Customizing Employee file hit list and Employee information panel .... Supportability ................................................................................6 20...................................................2 19. 221 Enhanced EFM license report ......................................................................... 219 18 EFM license report .......... Standard HR/AL checks .............. 221 18............ Troubleshooting ..........................................3 19...........1........................ Application log ................. 223 19 Security ............................................................................................. Copying IMG customizing ... Backup and recovery ..................2 20......................... 20 Appendix ............. 225 19.........................................4 20............1 18...... Enabling signature verification for Web Viewer application ...................................5 20...........................4 Specific EFM checks ..................................................3 20..........Table of Contents 17.........1 19.... . EFM provides secure long-term storage.Chapter 1 About OpenText Employee File Management 1. including a feature that allows you to browse through thumbnails of the documents. EFM offers data protection that guarantees only authorized employees can access the documents. you can access the corresponding SAP transaction to view. change. Android-based devices and the iPad are supported. For quick and easy access to documents in a web-based environment. Currently.1 What is OpenText Employee File Management? OpenText Employee File Management (EFM) provides employees in the Human Resources (HR) department access to all HR-related documents in an electronic personnel file. Creation of documents is supported by integration of an upload function in Employee-Self-Service (ESS) and Manager-Self-Service (MSS). EFM offers the EFM Web UI. The search function makes retrieving information on employees easier. EIM040001-AGD-EN-1 OpenText Employee File Management 9 . The EFM Web UI is based on the SAP Web Dynpro technology. For mobile access to documents. EFM provides a direct link to the SAP ERP Human Capital Management (HCM) objects. working with paper documents can be reduced to a minimum. or create data records. employee-related emails and Microsoft Office documents in SAP. Combined with OpenText Archive and Storage Services. a central Document Inbox manages typical document workflows. master data. Double-click on a document opens it in the appropriate viewer. So. Thus. EFM provides a document viewer with extensive filtering capabilities. EFM provides a clear folder structure of content such as original documents. . Execute the SPRO transaction and click the SAP Reference IMG button. refer to your OpenText customer support. To invoke the IMG: 1. Navigate to the entry of the required IMG activity – either in the Solution Framework or in the Employee File Management (EFM) section – and click the icon. Only those settings and values which are unique to your system environment must be customized. 3. Note: For more details on project-specific customizing. 2. EIM040001-AGD-EN-1 OpenText Employee File Management 11 . 2. Navigate to the OpenText Business Suite for SAP Solutions activity and open it.1 Using the IMG function You start all tasks described in the following from a central menu in SAP's Implementation Guide (IMG) function.Chapter 2 Getting started Employee File Management is delivered with a set of default parameters which should work with most application scenarios. . 1. activate the required user exit by selecting the respective check box in the Active column. • To add an user exit.1 Customizing user exits User exits enable you to modify and enhance standard DocuLink functions. To maintain project-dependent user exits: 1. you can customize general settings for the OpenText Business Suite for SAP Solutions which also influence Employee File Management. EFM 4. 3. Navigate to the OpenText Business Suite for SAP Solutions > Solution Framework > Solution Extensions > User-Exits > Maintain DocuLink project dependent user-exits activity and click the 2. Do one of the following: • To maintain an user exit. icon. Note: User exits are intended to handle project-specific tasks by the OpenText service. click the New Entries button and specify the parameters for the user exit. For more details on user exits. Employee File Management is delivered with a set of user exits. refer to your OpenText service.0 uses the $EIM project.1 Customizing Solution Extensions 3. version 5 and supports the following events: • AUTH_INIT • GET_AROBJ • MOVE_DOC_P • MOVE_DOC_S • NFUNCTION • NICON • N_CHA_TEXT • SELE_PRE EIM040001-AGD-EN-1 OpenText Employee File Management 13 . they can be classified either as project-dependent user exits or attribute object dependent user exits.Chapter 3 Customizing Solution Framework In addition to the specific settings for Employee File Management. SELECT HRSTAMM SELECT INFOERFA SELECT INFORECH SELECT OBJPSRECH SELECT. EFM 4. CHECK_HITS PREL CHANGE_SUF. Do one of the following: • To maintain an user exit. CHECK_HITS.Chapter 3 Customizing Solution Framework • SELE_SUF • TREE_BUT To maintain attribute object dependent user exits: 1. CHECK_HITS OBJPSERFA SELECT. SELECT PRELDOC ARCHIV_FUN. OBJECT_ID. OBJECT_ID. CHANGE_SUF. CHECK_HITS. CHECK_HITS. CHECK_HITS. OBJECT_ID EPREL CHANGE_SUF. CHANGE_SUF. DISP_ORG PRELSEARCH SELECT PRELSEARCHF SELECT SUBFOLDERRET SELECT SUBFOLDERDCI SELECT SUBINFOERFA SELECT SUBINFORECH SELECT TOPFOLDERDCI SELECT OpenText Employee File Management EIM040001-AGD-EN-1 .0 uses the $EIM project. Navigate to the Maintain DocuLink attribute object dependent user-exits activity and click the 2. OBJECT_ID. CHANGE_SUF. OBJECT_ID PRELALL CHANGE_SUF. • To add an user exit. DISP_ORG PRELDOCALL ARCHIV_FUN. CHECK_HITS. OBJECT_ID. CHECK_HITS. DISP_ORG PRELDSEARCHF CHANGE_SUF. CHECK_HITS. DISP_ORG PRELDSEARCH CHANGE_SUF. click the New Entries button and specify the parameters for the user exit. activate the required user exit by selecting the respective check box in the Active column. SELECT. icon. OBJECT_ID. version 5 and supports the following combinations of attribute object and event: 14 Attribute object Event DOCUMENTS ARCHIV_FUN. CHECK_HITS. 1. In addition. • A dedicated user.3.2 Attribute object Event TOPFOLDERRET SELECT Enabling thumbnail view You can enable and disable the thumbnail view for every EFM project view. Customizing Solution Extensions 3.User Guide (DC-UGD). In addition.1.1 “General tab” in OpenText DocuLink for SAP Solutions . Note: Make sure that the SSO profile parameters of your SAP system are set to the following values: login/accept_sso2_ticket = 1 login/create_sso2_ticket = 2 In order to use the thumbnail view. for details see section 8. select the check box in the enabled column. EIM040001-AGD-EN-1 Administration Guide 15 .3. 2.3. you can also enable single sign-on (SSO) in order to skip the logon screen of the thumbnail view web application. select the check box in the SSO column.3 “Excluded Functions tab” in OpenText DocuLink for SAP Solutions . Navigate to the OpenText Business Suite for SAP Solutions > Solution Framework > Solution Extensions > Enable thumbnail view for DocuLink in SAP GUI activity and click the icon.3.Customizing and Administration Guide (DCCGD).3.2. for details see section 13. For details see section 8.Customizing and Administration Guide (DC-CGD). the thumbnail view may be deactivated for a specific DocuLink view in the project customizing by the THMB functional code. This option can be set for: • The complete DocuLink project. you must also activate the Inplace Viewing option in DocuLink. 3. To activate the thumbnail view: 1. To activate the thumbnail view. Enter the DocuLink project and the respective view. To skip the logon screen of the thumbnail view web application.2 “Defining settings for current project” in OpenText DocuLink for SAP Solutions . To modify the title bar: 1. To modify an entry. • View description Defines the text summary displayed for the respective view.Chapter 3 Customizing Solution Framework 3. To create an entry. These items include the following: • Title bar Defines the text displayed in the SAP window title. To modify the start picture: 1. select the required view and enter your text in the Titlebar field. OpenText Employee File Management EIM040001-AGD-EN-1 . icon. Note: Make sure you select the correct language for your text in the column labelled L. Navigate to the OpenText Business Suite for SAP Solutions > Solution Framework > Solution Extensions > Change DocuLink titlebar activity and click the 2.3 Changing appearance You can customize items of the user interface related to the DocuLink system. • Start picture Defines the graphic file displayed in the SAP window. click the New Entries button and specify the parameters for the new title bar. Navigate to the OpenText Business Suite for SAP Solutions > Solution Framework > Solution Extensions > Change DocuLink start picture activity and click the 16 icon.1. Click the 5.3. Navigate to the OpenText Business Suite for SAP Solutions > Solution Framework > Solution Extensions > Change DocuLink view description activity and click the EIM040001-AGD-EN-1 icon. execute the SMW0 transaction. Enter a name and a description. Customizing Solution Extensions 2. Execute the SMW0 transaction.1. icon. click the New Entries button and specify the parameters for the new picture. button to upload an image file to To modify the view description: 1. button. To upload a new image using the SMW0 transaction: 1. Select the Binary data for WebRFC applications option and click the 3. 2. Administration Guide 17 . Specify the package where the image should be added and click the 4. Click the the SAP Web Repository. button to create a new object. To modify an entry. To create an entry. Tip: To upload a new image file to the SAP Web Repository. select the required row and enter the object name of your picture in the Start picture field. To modify an entry. click the New Entries button and specify the parameters for the new view description. Best practice to prevent collisions is to ensure that the product uses function code names in ascending order starting with CU01 and to ensure that customer extensions use function code names in descending order starting with CU08. The function codes CU06 – CU08 are only displayed in the context menu of the respective tree items. Currently EFM uses the function code names CU01 – CU03.4 Adding function codes The CUxx function codes can be assigned to toolbars.Chapter 3 Customizing Solution Framework 2. The administrator is responsible for preventing name collisions when adding new customer-specific function codes. CUxx function codes can also be assigned to specific node types.1. 3. In addition. 18 OpenText Employee File Management EIM040001-AGD-EN-1 . This offers a specific user group access to the CUxx functions also on records of this node type in the tree view. the function code CU09 is displayed as the leftmost entry in the toolbar. To create an entry. thus providing a specific user group with access to the required function. Due to restrictions of the GUI. Note: The function code names CU01 through CU09 can be used for the product and for providing customer extensions. select the required row and enter your text in the Description field. Note: Make sure you select the correct language for your text in the column labelled L. while the function codes CU01 – CU05 are displayed to the right of the toolbar. Text Defines text for context menu. text field. click the New Entries button and specify the parameters for the new element. Active Specifies whether NFUNCTION is active or inactive. icon. select the required row and change the following parameters: Node type Defines the node where the function code will be displayed. Webenabled Specifies whether icon is displayed in the web interface. Icontext Defines text displayed next to the icon. if nothing is defined in the Info. Also used for icon tooltip. select the required row and change the following parameters: CUxx Function Code Defines the function code to be executed. To modify an entry. Function Module Defines the NFUNCTION user exit. Navigate to the OpenText Business Suite for SAP Solutions > Solution Framework > Solution Extensions > Add function codes at DocuLink nodetype activity and click the 2. EIM040001-AGD-EN-1 Administration Guide 19 . User group Defines the user group which will be able to access the function code. Disp FCode Specifies whether entry is displayed in the toolbar. icon. Info. Customizing Solution Extensions To add function codes to DocuLink toolbar: 1. To create an entry. text Defines text for icon tooltip. 3.1.3. Navigate to the OpenText Business Suite for SAP Solutions > Solution Framework > Solution Extensions > Add function codes in DocuLink toolbar activity and click the 2. To add function codes at DocuLink node type: 1. + Specifies the icon to be displayed. To modify an entry. 20 icon. Active Specifies whether NICON is active or inactive. Disp FCode Specifies whether entry is displayed at the specified node.Chapter 3 Customizing Solution Framework Function code Defines the function code to be executed. Function Module Defines the NICON user exit. To create an entry. Check that at least the Maintain Runtime Environment section is maintained.2. In order to use an activity workflow. User group Defines the user group which will be able to access the function code. + Specifies the icon to be displayed. You must maintain the following workflow templates and standard tasks: OpenText Employee File Management EIM040001-AGD-EN-1 . Quickinfo Defines text of context menu for the icon in the tree view. Navigate to the OpenText Business Suite for SAP Solutions > Solution Framework > SAP Workflow > Check automatic workflow customizing activity and click the 2. To use an activity workflow: 1. 3. Active Specifies whether NFUNCTION is active or inactive.2 Customizing SAP workflow 3. 3. the agent assignment attributes of the corresponding workflow template and standard task must be set to General Task. click the New Entries button and specify the parameters for the new element.1 Activating activity workflows To activate automatic workflow customizing: 1. icon. Navigate to the OpenText Business Suite for SAP Solutions > Solution Framework > SAP Workflow > Set agent assignment attributes to General Task activity and click the 2. Function Module Defines the NFUNCTION user exit. Customizing SAP workflow Follow-Up Workflow Template 275221/Standard Task 275234 Delete with Approval Workflow Template 275222/Standard Task 275235 Select the required task type.2. In order to use activity workflows. Click the Number Ranges button.3. Ensure that the General Task is selected. enter the respective number. 3. Select the menu entry Additional data > Agent assignment > Maintain. 5. 4. Click the Attributes button in the toolbar. Enter /OTEB/SWF in the Object field. 3. you must maintain a number range. Repeat these steps for the remaining workflow templates and standard tasks. EIM040001-AGD-EN-1 Administration Guide 21 . and click the button. To maintain number range for activity workflows: 1. 2. Navigate to the OpenText Business Suite for SAP Solutions > Solution Framework > SAP Workflow > Maintain number range for activity workflows activity and click the icon. Automatic Recip. You can assign an activity profile to the toolbar button of a DocuLink project that will start the activity workflow belonging to this profile. For each activity profile you can specify pending activities that prevent the start of the workflow belonging to the profile. 3. Customer-specific roles are supported. type in fail. Note: Toolbar buttons must be maintained in the IMG activity Solution Extensions > Add function codes in DocuLink toolbar before they can be assigned to activity profiles.2. 22 OpenText Employee File Management EIM040001-AGD-EN-1 . Maintaining activity profiles In this customizing step. you must also have the corresponding authorizations.Chapter 3 Customizing Solution Framework 4. For each activity profile you can specify selectable nodetypes of the corresponding DocuLink view. The authorizations are contained in the following example roles: • /OTEI/SWF_FOLLOW_UP_PROCESS • /OTEI/SWF_DELETE_PROCESS These roles can be specified in the corresponding activity profile definitions using the IMG activity Solution Extensions > Maintain activity workflow customizing. you must have the corresponding authorizations. The processor determination depends on the settings in the Processor role. Only nodes that belong to these nodetypes can be selected when starting the activity workflow. recipient ID and Four-eye principle customizing fields. Rec. if a Delete with Approval workflow is pending for this document.. To be able to start the Follow-Up and Delete with Approval workflows. determination. see “Security“ on page 225: • /OTEI/SWF_FOLLOW_UP_CREATE • /OTEI/SWF_DELETE_CREATE To be able to process the Follow-Up and Delete with Approval workflows. The authorizations are contained in the following example roles. For example. you might not want to start a Follow-Up activity workflow for a document. determination.2 Click the button and add an interval with the number 01. Recip. Specify a number range that uses internal numbering. Fail. for details. but they must be specified in the activity profile definition. An activity workflow is started by marking a node or multiple nodes in the DocuLink view belonging to the folder solution and then clicking on the corresponding toolbar button that starts the activity workflow. you can maintain activity profiles that allow the user to start SAP workflows from folder solutions like Employee File Management. Customizing SAP workflow The logic of the processor determination is shown in the following diagram: To maintain an activity workflow customizing: 1. Administration Guide 23 .2.3. Navigate to the OpenText Business Suite for SAP Solutions > Solution Framework > SAP Workflow > Maintain activity workflow customizing activity and click the EIM040001-AGD-EN-1 icon. For example. Activity type Activity type for this profile. Four-eye principle Flag if creators of the activity can process the activity themselves or not. for example multiple Follow-Up workflows with different authorization roles. DC visibility Visibility of pending workflow activities in the DocuLink view. 24 OpenText Employee File Management EIM040001-AGD-EN-1 . Workflow template Workflow to be started by this profile. Select the required activity profile in the Activity profile definition table and click the 3. Enables to have multiple variants of workflows. Specify the following parameters: Activity profile txt Short text for this profile which is displayed in the title of the work item in the SAP Business Workplace Inbox and the title of the activity dialog. the creators usually should not be able to process/approve the workflow themselves). button. in approval workflows.Chapter 3 Customizing Solution Framework 2. Activity log class Implementation class for performing activity logging. To execute this function module. log subobject Application log object and application log sub-object used for error logging. you need to maintain the following authorization objects: • Object S_USER_AUT ACTVT 03 AUTH • J_6NX_SWF OBJECT • Object S_USER_PRO ACTVT 03 PROFILE These authorizations are required during the automatic recipient determination for the batch user WF-BATCH. Recip. log object. Appl. If you want to use your own class. EIM040001-AGD-EN-1 Administration Guide 25 . for details see “Customizing workflow settings” on page 72. Appl. Auth. the function module SUSR_GET_USERS_WITH_SPEC_VALS determines the users that are authorized to process the workflow. determination Defines the user exit that is used for the triggering. Customizing SAP workflow Processor role Authorization role used to build the list of possible processors.2.3. you have to use the interface / OTEB/SWF_IF_AGENT_DETERMIN. Possible object types for workflow recipients are: O Organizational Unit S Position C Job A Work center US User name P Person (PD master data) Important During the automatic recipient determination for workflows. Note: EFM provides the sample implementation / OTEI/SWF_AGENT_DETERMINATION for this user exit. check class Implementation class for performing authority checks. Send process link Defines if a link to the workflow item is displayed as last line of the email body text sent. Fail recipient ID Defines the recipient for the workflow in case the automatic recipient determination fails. As a default. det Specifies whether the automatic recipient detection specified in Recip. GET_LABEL Returns the icon and label text of the button. Customer spec action Specifies the user exit which enables a customer-specific workflow action. EFM comes with the /OTEI/SWF_CL_PERSONAL_ACTION class. or position) from the pre-defined list. 26 OpenText Employee File Management EIM040001-AGD-EN-1 . Rec. Automatic recip. possible users are defined either by an user exit implementation or by the roles customized. In this case. job. the user who starts the workflow manually also needs these authorizations to use the F4 help of the Recipient field. All users specified with these fields receive the workflows for which the automatic recipient determination failed without any further checks (such as authorization checks or four-eye principle). type in failure. this may be either a single user or a user group (work center. Otherwise. The additional button will be displayed at the processing of the workflow in the toolbar. organizational unit. EXECUTE_ACTION You have to implement the action which should be executed when the user pressed the button. In the standard customizing (BC set /OTEXEIM/SF_MNT_ACT_WF_CUST_040) this is activated for the Follow-Up workflow. determination is used. Note: This function is not available for the EFM Web UI. This action will be called in an additional window without closing the workflow.Chapter 3 Customizing Solution Framework If no processor role is specified in the workflow profile. Send mail WF created Defines if an email is sent for workflow creation. This implementation invokes the PA40 transaction in a second window. Send mail WF process Defines if an email is sent when the workflow process is complete. the user must determine the recipient manually when creating the workflow. The class for this user exit has to implement the interface / OTEB/SWF_IF_CUSTOMER_ACTION with the following methods: IS_ACTION_ACTIVE Called to decide if the button should be displayed or not (exporting parameter PE_ACTIVE). In case the parameter is not maintained. • Making it possible to delete records.3 Customizing delete workflow The customizing for the delete workflow options activates your own check mechanism before the deletion of a document.3. 2. click the New Entries button and specify the parameters for the deletion workflow. 3. Customizing SAP workflow Email language Defines which language is used as a default for the generated email notifications. • Implementing of customer-specific delete logic by substituting the default delete logic. Define the required behavior: a. the default logon language of the recipient is used. select the required entry. If you leave it empty. To create a new option. 5. Administration Guide 27 .2. Select the Active check box to make the defined delete option active. the defined delete option will be used for all views of the specified project and version. To maintain an option. This identifies the DocuLink project and version for which you want to activate your own deletion logic. For additional checks: • EIM040001-AGD-EN-1 Enter your class with the interface /OTEB/SWF_IF_DELETE_CHECK. 6. COMM The communication language (defined in the user profile) of the recipient is used for email texts. LOGON The default logon language of the recipient is used for email texts. Navigate to the OpenText Business Suite for SAP Solutions > Solution Framework > SAP Workflow > Maintain deletion workflow options activity and click the icon. Specify the mandatory parameters for the required project and version in the Project and Version field. To maintain a deletion workflow options: 1.2. Such a customer-specific check mechanism can be used for the following: • Performing additional checks before deletion of documents. 4. 3. Optional you can specify a view in the View field. respectively. click and modify the parameters. the CHECK_DELETION method is called. PIS_HEADER Specifies the workflow header data. impl. PIS_DC_INFO Specifies the project info. Click the button. For enabling the deletion of records: Select the Del record check box. Set the parameter to ABAP_FALSE if you do not want to delete the documents. for the actual deletion. 7.Chapter 3 Customizing Solution Framework Implement CHECK_DELETION method in this class. • Implement DELETE_DOCUMENTS method in this class. the check can be executed before the creation of a delete workflow (CREATION step). default value of this parameter is ABAP_TRUE. Implementing a customerspecific check mechanism • Enter your class with the interface /OTEB/SWF_IF_DELETE_CHECK. For the check. check box. you must use the DELETE_DOCUMENTS method in the DELETION step to implement your own deletion logic. For replacing the standard document deletion with your own logic: • b. You must implement your check mechanism in a class using the interface / OTEB/SWF_IF_DELETE_CHECK. before the processor processes the workflow (PROCESS step) and before the deletion of a document is executed (DELETION step). the effects this value depend on the respective step: CREATION It is not possible to create a deletion workflow for the selected documents. • Exporting parameters: PES_MESSAGE With parameter PES_MESSAGE you can return a message which should be displayed. • Select the Del. the message in PES_MESSAGE is displayed. In the DELETION step it will be written to the SAP application log. The CHECK_DELETION method has the following parameters: • Importing parameters: PI_STEP Specifies the currently executed step. PIT_DOCUMENTS Specifies the selected documents. • Changing parameters: PC_DELETION_ALLOWED Indicates if the deletion of the selected documents is allowed or not. c. 28 OpenText Employee File Management EIM040001-AGD-EN-1 . • Exporting parameter: PES_MESSAGE With parameter PES_MESSAGE you can return a message which should be displayed.2. PIT_DOCUMENTS Specifies the selected documents. the following default texts will be used: • • For emails after creation of the workflow: • Subject: “Please process [workflow profile name]. PIS_HEADER Specifies the workflow header data. The DELETE_DOCUMENTS method has the following parameters: • Importing parameter: PIS_DC_INFO Specifies the project info. The delete function is aborted and an internal error is raised.4 Maintaining E-mail texts For the automatic E-mail generation triggered by a workflow.” • Body text: EIM040001-AGD-EN-1 Administration Guide 29 .3. DELETION The message in PES_MESSAGE is logged to the SAP application log.workflow (Subject: [Subject of workflow] ) is finished.2.workflow (Subject: [Subject of workflow] ) and selected you as processor. you can maintain the texts for the respective E-mail subjects and the body text. Customizing SAP workflow PROCESS The workflow processor can display the workflow but the Delete button is disabled. PE_RETURN Return value. If you do not maintain any texts.” For emails after processing of the workflow: • Subject: “[workflow profile name]. a value greater than 0 causes an abort of the workflow and the SAP workflow will be in an error status. 3. the workflow is aborted and in an error status.workflow: [workflow number]” • Body text: “User [UserID creator] created [workflow profile name]. the message in PES_MESSAGE is displayed. You can use standard HTML tags for formatting.Chapter 3 Customizing Solution Framework “User [UserID recipient] finished [workflow profile name]. click . select the required workflow activity. click the New Entries button and specify the required parameters. To create a new subject. Specify the type of body text by selecting the parameters for the profile. 2. Note: Start and end tags for <html> and <body> are added automatically. button. To maintain text for the email subject: 1.workflow (Subject: [Subject of workflow] ). Specify the required body text. and modify the text in the Mail subject field. the email address of the SAP user profile is used (as defined in the SU01 transaction). Navigate to the OpenText Business Suite for SAP Solutions > Solution Framework > SAP Workflow > Maintain email subject texts activity and click the 2. mail type and language from the drop-down lists and click the 3. 30 OpenText Employee File Management EIM040001-AGD-EN-1 . To maintain a subject. Navigate to the OpenText Business Suite for SAP Solutions > Solution Framework > SAP Workflow > Maintain email body texts activity and click the icon. icon.” Note: For the email recipients. To maintain text for the email body: 1. 3.2. Customizing SAP workflow Line breaks will be converted automatically to the <br> tag. 4. Click the button. Note: When you save the text, an entry for the transport will be created automatically. In addition, the BAdI /OTEB/SWF_MAIL can be used to change dynamically the email recipients and the email texts. This BAdI uses the interface /OTEB/SWF_IF_EX_MAIL with the method CHANGE_RECIPIENTS to change email recipients and the method CHANGE_TEXTS to modify the email texts. CHANGE_RECIPIENTS features the following parameters: PI_MAIL_TYPE Type of email; possible values are 01 - Mail after workflow creation and 02 Mail after workflow processing. PIS_HEADER Workflow header data. PIS_PROFILE Workflow profile. PIT_DOCUMENTS Selected workflow documents. PCT_RECIPIENTS Email recipients; default is the email address of the recipients as defined in the user profile (SU01 transaction). Recipients can be deleted or others added and email addresses can be modified. CHANGE_TEXTS features the following parameters: PI_MAIL_TYPE Type of email; possible values are 01 - Mail after workflow creation and 02 Mail after workflow processing. PIS_HEADER Workflow header data. PIS_PROFILE Workflow profile. PIT_DOCUMENTS Selected workflow documents. PIT_COMMENTS Workflow comments. PC_SUBJECT Contains the email subject defined the IMG activity; can be modified as required. EIM040001-AGD-EN-1 Administration Guide 31 Chapter 3 Customizing Solution Framework PC_BODY Contains the email body text defined the IMG activity; can be modified as required. 3.3 Workflow monitoring EFM offers administrators the possibility to monitor workflows. All workflows can be listed and, if required, specific work items may be finished or forwarded. This functionality, however, requires the proper authorizations. Standard viewing of workflows requires the authorization for object J_6NX_SWF (Authorization for xIM workflow activities) with the authorization level 02 (Process) and 04 (Administration - Display). The ability to forward or finish a workflow requires the additional authorization level 03 (Administration - Edit). Note: If a workflow related to EFM can for some reasons not be finished in the regular way by the processor, OpenText recommends using the / OTEI/SWF_ADMIN transaction to finish the workflow and not the SAP standard transactions. To monitor workflows: 1. Execute the /OTEI/SWF_ADMIN transaction. 2. Enter the required selection criteria and click the button. A table with all workflow items that match the criteria is displayed. 3. To display the details of a certain entry, select the respective row in the table and click the icon. The Details dialog displays the details such as the status, the workflow ID, the workflow creator, and the processor. Depending on your authorization level, the Details dialog also offers the possibility to finish or forward a workflow. 32 OpenText Employee File Management EIM040001-AGD-EN-1 Chapter 4 Customizing Employee File Management From the central menu in the SAP's IMG function (see “Using the IMG function” on page 11), you can specify the parameters for Employee File Management. 4.1 Defining basic settings 4.1.1 Customizing display and defaults You can customize the display and default values of the HR-related data and Employee File Management functions. Basic settings can be project-specific and view-specific. All settings without specific declarations for a project and/or view apply to all EFM projects and views respectively. These default settings can be overwritten by project-specific and viewspecific entries. In the EFM: General settings window, you can find the following EFM setting types : • Switches that can be enabled or disabled by specifying the Value = X or leaving the Value column empty. • Authorization levels that match the Authorization level field in the SAP HR authorization objects. Common supported levels are W for write access, R for read access or M for read access with entry helps. • Settings for which you need to enter specific text strings in the Value column. To customize the display and defaults: 1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > Assign Values for Basic Settings activity and click the 2. icon. To enable a setting, enter an X in the Value column. To specify a level, enter R for read access, M for read access including entry helps, and W for write access. To specify a fixed value, enter the respective text string. The following settings are available: ARCH_HR_AUTH_LVL Specifies the HR authorization level to be checked for: • EIM040001-AGD-EN-1 Filtering the list of document types displayed when archiving documents. OpenText Employee File Management 33 Chapter 4 Customizing Employee File Management • Checking the HR authorizations before leaving the Attach <document type> dialog and filtering the list of available subtypes in this dialog. If no value is specified or if the entry does not exist at all, no HR-specific authorization check is performed. AUTH_CHECK_TYPE Specifies the type of authority check executed: STANDARD or no value EFM standard HR authorization checks are executed (default customizing) TIME Time-dependent HR authorization checks are executed. OFF No EFM standard HR authorization checks are executed, but user exit implementations for authorization checks are still called. Caution If you define no authority check, anyone will have access. For security reasons, OpenText strongly recommends to specify an appropriate authority check. CHECK_AUTH_0000 Specifies if the authorization for infotype 0000 is required to view an employee. CHECK_AUTH_0001 Specifies if the authorization for infotype 0001 is required to view an employee. CHECK_AUTH_0002 Specifies if the authorization for infotype 0002 is required to view an employee. In older versions, only the authorization for this infotype was checked. CHECK_OBJPS Checks if an HR object needs to be maintained in order to attach documents to HR objects; switching this check off would allow you to attach for example a certificate for a child that is not maintained yet in HR. CHDT_HR_AUTH_LVL Specifies the HR authorization level to be checked for showing the button that allows changing the date of origin. If no value is specified or if the entry does not exist at all, level W is checked. DATE_ARCH Displays date of archiving within the document label. 34 OpenText Employee File Management EIM040001-AGD-EN-1 no HR-specific authorization check is executed. for example. These users can call the applications /IXOS/DC and /IXOS/DCVIEW directly only with parameters which are generated by the SAP ESS/MSS portal application. INITIALIZE_DATE Presets the date of origin within mask for capturing HR specific values with the current date. MSS_TMV_EE_ALL. If no value is specified or if the entry does not exist at all. In addition. FUTURE_EMPLOYEES Displays future employees whose entry date is in the future. FUTURE_DATE Allows to set the date of origin in the future.and view-dependent and specify the Content Server executing full-text searches.4. see“Redirecting scanned documents to Document Inbox” on page 149. Search templates are project. you must specify the full-text search templates to be used in the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Records Management > Maintain Search Templates for Attribute Search activity. TEAMVIEW_ALL Sets the object selection for the all employees search in the reporting and MSS document upload applications. They are maintained using the OpenText ECMLink for SAP Solutions > ECMLink > Maintain Search Templates activity. INBOX_SCANNING Set value X to enable the creation of Document Inbox tickets for scanned documents. FULL_TXT_ENABLED Enables the full-text search functionality.1. Defining basic settings DATE_OF_ORIGIN Displays date of origin within the document label. DEL_HR_AUTH_LVL Specifies the HR authorization level required to approve deleting of documents. For details. These parameters have an expiration interval which is set to the default value 10 hours. For details. EIM040001-AGD-EN-1 Administration Guide 35 . EXPIRY_INTERVAL Specifies an expiration interval for users with the authorization object J_6NE_US (see “Specific EFM checks” on page 225) and the activity XSS. PREFILL_SELSCR Fills some fields in the search selection screen of EFM with pre-defined values according to the respective user authorizations. see “Customizing full text search” on page 204. XSS_UPL_MAX_FILE Specifies the maximum file upload size (in MB) for the ESS/MSS Document Upload applications. With Object Selections.Chapter 4 Customizing Employee File Management TEAMVIEW_DIR Sets the object selection for the directly subordinate employee search in the reporting and MSS document upload applications. Navigate to OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic Settings and run the Assign Values for Basic Settings activity.1. 4.2 Enabling basic settings for Object Selections EFM supports Object Selections. Include and enable the following basic settings for your Project and View: 3. OpenText Employee File Management EIM040001-AGD-EN-1 . for example. Object Selections could be used in MSS scenarios to prevent maintaining structural HR authorizations specifying the subordinate employees of a manager.if object selection is enabled for the EFM application. set the value to X to add the current logged in user automatically to the employee list calculated by the specified object selection. MSS_TMV_EE_DIR. MSS_TMV_EE_DIR. for example. Note: All *_HR_AUTH_LVL settings map to the Authorization Level field of the HR: Master Data authorization object (P_ORGIN). 36 • P_FILE_OBJS . Set the value to the name of an object selection to enable the setting. you can restrict which personnel files can be accessed by the user. After enabling Object Selections. the list of accessible personnel files results from intersection of HR authorizations and object selection.enables and sets object selection for the EFM application in SAPGUI and Web UI. proceed as follows: 1. 2. include the setting OBS. Assign J_6NE_US to the user role to enable HR masterdata/personnel file selection based on Object Selections. • P_FILE_OBJS_OWN . To enable Object Selections. In authorization object J_6NE_US. This is irrespective of the component used for the display. EIM040001-AGD-EN-1 Administration Guide 37 . • Logged activities can be project-specific and view-specific.3 Customizing logging Employee File Management provides a logging of all guest user. These default settings can be overwritten by project. This logging can be used by HR managers on a regular basis to get an overview of the processed personnel files. In the EFM default settings. document-. for every user session only one display action is logged per document.4.1. it might be required to disable the logging of HR document-related activities.Source 11 Document displayed 12 Document moved .Destination 13 Document deleted 14 Barcode created Note the following features and limitations of logging: • Logging can be customized to comply with the local or company-specific legal constraints. For example.1. you must maintain the logging without declarations for project and view. • For the EFM document display. Settings without declarations for project and view apply to all EFM projects and views respectively. An administrator can also use this logging to get a chronological list of activities that may have caused an error case. all logging activities are disabled. The logging comprises the following activities: 01 Document created 02 Date of origin changed 03 Ticket created 04 Guest user account reactivated 05 Guest user logged in 06 Guest user login failed 07 Workflow initiated 08 Workflow processed 09 Document copied 10 Document moved . Defining basic settings 4.and viewspecific entries. and workflow-related activities. Note: For Guest User Ticketing System (GTS) activities. To enable logging for bar code archiving. If necessary. OpenText Employee File Management EIM040001-AGD-EN-1 . Select the check box in the Enabled column for every activity that you want to log. 3. see“Logging bar code archiving” on page 155. set the appropriate activity-specific logging class in the Logging Class column.1. The actual management of logging classes and the creation of individual logging classes is described in “Using logging classes” on page 39.Chapter 4 Customizing Employee File Management 4. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > Configure Activity Logging activity and click the 38 icon. 2. To enable logging of activities: 1.3.1 Enabling logging You may customize which EFM activities are logged and assign appropriate logging classes. 4. Click the button to create a new entry with the following values: EXIT ID OA_OBJECTDISPLAY_01 ACTIVE X EXIT FUB /OTEI/OA_X_OA_OBJECTDISPLAY_01 3. Defining basic settings For logging display events. EIM040001-AGD-EN-1 Administration Guide 39 . SAP user name Name of the technical SAP user who accomplished the action. Using logging classes The amount of logged information is determined by a so-called logging class. Guest User Employee. Personnel number Number of the personnel file on which the action was accomplished.2 Click the icon.1. you must configure the / OTEI/OA_X_OA_OBJECTDISPLAY_01 function module. Date of activity Date when the action was completed. Employee File Management is shipped with a default logging class which comprises the following information: Access type The access type considers Standard.4. Document type Document type of the managed HR document. Guest User Manager On-Site. Document description Description of the document type. Time of activity Time when the action was processed. Document class Document class of the managed HR document. Execute the SE16 transaction and open the TOAEX table. To enable logging of display events: 1.3. 2. and Guest User Manager Remote.1. Activity Action performed. Subtype Subtype of the accessed personnel file.Chapter 4 Customizing Employee File Management Date of origin Origin date of the managed HR document. Guest user account The guest user account which was used during a guest user access. Personnel no. Object identification ID for subtype. Workflow key ID of the workflow. Additional Information Additional information which describes the logged activity in more detail. 40 OpenText Employee File Management EIM040001-AGD-EN-1 . Process (Processes & Forms) HCM process (from Processes & Forms integration) which archived the document. Guest user . View View of the Employee File Management project. You can display them by changing the layout of the ALV grid. Workflow status Status of the workflow. of requester The personnel number of the person who requested access to Employee File Management. Content Repository Identification ID of the content repository in which the document-related activity was performed. The following additional information is also available but not displayed in the default layout.Request comment Comment of the request for the guest user. Infotype Infotype of the accessed personnel file. Workflow description Description of the workflow activity profile. Reference number Reference number of the HCM process. Project ID ID of Employee File Management project. CALL METHOD SUPER->/OTEI/IF_ACTIVITY_LOG~ADD EXPORTING PIS_HR_OBJECT_INFO = pis_hr_object_info PI_ACTIVITY = pi_activity PIS_PROJECT_INFO = pis_project_info PI_GU_ACCOUNT = pi_gu_account PIS_DOC_INFO = pis_doc_info PI_ADD_INFO = pi_add_info PIS_WORKFLOW_INFO = pis_workflow_info PIS_PF_INFO = pis_pf_info . ID of activity log entry Unique ID for the activity log entry. ENDMETHOD. You can also tailor the logging procedure according to your specific requirements. Storage date Storage date of the managed HR document. EIM040001-AGD-EN-1 Administration Guide 41 . Customer-specific logging implementations must deviate from the default implementation/OTEI/CL_ACTIVITY_LOG and redesign the method / OTEI/IF_ACTIVITY_LOG~ADD as shown in the following example: METHOD /OTEI/IF_ACTIVITY_LOG~ADD . Defining basic settings Document ID ArchiveLink ID of the managed HR document. actions for the infotype appraisals are not logged. and then replace the default logging with your own implementation.4.1. In this example for customer-specific logging. IF pi_hr_object_info-infty <> 25. ENDIF. • Deletion of the document entries via the Disposition Run of Extended ECM.Chapter 4 Customizing Employee File Management 4. In addition. Optionally. a “clean up” report is available with the /OTEI/ACT_LOG_CLEAN transaction to delete the log entries for documents which do not exist anymore. Note: Deletion of entries after a document has been moved only works when the logging for activity 10 Document moved . These general entries are used if no specific entry for the view exists. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > Configure Activity Log Delete Options activity and click the 2. Define the document types for which the activity log entries are to be deleted. Caution Entries that are deleted with the /OTEI/ACT_LOG_CLEAN transaction cannot be retrieved again. Execute the /OTEI/ACT_LOG_CLEAN transaction.3 Deleting log entries EFM offers a configurable deletion for log entries. To perform “clean up” report: 1. you can specify a range of document types in the Document type field.Source is activated. icon. all document types which have been configured for deletion in the IMG customizing will be considered. The Employee File Management Activity log: Clean Up dialog opens. • Move of a document. 3. OpenText Employee File Management EIM040001-AGD-EN-1 . respectively. Click the icon. The deletion will be done accordingly to the customized delete options for the activity log as described above. The actual deletion process is then triggered by one of the following: • Deletion of the respective document via the deletion workflow.1. The settings must be customized for the respective objects in the SAP IMG. 42 2. You can define a specific setting for every view of a project. Tip: You can also specify general entries without view (value 0 in View column). Specify the parameters for the required project and view in the Project and View fields.3. If you do not restrict the document types. 3. To define deletion of log entries: 1. Click the icon. a dialog displays the selected log entries. Configuring business document types Business document types consist of one or several document types. Before final deletion of the log entries. In the attribute search and in the reporting transactions these document types will not be offered anymore in the F4 helps of the selection screens but the business document types will be displayed instead. Tip: You can translate your business document type description using the menu item Goto > Translation. icon. In the Business document types folder. create your new business document type with a description. EIM040001-AGD-EN-1 Administration Guide 43 . 4. 5. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > Configure Business Document Types activity and click the 2.1. To create business document type with a description: 1. Defining basic settings 4.1. The result lists will still display the document types.4 Check the details and click the button to delete.4. 3. Select the required business document type and double-click the Assign Document types to business document types folder. In this case. To activate the business document types: 1. For document types which fit exactly to the current project. Note: Alternatively. version and view. 44 OpenText Employee File Management EIM040001-AGD-EN-1 . 4. these attributes are optional. 2. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > User-Exits > Maintain Project dependent User-Exits activity and click the 2. version and view. For a customizing with current project and empty version and view. however. 3. Each assignment can be restricted by project. For a customizing with current project and version and an empty view. You must maintain and activate the /OTEI/EXIM_FILTER_DOCTYPES function module for the used DocuLink project and the FILTER_DOC event.Chapter 4 Customizing Employee File Management 4. version and view. The standard implementation checks in ascending sequence: 1. you can activate this user exit with a own implementation to use a different logic for business document types. For a customizing with empty project. Interface description The interface for the FILTER_DOC event features the following parameters: • Import parameters: PI_PROJECT Project ID. icon. the customizing defined in OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > Configure Business Document Types would not be used. Assign one or several document types to your business document type. 4. Example 4-1: Business document types configuration Result in attribute search: EIM040001-AGD-EN-1 Administration Guide 45 . • Changing parameters: PCT_DOCTYPES Document types which will be displayed in F4 help or for data selection. Defining basic settings PI_VERSION Version of a project. Possible values: F4 User exit is called before display of F4 help values. PI_VIEWID View. Possible values: REPORTING User exit is called in context of reporting. SELECTION User exit is called before document selection.1. PI_CONTEXT Situation for filtering of document types. Values can be changed by customer implementation without restriction. PI_SCENARIO Scenarios for filtering of document types. SEARCH User exit is called in context of attribute search. Chapter 4 Customizing Employee File Management 46 OpenText Employee File Management EIM040001-AGD-EN-1 . 1.4. Defining basic settings Results in reporting: EIM040001-AGD-EN-1 Administration Guide 47 . Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > Restrict Available Document Types activity and click the 2. depending on their personnel area.1. To restrict available document types: 1. You can maintain restrictions for a specific project. version and personnel area. In all scenarios where documents can be added. view. EFM then checks this customizing and limits the available document types accordingly.Chapter 4 Customizing Employee File Management 4. 48 icon. Specify the following parameters: OpenText Employee File Management EIM040001-AGD-EN-1 .5 Restricting available document types You can determine which document types are available for employees. You must maintain and activate your implementation for the user exit for the used DocuLink project and the LIMIT_DOC event.4. version. To activate the user exit: 1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > User-Exits > Maintain Project dependent User-Exits activity and click the 2. View Specify the parameters for the required project. If you do not specify these parameters. Doc. An example implementation is /OTEI/EXTT_U_LIMIT_DOCTYPE.or view-specific settings are customized. In this case. there you can use the BAdI /OTEI/INAPI to restrict access to document types and ticket information. PA Defines personnel area. 3. Administration Guide 49 . see “Restricting document types and tickets in Document Inbox” on page 170. you can activate this user exit with a own implementation to use a different logic for business document types. Version. Instead. the specified customizing will be used for all EFM projects and views as long as no project. specify the personnel area of the employee to whom the document should be assigned. and view. Notes EIM040001-AGD-EN-1 • Alternatively. Defining basic settings Project. • This user exit is not applicable to the Document Inbox application. icon. Click the icon. For more information. type As document types you can either specify complete document types or document type patterns (for example HRI*).1. the customizing defined in OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > Configure Business Document Types would not be used. Sort Order Set the sort direction and the sort order. click the New Entries button. To create an entry. 2. The Sort Order field defines the sorting level (values 1. • Creating the link entry. • Creating document types.6 Customizing sorting of documents You can maintain the sorting order and the sorting criteria for the documents displayed in personnel files. A sort order of 1 makes the defined criteria the primary sorting level. 4. 50 OpenText Employee File Management EIM040001-AGD-EN-1 .Chapter 4 Customizing Employee File Management 4.7 Click the icon. 3. Note: If document processing in SAP HR is used already. To customize sorting of documents: 1. View Specify the DocuLink project and the view ID of the DocuLink project used. The customizing comprises the following steps: • Defining content repositories. • Arranging the document types for HR. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > Configure Sorting for Documents activity and click the icon. you can use document type description.1. Note: This customizing does not set the sorting for the Search and All Documents folder. date of origin and storage date. the corresponding customizing may also be available.1. Sort Dir. Specify the following parameters: Project. 2. Customizing Archive Link settings The OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > General Archive Link settings activity in the IMG provides access to the corresponding SAP standard customizing procedures. You must customize not only the HR standard but also ArchiveLink in order to make new document types available to SAP HR (and therefore to Employee File Management). Sort Criteria For the sort criteria. 4. 3) of the defined sort criteria. 1. To create document types: 1. However. A document type defines the semantic aspect of a document and refers to one document class.1. Defining basic settings 4. 4. icon. PDF. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > General Archive Link settings > Define Content Repositories activity and click the 2.2 icon. When archiving documents using ArchiveLink. To simplify selection. This document type should have a document class assigned to it whose MIME type matches the content you want to archive. add the document class to the short text defined for the document type in order to indicate which technical type (MIME type) is assigned to the document type. To define a content repository: 1.1 Defining content repositories If it is not already available. document class TXT uses MIME type plain/text).4. EIM040001-AGD-EN-1 Administration Guide 51 . you must select a document type. Many standard document classes are already defined in SAP (for example DOC. for example. refer to the SAP online help. JPG. For example. Perform the SAP standard customizing. Therefore. For details. may be color photos (HRICOLFOTO) or employment contracts (HRICONTRAC). Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > General Archive Link settings > Edit Document Types activity and click the 2. the document type short text together with the date of origin and/or the storage date is used to distinguish documents. short text for this type is 'color photos'. For details. many standard types like HRICOLFOTO do not indicate the MIME type. If you are creating your own document types you might want to add this information (for example something like “color photos JPG”). TXT). The document class defines the technical aspect of the content that is the actual MIME type of the content (for example. defining reasonable short texts for document types simplifies your work. You must specify the connection parameters for the archive server to be used. Creating document types Document types classify documents that can be archived with SAP ArchiveLink. Perform the SAP standard customizing. refer to the SAP online help. Typical HR document types. and also within Employee File Management.7.1.7. HRICOLFOTO is a SAP standard document type to be used with HR and refers to the document class JPG. Within the SAP HR application. define a content repository to be used for storing HR documents. link table. and the period spent in months. To create link entries: 1. When creating a link entry. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > General Archive Link settings > Set Up Optical Archiving in HR activity and click the 52 OpenText Employee File Management icon. The link entry consists of object type. To arrange the document types: 1. note the following: • The object type of the HR master records is always PREL. • The document types are drawn from the SAP standard customizing. For details. date (of origin). refer to the SAP online help. document type. 4. EIM040001-AGD-EN-1 .7.3 Creating link entry In order to assign documents to a certain object you have to maintain the corresponding link entries. and authority checks for a given document type/infotype combination. Perform the SAP standard customizing. • In the HR range. it is common to use the link table TAOHR for this purpose. register the used logical archive. Arranging the document types for HR This customizing allows to define the expected behavior (when archiving HR documents) regarding subtypes.7.Chapter 4 Customizing Employee File Management 4. In the HR range. status. object IDs.1.1. • The status must be X for active. • At the content repository.4 icon. content repository. register TOAHR as link table. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > General Archive Link settings > Edit Links activity and click the 2. • Set the period spent in months to 0 for unlimited. The following name conventions apply for the infotypes: • Infotypes 0000 to 0999 for HR master records and possibly applicant data. Subtype The following entries are possible: EIM040001-AGD-EN-1 Administration Guide 53 . Each document type can be used with one single infotype only. the SAP object type is always PREL. Defining basic settings 2. • Infotypes 9000 to 9999 as customer reserve. Infotype The data fields of the HR master records. • Infotypes 2000 to 2999 for time data. “organizational allocation” or “basic pay”. time management and applicant data are combined by logical criteria into infotypes (information types). Modify the following parameters: Obj. type For EFM.4. • Infotypes 4000 to 4999 for applicant data.1. Document type Document type to be archived in the range of HR. • Infotypes 1000 to 1999 for RP planning data. Examples for infotypes are “family/reference person”. the date of origin must also be stated. — At the allocation of the original.Chapter 4 Customizing Employee File Management + The subtype must be stated at the allocation of the original. 54 OpenText Employee File Management EIM040001-AGD-EN-1 . Date For the time-dependent authorization check with the display or allocation of an original. Direct value The object ID is already preset at the allocation of the original and cannot be overwritten. the indication of the date of origin is not valid. since the object ID represents a free subdivision of subtypes. Object ID The following entries are possible: + The object ID must be stated at the allocation of the original. The following entries are possible: + At the allocation of the original. Usually this will not be the case. This parameter is not evaluated when entering with DocuLink. — The subtype may not be specified. Authorization This field specifies the authorization check during the collection of the document at the scanning work center and the following allocation to this document type. Direct value The subtype is already preset at the allocation of the original and cannot be overwritten. the date of origin of an original is brought up. — The object ID may not be specified. 2 Integrating DesktopLink You can customize EFM-specific DesktopLink parameters that define the integration of DesktopLink scenarios and user exits that jump directly to a specific EFM view for attaching documents to HR.4. icon. 4. Note: It is required that you have added an EFM-specific scenario containing / OTEI/DESKL_K_DL_GET_95 as GET function module. Integrating DesktopLink 4.mod. EIM040001-AGD-EN-1 Administration Guide 55 . Enter some scenario text. The customizing comprises the following steps: • Creating an EFM-specific DesktopLink scenario. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > DesktopLink Integration > Assign EFM view to EFM DesktopLink scenario activity and click the 2. You may leave the remaining fields blank.1 Creating an EFM-specific DesktopLink scenario You can create an EFM-specific DesktopLink scenario that jumps directly to a specific EFM view for attaching documents to HR. To create an EFM-specific DesktopLink scenario: 1. Enter /OTEI/DESKL_K_DL_GET_95 in the Funct. GET field.2. • Maintaining EFM DesktopLink user exits.2. INS field. this text will be shown in a popup for selecting a scenario.mod.2. Click the New Entries button. Enter / IXOS/DC_K_DESKTOPLINK_INS in the Funct. see OpenText Archiving and Document Access for SAP Solutions . Enter a new scenario type (ID of the scenario).Scenario Guide (ER-CCS). 3. Note: For more details on DesktopLink. Click the New Entries button. 4. To assign an EFM view to a DesktopLink scenario: 1. 5. 4.2 Assigning an EFM view to a DesktopLink scenario You can assign an EFM-specific DocuLink view to an EFM-specific DesktopLink scenario. Enter an X in the active field. • Assigning an EFM view to a DesktopLink scenario. 2. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > DesktopLink Integration > Assign EFM view to EFM DesktopLink scenario activity and click the icon. version. Maintaining EFM DesktopLink user exits You must enable DesktopLink-specific user exits for DesktopLink scenarios. Function module Enter /OTEI/DESKL_ENDE as the name of the function module. 3.3 3. OpenText Employee File Management EIM040001-AGD-EN-1 .3 Maintaining EFM Cockpit EFM features the EFM Cockpit as a tool for central access to your standard HR functions. The EFM Cockpit provides a set of subscreens and buttons for commonlyused functions. • to make sure that an uploaded document is declared as record and available in Content Server. Choose the EFM view to be used for this scenario type by specifying the DocuLink project. 05. Click the New Entries button. sap object Leave field blank. and view (for example $EIM. • Position. Specify the following parameters: icon. 4. The customizing allows you to define: 56 • Display position of subscreens. To activate the user exits for DesktopLink scenario: 1. 110). This is required • to log the creation of documents by DesktopLink in the activity log.2. • Type and content of subscreens. 4.Chapter 4 Customizing Employee File Management 4. Choose an EFM scenario type. no entry. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > DesktopLink Integration > Maintain EFM DesktopLink User Exits activity and click the 2. type and label of buttons. Scenario Type Enter the DesktopLink scenario type (ID of the scenario). Customer Exit Select the ENDE entry. abbr. The numbers are assigned as follows: Position 1 Position 2 Position 3 Position 4 Position 5 EFM View Specifies the view to be displayed. To maintain the Employee Data subscreen: 1. 2. Scr. Maintaining EFM Cockpit 4./Report Name Only required for customer-specific views. Select which project and view is used for the data selection in the EFM Cockpit. the changed document type is used for the employee photo. You have the option to change the standard SAP document type for the employee photo: EIM040001-AGD-EN-1 1. edit the document type. no more options are required. In Group = ADMIN and Sem. Displaying employee photo The employee photo shown in the Employee Data sub screen is by default determined by SAP standard customizing for photos. Specify the following parameters: Position Defines the position in the screen grid.3.1 Subscreen customizing To maintain subscreens: 1. 2. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Cockpit > Maintain Subscreens activity and click the icon. if you use the default views. 2. = PHOTO. 3. Note: The Employee Data subscreen is fixed in its position and size and cannot be customized. In the Employee Data subscreen. Run transaction SM30 > table T77S0. These settings are defined for example in the “Customizing display and defaults” on page 33.3. specifies screen and the report name. Administration Guide 57 . Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Cockpit > Maintain Employee Data activity and click the icon.4. Specify the time interval in the No Of Days field and the number of entries in the No Of Entries field.Chapter 4 Customizing Employee File Management To maintain the Activities subscreen: 1. The values of the BAdI implementation will override any settings of the IMG customizing. FULLTEXT EFM Fulltext Search. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Cockpit > Maintain Activity Data activity and click the icon. Note: As an alternative. Button ID Select the button ID which specifies the button type. PA20 Invokes SAP transaction Display HR Master Data.3. Select which of the activities logged are displayed in the Activities subscreen. For details. The following values are available: CUSTOMER Customer-specific button implementation. INBOX EFM Document Inbox. you can assign specific views and/or projects to specific buttons. 58 OpenText Employee File Management EIM040001-AGD-EN-1 . In addition. Specify the following parameters: Btn No Select the respective button in the sequence. method SEL_ACTIVITIES. PA30 Invokes SAP transaction Maintain HR Master Data. To define buttons for toolbar: 1. icon. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Cockpit > Maintain Toolbar Buttons activity and click the 2. 2. see “Customizing logging” on page 37. 4.2 Button customizing The toolbar buttons may be customized in function and appearance. 3. these settings can also be set with an implementation of the BAdI /OTEI/CP_COCKPIT. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Cockpit > Maintain Project Information for Buttons activity and click the 2. you must also maintain the respective project and view. Icon ID Double-click to specify the icon for the button. Maintaining EFM Cockpit PA40 Invokes SAP transaction Personnel Action. EIM040001-AGD-EN-1 Administration Guide 59 . Value Specify the value for the project or view defined in Prj Detail column. Button Text Define the button label to be displayed.4.3. Specify the function to be performed for this button. REPORTING EFM Reporting VIEW EFM Personnel File. icon. Prj Detail Define whether a project or a view is used. Specify the following parameters: Btn No Specify the button using the Button Text description string defined in the Maintain Toolbar Button activity. The EFM Cockpit then triggers this function in a new mode. Function Module This field is only required if you define a customer-specific button and you have set CUSTOMER in the Button ID column. Quickinfo Define the tooltip to be displayed. For the buttons with the button IDs INBOX and VIEW. Activate Specify whether defined button is displayed in the toolbar. To maintain project information for buttons: 1. these document types are in turn assigned to the folders defined in the flexible folder structure. By project-specific customizing. For each document type. the document is attached to a corresponding infotype. you can define an arbitrary number of sub-folders. you can assign an arbitrary number of document types. Based on the HR customizing for this document type. For a top-level folder.4 Customizing folder structure In addition to the infotype structure. This view only seems to be independent from the infotype structure. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Folder structure > Define flexible folder structure activity and click the 60 icon. The flexible folder customizing uses the SAP view cluster technology and makes it possible to group documents belonging to different infotypes into one folder. OpenText Employee File Management EIM040001-AGD-EN-1 . However. only documents with document types assigned to some specific folder will be visible within this folder. A flexible folder structure provides an alternate view on HR documents. several folder structure configurations can be created in one system. you will not notice this in the flexible folder structure view.Chapter 4 Customizing Employee File Management 4. Therefore. and object. you must create an entry in the table. you may customize a flexible folder structure. Note: The folder structure comprises a maximum of two levels. As document types are assigned to infotypes in the HR customizing (see “Arranging the document types for HR” on page 52). documents can be attached to both levels. To define a flexible folder structure: 1. independent of the infotype structure. For a toplevel or sub-level folder. for example a folder structure for a personnel file and another one for a pensioner's file. however. subtype. you still must specify a document type when you archive a document. You must specify an unique folder ID and a name for the folder. Customizing folder structure 2. They can be maintained in all target languages using the menu item Goto > Translation.4. To define the top level of the flexible folder structure. To create a new folder structure configuration. Specify the name and the ID for the new folder structure. double-click the Folder structure configurations tree item and click the New Entries button. EIM040001-AGD-EN-1 Administration Guide 61 . select the flexible folder configuration that you want to add top folders to and double-click the Top folders tree item. 3. Tip: All the folder names are language-dependent.4. OpenText Employee File Management EIM040001-AGD-EN-1 . 5. To define the sub-level (second level) of the flexible folder structure. The procedure is similar to the Top folders. To assign document types to a top folder. select the top folder and double-click the respective Document types tree item. select the top-level folder that you want to add sub-folders to and double-click the Sub folders tree item.Chapter 4 Customizing Employee File Management 62 4. Assign the required document types available in the folder. Assign the required document types available in the folder. 7.4. To assign document types to a sub-folder.4. Note: Only the views 110. select the sub-folder and double-click the respective Document types tree item. EIM040001-AGD-EN-1 Administration Guide 63 . only the view 110 is available. and 130 of the standard project $EIM are intended for flexible folder structures. Specify the folder configuration ID to be used with that view. As a default. To assign a folder structure configuration to an EFM view. Customizing folder structure 6. 120. the other views must be activated in DocuLink. double-click the Folder structure views tree item and select the required view. • View the personnel file of an selected employee in EFM using a button.Chapter 4 Customizing Employee File Management 4. • Jump to the HR data of the selected employees using a hyperlink and a button. In addition. These reports allow the HR Administrator to check the following: • Existence of documents. 64 OpenText Employee File Management EIM040001-AGD-EN-1 .5 Customizing reports EFM enables you to generate reports based on the document type. • Missing documents. it is possible to download the report results for further evaluation. • Validity of documents. The lines of the result table are colored according to the document status. The customizing also determines which of the following additional functions are available for the user: • Direct view of the existing documents from the report using a hyperlink and a button. You can also define the DocuLink project and view which should be used to call EFM. EIM040001-AGD-EN-1 Administration Guide 65 . Button for calling PA20 Defines switch button for PA20 transaction on/off. Project Specifies DocuLink project used. Display Personnel File. default user exit is / OTEI/RP_WD_U_ACTION.5. Handles the Display Document. Maintain one or more of the following options: Action User Exit for WebUI Defines user exit in the EFM Web UI. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Reporting > Report options activity and click the icon.4. Customizing reports To customize reports: 1. Button for calling EFM Defines switch button for calling EFM on/off. Button for calling result diagram Defines switch button for displaying of result diagram on/off. and Display HR Masterdata user actions. Button for displaying document Defines switch button for displaying of document on/off. The default user exit can be overwritten by a customer-specific implementation. 2. To maintain authorization user exits: 1. The following user exits classes are available: • Authorization user exits For additional authorization checks to restrict the access to documents and employees. OpenText Employee File Management EIM040001-AGD-EN-1 . • User exits related to document changes • Project-dependent user exits • Attribute object dependent user exits Note: User exits are intended to handle project-specific tasks by the OpenText service. Hotspot for calling PA20 Defines switch hotspot for PA20 transaction on/off.Chapter 4 Customizing Employee File Management Hotspot for displaying document Defines switch hotspot for displaying of document on/off. 4. refer to your OpenText service. View Specifies view ID of the DocuLink project used. the implemented user exits are only called when the standard authorization checks have been successful. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > User-Exits > Define Authorization User-Exits activity and click the 66 icon. For more details on user exits.6 Customizing user exits User exits offer a powerful means to modify and enhance standard Employee File Management functions. click the New Entries button and specify the parameters for the user exit. Note: This function module requires the following interface: Importing parameters: PI_ACTIVITY TYPE /OTEI/E_AUTH_ACTIVITY PIS_DOCUMENT_INFO TYPE /OTEI/S_HR_DOCUMENT_INFO PIS_OBJECT_INFO TYPE /OTEI/S_HR_OBJECT_INFO PIS_DOCULINK_INFO TYPE /OTEB/SWF_S_DOCULINK_INFO Exceptions: NO_AUTHORIZATION Raise the exception NO_AUTHORIZATION when your authorization check fails. Active Allows you to activate/deactivate an user exit without deleting an entry. Administration Guide 67 . User-Exit Defines if the user exit is called to restrict the access to an employee (value EMPLOYEE) or to a document (value DOCUMENT). 3. Customizing user exits 2. To add an user exit. Specify the following parameters: Project. To maintain an user exit. activate the required user exit by selecting the respective check box in the Active column. Function Module Defines the name of the function module which contains the user exit implementation you want to use.4. Version Customizing depends on the DocuLink project and version. An example implementation is delivered with the / OTEI/EXTT_U_AUTH_DOCU function module. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > User-Exits > Define Document change User-Exits activity and click the EIM040001-AGD-EN-1 icon. To maintain document change user exits: 1.6. Note: All scenario customizing depends on the DocuLink project. STORE Archive a document using a file upload scenario. The following scenarios are available: COPY Copy of a document. 3. If these are not set then the entry is a general entry for all views and versions of a project and will be used when no more specific entry for this project. view and version. you can specify in the User Exit Class field the class that implements the user exits. SCAN Archive a document using a scan scenario. the parameter version and view are optional. you can define the document change scenarios for which you want to activate user exits and thus different behaviors. EDIT Edit of document attributes. 68 For each scenario entry. MOVE Move of a document. version. DISPLAY Display of document attributes. This class must use the / OpenText Employee File Management EIM040001-AGD-EN-1 .Chapter 4 Customizing Employee File Management 2. and view exists. In the Scenario field. Use BF ST1 Activates usage of the BEFORE_STAGE1 method of the user exit class. Use AF ST1 Activates usage of the AFTER_STAGE1 method of the user exit class. GET_UI_TITLE and GET_SUBSCREEN2 allow you to overwrite the results of the EFM implementation of these methods. This is required for the EDIT. This method allows to change the documents which were determined by the EFM standard implementation. EIM040001-AGD-EN-1 Administration Guide 69 . BEFORE_STAGE3 and AFTER_STAGE3 will replace the EFM implementation of these methods. For each scenario entry you can activate or deactivate the following settings: Rec change If activated.6. 4. This method is executed directly before the STAGE3 method. This method allows to replace the standard UI titles of the document change dialogs. Customizing user exits OTEI/IF_DOCUMENT_CHANGE interface. Use AR OBJ Activates usage of the GET_AR_OBJECTS2CLASSES method of the user exit class. This method is called after the execution of the STAGE3 method. AFTER_STAGE1. allows the scenario also to be executed for records (disables the standard checks for records). The activation of the user exits for the methods BEFORE_STAGE1. The standard check for records considers all documents with a record management classification as records. Use TITLE Activates usage of the GET_UI_TITLE method of the user exit class.4. Use AF ST3 Activates usage of the AFTER_STAGE3 method of the user exit class. The STAGE1 method normally contains some checks before execution of an action. This method is called at the beginning of the scenario and can be used to implement own checks. This method is called after the execution of the STAGE1 standard method. methods of this class are currently only used in SAP GUI. In STAGE3 method normally the actions for the current scenario are executed. The methods GET_AR_OBJECTS2CLASSES. Use SUB SC Activates usage of the GET_SUBSCREEN2 method of the user exit class. for example. This allows you to replace the subscreen which normally contains the HRspecific data. Use BF ST3 Activates usage of the BEFORE_STAGE3 method of the user exit class. MOVE and COPY scenarios. Example: /OTEI/EXIM_FILTER_DOCTYPES LIMIT_DOC Restricts available document types at document assignment. The following project-dependent user exits are available: GET_DATA Gets additional key data for HR archiving. An activation of this user exit disables the corresponding customizing settings in the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > Restrict Available Document Types activity. • PT_SELCONDS contains the selection criteria PT_SELVALUE as an SQL WHERE clause. icon. Example: /OTEI/EXTT_U_GET_DATA FILTER_DOC Changes document types displayed in F4 helps and before document selection for attribute search and reporting. • PE_COUNT should return the number of hits which should be displayed in the tree. The following attribute-dependent user exits are available: SELECT Additional master data selection. Example: /OTEI/EXTT_U_SELECT 70 OpenText Employee File Management EIM040001-AGD-EN-1 . you can replace the standard selection.Chapter 4 Customizing Employee File Management To maintain project-dependent user exits: 1. Attribute: HRSTAMM Parameters: • PT_SELVALUE gives you the selection criteria entered on the selection screen in a structured format. You can change HR-specific data like subtype. • PET_VALUES returns the hits which should be displayed. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > User-Exits > Define Attribute object dependent UserExits activity and click the 2. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > User-Exits > Define Project dependent User-Exits activity and click the 2. object ID or date of origin before archiving the document. Example: /OTEI/EXTT_U_LIMIT_DOCTYPE To maintain attribute-object-dependent user exits: 1. icon. raises the exception NO_AUTHORIZATION if your authorization check fails. PRELDOC. In this user exit you can execute additional authorization checks before displaying a document. • PT_NOINPUTFIELDS defines which fields cannot be changed at the selection screen.4. Attribute: HRSTAMM Example: /OTEI/EXTT_U_AUTH_EMP AUTH_DOCU Additional authorization check before displaying of a document. PRELDOCALL. INFORECH.6. DOCUMENTS Example: /OTEI/EXTT_U_CHECK_AUTH AUTH_EMP Additional authorization check before displaying of an employee. Attribute: HRSTAMM Parameters: • PC_TITLE sets the title of the selection screen dialog. By deleting/changing values in structure PCF_HIT you may prevent certain field values from being displayed. Example: /OTEI/EXTT_U_SELE_PRE CHECK_AUTH Additional authorization check. this parameter skips the selection screen and directly executes the selection with the selection criteria you set. you can pre fill the selection criteria. This user exit will not replace the standard authorization checks. you can replace the standard pre-selection. SUBINFORECH. EIM040001-AGD-EN-1 Administration Guide 71 . employee will not be displayed. Attributes: HRSTAMM. It will not be called in case of a guest user access. • PC_RC: If you set this parameter to a value greater than 0 then this displayed. INFOERFA . • PT_ICON_EXCLUDE allows you to exclude some restriction types for specific parameters. Parameters: • PI_PERNR: Gives you the personal ID of the employee which should be • PI_STRUCNAME: Contains the name of the structure that is displayed. • PE_SKIP_SCREEN set to X. • In PT_RANGETAB. SUBINFOERFA. You can implement this user exit to execute additional authorization before displaying an employee. Customizing user exits SELE_PRE Populates the selection screen. document.7 Customizing workflow settings The workflow recipients settings are used by the class / OTEI/SWF_CL_AGENT_DETERMINATION which in turn can be used as a user exit class in the OpenText Business Suite for SAP Solutions > Solution Framework > SAP Workflow > Maintain activity workflow customizing activity. Depending on the implementation. PRELDOC. Note that the default user WF-BATCH requires read authorizations for the infotypes 0001 and 0002 to execute /OTEI/SWF_CL_AGENT_DETERMINATION properly. • 06 Delete HR document.Chapter 4 Customizing Employee File Management To prevent the display of the document. • PIS_DOCULINK_INFO contains the data of the employee. • PIS_DOCUMENT_INFO contains all relevant information about the • PIS_OBJECT_INFO contains the information on the SAP object. • 05 Change date of origin on HR document. this user exit is also executed in context of WF-BATCH user. To maintain workflow settings: 1. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Workflow settings > Maintain workflow recipients activity and click the 72 icon. With these settings you define if function class /OTEI/SWF_CL_AGENT_DETERMINATION should return the assigned payroll administrator or HR Administrator of the selected employees as a workflow recipient (HR organizational assignment). Note: If you use your own implementation of the function class (user exit). • 03 Display HR document. OpenText Employee File Management EIM040001-AGD-EN-1 . you must raise the exception NO_AUTHORIZATION. Parameters: • PI_ACTIVITY may contain the following values: • 01 Display HR master data. the WF-BATCH user requires the corresponding authorizations. • 04 Attach HR document. Attributes: PRELDOCALL. DOCUMENTS Example: /OTEI/EXTT_U_AUTH_DOCU 4. for details see “Maintaining activity profiles” on page 22. • 02 Maintain HR master data. Customizing workflow settings 2.4.7. You can maintain different rules for each profile and administrator group. the respective customizing will be used for every administrator group that does not have a specific customizing. Select an activity profile and assign a required rule in the Grp (group) and Recipient fields. 3. If you leave the Grp field empty. Click the EIM040001-AGD-EN-1 icon. Administration Guide 73 . An entry in the Activity profile field is mandatory. . If the guest user writes a comment in the ticket. By specifying guest user account ticket/PIN. which includes the following: • Local access with validity period in the HR department. To fulfill these requirements. the access for the guest user is further restricted to a certain employee. • Managers who need to check an employee's file. The HR manager can write a comment for the guest user when creating a ticket. an E-mail notification is sent to the HR manager. Employee File Management provides the concept of a guest user. In general guest user access is based on a SAP user that has permissions to access all employees but is restricted to access only documents with certain infotypes/subtypes or document types.Chapter 5 Customizing guest user access HR applications sometimes require functions that exceed the everyday business of handling HR records. You have the following options to create guest user access: • Using Guest User Ticketing System (GTS) The HR manager creates the ticket and defines which documents and employees are accessible for the guest user. The guest user can access only one employee and the documents defined by the permissions of the SAP user. The guest user can access all documents and employees that the ticket creator has listed in the ticket. • Using Guest User Access based on Guest User Accounts This option uses a guest user account that is linked to specific access type and optional to an SAP user. These exceptions include the following: • Employees wishing to view their own HR file (local one-time access in the HR department). EIM040001-AGD-EN-1 OpenText Employee File Management 75 . • Remote access with validity period. • maintaining the content types you want to provide access to in the guest user ticket. 5. Click the NR Status button.1 Customizing guest users using Guest User Ticketing System (GTS). You find the customizing dialogs in IMG > OpenText Business Suite for SAP Solutions > Employee File Management > Guest User Ticketing System (GTS). enter a name for the content type. Click the Change Intervals button to add/edit the number range for your ticket numbers. Range. select your content type from the drop-down list. folders or files. 2. 4. The NR Status field contains the last assigned number for a ticket and is computed automatically if you use an internal number range. 5. Add interval 01 and specify a number range. Run the Maintain screen field labels activity. To maintain number range for guest user ticket: 1. To maintain content types for guest user access: 1.1 Customizing guest user ticket The customizing comprises the following steps: • maintaining number range for guest user tickets. 2. In the Object box. • customizing settings and content for E-mail notifications. Run the Maintain number range for guest user ticket activity. 76 OpenText Employee File Management EIM040001-AGD-EN-1 . • maintaining titles for guest user ticket logon screen in Web UI. In the Field Label box. Click Save and Back.Chapter 5 Customizing guest user access 5. In the Screen Field Name box. enter /OTEI/GTS and click 3.1. for example. The Ext check box indicates if the number range interval is external or internal. The maintained entries are provided as selection list in the guest user ticket creation. Use this if you want to give access to all documents of some folders. you can grant access to a specific appraisal document. you can grant access to all appraisals. The difference to the Content:Documents option is that the documents shown in the list are selected automatically. you can customize title and subtitle for your guest user ticket system Web UI logon screen. Use Content:Documents if you want to give access to specific documents within some folders only. but exclude a specific one. You can deselect specific documents to deny access to those documents. select your language from the drop-down list. enter the text you want to display in the logon screen. • Content: Template – you can select the folders to give access to all documents contained in those folders. For example. enter your text for the sub title. • Content: Files – you provide access to the complete employee file without restriction to certain folders or documents. In the Title box. • Content: Folders – you can select the documents you want to give access to. In this dialog.1. For example. Click New Entries. To customize titles for guest user ticket Web UI logon screen: 1. Customizing guest users using Guest User Ticketing System (GTS). The difference to Content:Documents and Content:Folders is that you do not select specific documents but entire folders. In the Language box. EIM040001-AGD-EN-1 Administration Guide 77 . In the Subtitle box. You can customize your titles for different languages. For example. you can grant access to all appraisals.5. 3. 2. You can provide the following options during ticket creation: • Content: Documents – you can select the documents you want to give access to. Run the Maintain titles for web UI logon screen activity. If the system cannot determine an E-mail address. • The second type of E-mail is sent if the requester enters comments for the HR administrator during processing the ticket. In that case. select your entry from the drop-down list. In general. The first E-mail contains the ticket number and PIN. for example because no E-mail is maintained in infotype 105 = “Communication”. The domain part of the address cannot be specified freely.Chapter 5 Customizing guest user access 4. 2. To maintain settings for E-mail notification: 1. The dialog opens in the Basic Settings for Email Notification sub dialog. no E-mail will be sent. an E-mail containing these comments is sent to the HR administrator. Customizing E-mail notifications The guest user ticket system (GTS) supports sending E-mail notifications. The second E-mail contains the access link to access the guest user ticket. Two types of E-mails can be sent: • Information on how to access the ticket is sent to the ticket requester in two separate mails. but only selected from the list of supported domains. This is used to OpenText Employee File Management EIM040001-AGD-EN-1 . Click Save. Run the Maintain settings for email notification activity. • Change if address not maintained – You can edit the E-mail address during ticket creation if the system cannot determine an E-mail address. • No change of email address – you cannot edit the E-mail address during ticket creation. the system tries to read the E-mail addresses either from subtype 0010 =“E-mail”’ of infotype 105 =“‘Communication’” maintained for the corresponding requester/HR manager or from the user address data maintained in transaction SU01. You have the following options: 78 • No email notification – no E-mail notification is sent after ticket creation or when entering comments for the HR administrator. In the Email Setting box. 1. restrict sending E-mails to certain domains. Select the From Infotype 105 check box if you want to obtain the E-mail address from the Subtype 0010 “E-mail” of Infotype 105 for the ticket requester/HR administrator. Enter the following settings: • Interface – select the WebLink interface. changed. 5. • Allow overwrite. 3. E-mail notifications are sent in the language of the user that created. 2. You must customize all three E-mail types: • First notification mail containing ticket and PIN details – E- • Second notification mail containing GTS access details – E-mail mail notification for ticket requester containing ticket number and PIN. • Language – select the language for which you want to maintain an E-mail subject and body. notification for ticket requester containing URL for accessing guest user ticket. if address maintained – you can still change the E-mail address during ticket creation. even if the system can determine an address. Double-click the Define Domains for Email Notification sub dialog. In the Email domains list. You can select only from a list of these domains when entering E-mail addresses manually during ticket creation. • EIM040001-AGD-EN-1 E-mail type – select the E-mail type you want to customize. If the check box is deselected. for example to restrict sending E-mails to the company domain. To maintain subject and body for E-mail notification: 1. Click Save. enter the domains you want to support in the E-mail notification procedure. Customizing guest users using Guest User Ticketing System (GTS). Run the Maintain subject and body for email notification activity. Administration Guide 79 . the address is read from user data (transaction SU01). 4.5. Note: Note that you need to customize each E-mail type for each language. or accessed the ticket. If a configuration for Interface.1.1 Customizing E-mail subject and body using placeholders You can use the following placeholders to display parameters.Chapter 5 Customizing guest user access • Notification mail for Administrator – E-mail notification for ticket creator if the guest user has written a comment in the guest user ticket. • {PIN} – is replaced by the PIN number the guest user needs to access the guest user ticket. The comments the guest user has written in the guest user ticket are simply appended to the E-mail body. the corresponding Email Subject and Email Bodydisplays. Note the following behavior: • First notification E-mail – you can use only {TICKETNO} and {PIN} in the E-mail body. • {EMPLOYEES} – is replaced by the employee name or employee name list that has been requested during ticket creation. 5. • Email Body – enter a text for the E-mail body. do the entries for Load.Which parameters can be used depend on the E-mail type and if the parameter is used in E-mail subject or body. For details. ticket or PIN number in the E-mail subject and body: • {TICKETNO} – is replaced by the ticket number. {EMPLOYEES} and {WEBLINK_URL} in the E-mail body. • {WEBLINK_URL} – is replaced by the URL starting the guest user ticket application. for example employee name.1. Language and Email Type. see “Customizing E-mail subject and body using placeholders” on page 80. In the E-mail subject. • E-mail notification for HR manager – You can only use the {TICKETNO} placeholder. Note: If you want to view an existing configuration. you can use only {TICKETNO}. Rules for using parameters . Example 5-1: First notification E-mail: Configuration with placeholders: 80 OpenText Employee File Management EIM040001-AGD-EN-1 . • Second notification E-mail – you can use {TICKETNO}. see “Customizing E-mail subject and body using placeholders” on page 80. • Email Subject – specify E-mail subject. In the E-mail subject you can use only {TICKETNO}. For details. Click this language and E-mail type already exists. 1. Customizing guest users using Guest User Ticketing System (GTS). Corresponding E-mail: Second E-mail notification: Configuration with placeholders: EIM040001-AGD-EN-1 Administration Guide 81 .5. Chapter 5 Customizing guest user access Corresponding E-mail: E-mail for ticket creator: Configuration with placeholders: 82 OpenText Employee File Management EIM040001-AGD-EN-1 . one SAP user can access multiple employees. Only after the guest user account is refreshed (either manually. one guest user account provides access to one personnel file. You must create different SAP users for employee access and manager access. Customizing guest user access based on guest user accounts Corresponding E-mail: 5. They differ in the set of roles assigned to them (for example managers must not see certain infotypes due to legal restrictions).5.2. because the EIM040001-AGD-EN-1 Administration Guide 83 . From the authorizations' point of view. At a specific time. • The combination of a guest user account and PIN (guest user ticket) is used to determine the single personnel file the respective guest user account may access. The authorizations assigned to the SAP user define what the user can see and do within the EFM view in general (for example corresponding authorizations ensure that the entire check-in sub-tree is not visible for all guest users).2 Customizing guest user access based on guest user accounts Customizing guest users by using an SAP user is based on the following mechanisms: • SAP users with corresponding authorizations are used for technical access. OpenText does not provide example roles containing those kinds of authorizations.2.Chapter 5 Customizing guest user access validity has expired or because the one-time ticket was accessed). 5. Because the requirements for those authorizations are customer-specific. this guest user account can be used for accessing another personnel file. you may use these roles as a template for your own definitions. In addition. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Guest User > Basic settings > Assign values for basic settings activity and click the 84 icon. corresponding HR and ArchiveLink authorizations are required. These roles and the corresponding authorization objects are also described in “Security“ on page 225. but the guest user account is not an SAP user. EFM is delivered with the following default guest user roles: • • Role for creating a guest user ticket. OpenText Employee File Management EIM040001-AGD-EN-1 . • /OTEI/GU_TICKET_CREATOR_MENU • /OTEI/HR_GUEST_CREA Roles for accessing EFM through DocuLink as guest (employee or manager) • /OTEI/GU_ACCESS_MENU • /OTEI/DC_BROWSE_GUEST • /OTEI/WV_DISPLAY_GUEST Even though you will not use these roles directly. Note: Do not confuse the guest user account and the SAP user – an SAP user account is required to use the guest user account.1 Customizing guest user basic settings To customize basic settings: 1. To activate a setting. EMAIL_EMP_DOB Employee date of birth. EMAIL_PA015_CHG Specifies whether the generated email may be sent to an address other than the one defined in the infotype 0105 “Communication”. The default is /OTEI/EXIM_U_GU_CHECK_AUTH. EXIT_AUTH_CREATE Specifies a function module that checks the authorization for generating a guest user ticket. Instead. see “Maintaining E-mail subjects” on page 90. EMAIL_SUBJECT Defines the email subject. Customizing guest user access based on guest user accounts 2.5. unit.2. EIM040001-AGD-EN-1 Administration Guide 85 . use setting in activity OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Guest User > Maintain subject for email notification. the defined address is used as default but may be modified. The following settings are available: EMAIL_EMPNAME Employee name. EMAIL_EMPORGUNIT Employee org. LOGIN_ATTEMPTS Specifies the number of logon trials before the guest account is deactivated. This setting is used as fallback only. you can specify language specific email subject texts. enter an X in the Value column. If this setting is enabled. In this activity. 4. button. This default may be overwritten during ticket creation. 5. Click the 5.2 Maintaining guest user number range To maintain number ranges: 1. This value is used to compute the default entry in the Valid to field in the ticket creation dialog. OpenText Employee File Management EIM040001-AGD-EN-1 .2.Chapter 5 Customizing guest user access VALID_TO_DAY Specifies the default expiry period for the ticket (in days). Select the interval 01 and use internal numbering to maintain the number range. 2. Enter the /OTEI/GULG (GuestUser: Key for log entry) object. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Guest User > Maintain guest user number range activity and click the 86 icon. 3. Click the Number ranges button. 3 Maintaining guest user accounts To maintain guest user accounts: 1. The scenarios available for ticket creation are displayed. Customizing guest user access based on guest user accounts 5. To define guest user scenarios: 1. click the New Entries button.2.4 icon. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Guest User > Maintain guest user accounts activity and click the 2. Optionally. this SAP user must be used to logon to SAP in order to access guest user tickets created for this guest user.2. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Guest User > Define scenario activity and click the icon. If an SAP user is specified.5. To create an entry. EIM040001-AGD-EN-1 Administration Guide 87 . 5. Defining guest user scenarios The guest user scenario defines the DocuLink view available to the guest user. Specify the name for the new guest user and the access type this guest user is intended for. you can specify an SAP user.2. if there is no email address maintained for the ticket user.2. you can define language-dependent labels. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Guest User > Maintain access type specific settings activity and click the 88 icon. click the New Entries button and specify the parameters for the new entry. To maintain access type specific settings: 1. To create an entry. 5. You can customize a range of domains to enable the selection of the domain part of the email address from a domain list. The View field defines the view to be used when the guest user accesses the defined scenario. OpenText Employee File Management EIM040001-AGD-EN-1 .5 To modify an existing entry. the email address must be specified manually during ticket creation. Maintaining access type specific settings You have the following options: • For the guest user access. • In scenarios that send email notifications to guest user ticket users.Chapter 5 Customizing guest user access 2. specify the parameters in the Project and/or View field. • Send email . • Req.You can maintain additional access types. Double-click the Access type tree item. • One time .5. Customizing guest user access based on guest user accounts 2. b. EIM040001-AGD-EN-1 In the Maintain Texts in Other Languages dialog. click Goto > Translation. unlimited access is possible during the validity time. In the main menu. Edit the following: • Access type . maintain other languages for your access type. If the check box is deselected.The description is maintained in the current logon language. maintained. To maintain other languages: a.2. Select your entry. c. maintained. field . Administration Guide 89 . • Description .select the check box if the access should be used only once.Select • Requester fields are not available – if this field should not be • Entries in Requester fields are optional – if this field can be • Entries in Requester fields are required – if this field must be available.select the check box if an email should be sent. Click 3.2. 2. Guest user account. To create an entry. double-click Domains for eMail notification. click Goto > Translation in the menu bar. EIM040001-AGD-EN-1 .6 OK. Maintaining E-mail subjects You can maintain language specific subject texts for E-mail notifications. The email domain settings define which email domains are allowed in the email adresses. Select one or more languages from the list and click 90 OpenText Employee File Management OK. enter your subject text. 5.Chapter 5 Customizing guest user access d. In the tree menu. click the New Entries button and specify the parameters for the new entry. Create or edit your entry by specifiying Access type. To create a localized variant of your entry. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Guest User > Maintain subject for email notification activity and click the icon. 3. To maintain E-mail subjects: 1. In the Subject field. 2. Click OK. In the Maintain Texts in Other Languages dialog. 3. Select the access type for the email notification from the Access type drop-down list.5.2. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Guest User > Maintain footer for email notification activity and click the icon. EIM040001-AGD-EN-1 Administration Guide 91 .7 4. enter the localized text for your E-mail subject for the selected languages. Select the language to be used.2. Maintaining E-mail footers To maintain an email footer: 1. Customizing guest user access based on guest user accounts 5. 5. If no guest user account is specified. 5. you can select the guest user account this footer will belong to. Enter or modify the required text for the log-in page in the Description field. Title and subtitle are unformatted text strings. The description may be formatted with standard HTML tags. The description may be formatted with standard HTML tags. 4.2. Either enter or modify the required text for the email footer in the corresponding field. Click the Save button. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Guest User > Maintain guest user access for web UI activity and click the 92 icon. Click the Load button. Optionally. 6.8 4. Maintaining guest user access for EFM Web UI For every log-in language you can define a title. and an explanatory text for the log-in page of the web-based guest user access. the footer is valid for all guest user accounts of the specified access type. Select the language to be used. for details see the respective SAP documentation. To maintain the EFM Web UI: 1.Chapter 5 Customizing guest user access 5. 3. OpenText Employee File Management EIM040001-AGD-EN-1 . subtitle. 2. Enter or modify title and subtitle. 5. Customizing guest user access based on guest user accounts 5. Click the Save button. EIM040001-AGD-EN-1 Administration Guide 93 .2. . Chapter 6 Customizing for starting EFM from HR transactions In order to start the EFM (infotype structure) view from the HR transaction (PA20/ PA30). you must maintain the productive $EIM DocuLink project using the J6NP transaction and the GOS button. or as a popup window.Customizing and Administration Guide (DC-CGD). you must configure the DocuLink object service that allows you to start a DocuLink view from GOS. The same customizing can be used to add or remove EFM views from the GOS menu. in a new window. To specify the required mode. The EFM view may be opened either in the existing window.3 “Providing DocuLink as a GOS” in OpenText DocuLink for SAP Solutions . Note: For more details see section 15. EIM040001-AGD-EN-1 OpenText Employee File Management 95 . . Maintain the entry with the following parameters: Object Type field CL_HRASR00_WF_PROCESS_OBJECT Event field COMPLETED Receiver Type field HR ADMINISTRATIVE SERVICES 3. Execute the SWETYPV transaction. replace the function module HR_ASR_START_PERSFILE_CREATION with the EFM function module / OTEI/PF_START_PERSFILE. Activating the EFM integration: 1. In the Receiver Function Module field.Chapter 7 Integrating EFM in HCM Processes & Forms EFM offers an integration into SAP’s HCM Processes & Forms. 7.1 Activating the EFM integration You must activate the EFM integration to make sure that the EFM function module will be called when the HCM Processes & Forms process is completed. EIM040001-AGD-EN-1 OpenText Employee File Management 97 . with attachments and the interactive form. as documents in EFM. 2. By activating this integration it is possible to archive documents of a Processes & Forms scenario. OpenText Employee File Management EIM040001-AGD-EN-1 . if you want to archive the interactive form or an attachment. The Subtype and Object ID fields are optional and define where the documents should be assigned to. You must enter the HCM PF process. and the document type.2 Customizing Processes & Forms scenarios for EFM The customizing of Processes & Forms (PF) scenarios for EFM must be maintained in the SAP IMG. Create an entry for each document type of a process you want to archive and display in EFM.Chapter 7 Integrating EFM in HCM Processes & Forms Note: The function module /OTEI/PF_START_PERSFILE handles only the scenarios customized for EFM. 7. 98 icon. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > HCM Processes & Forms Integration > Connection between HR and Processes & Forms documents activity and click the 2. To customize Processes & Forms scenarios for EFM: 1. CON_FORMAT Converts document format. the date of origin is set to the system date. This user exit will only be called if the customizing in table T585O for the document type has the value + in the Date field. EFM supports the storage of attachments in the EFM personnel file.3. The object ID remains empty. If the user exit is not implemented. SET_OADTM With SET_OADTM you can overwrite the date of origin. The info type is also read from table T585O. 7.7. The form itself cannot be stored as a document. form field) of the process is archived as document type HRIBESCHKI. The attachment SBIRTHCRTF of the process BIRTH_OF_CHILD_01 is archived as document type ZBIRTH_ATT for subtype 2. Available user exits Example 7-1: The above example is the customizing for the interactive form and an attachment of the BIRTH_OF_CHILD_01 process. The interactive form (Int. Notes • The subtype and object ID defined in this view will only be used if the corresponding document types (in this example ZBIRTH_ATT and HRIBESCHKI) have the value + for subtype and if the object ID is maintained in table T585O (HR Optical Archiving: Configuration Table for PREL and PAPL) for object type PREL. also for subtype 2 (Child). This user exit implements the following interface. EIM040001-AGD-EN-1 Administration Guide 99 . because every new child will get a higher object ID and therefore it is not possible to enter a fixed value.3 Available user exits The HCM Processes & Forms integration offers the following user exits: SET_OADTM Sets date of origin. • For the FPM forms (PF as Web Dynpro ABAP (WDA) application). PCT_COMPONENTS optional Changing BAPIDOCCOMPT File information for attachments. ATTACHMENT_TYPE PIS_ATTRIBUTES Importing HRASR00PROCESS_AT HR Administrative Services: Process TR Attributes. PIS_EIM_PROCESS and PI_DOC_TYPE deliver all information necessary about the actual process and the document type used. PC_DOC_TYPE Changing TOADD-DOC_TYPE HR document type.HCM PF attachment type. IN PC_OBJECT_ID Changing SAPB-SAPOBJID SAP ArchiveLink object ID (object identifier). Parameter Parameter type PI_ATTACHMENT_TYP Importing E 100 Data type Description /OTEI/PF_TASREIM. PCS_FORM optional Changing /OTEI/PF_S_FORM File information for interactive forms. CON_FORMAT With CON_FORMAT you can convert an attachment or an interactive form to a different format before it is archived. PIT_BAPICONTEN Importing File content as RAW / OTEI/PF_TT_BAPICO table. to the PDF format. OpenText Employee File Management EIM040001-AGD-EN-1 . but you only want to archive PDF documents. For example.Chapter 7 Integrating EFM in HCM Processes & Forms Parameter Parameter type Data type Description PIS_EIM_PROCESS Importing /OTEI/PF_TASREIM EFM customizing for the current document type PI_DOC_TYPE Importing TOADD-DOC_TYPE Document type PC_OADTM Changing OADTM Date of origin With PC_OADTM you can change the date of origin. PC_DOC_STRING Changing XSTRING File content as XSTRING. PC_DOC_CLASS Changing BAPIDCLASS PF document type. This user exit implements the following interface. it should be possible for an user to attach MS Word documents to the process. NTEN PET_DOCS_BIN Exporting Converted file content / IXOS/BF_TT_DOCS_B in RAW table. In this case you could use the user exit to convert the document format. for example with OpenText Rendition Server. These parameters must be updated after a conversion.4. then the content of this parameter will be archived. The PI_ATTACHMENT_TYPE and PIS_ATTRIBUTES parameters give you all the information necessary about the actual document. Regarding the EFM integration. you must implement the HRASR00_ATTACHMENT_HANDLING enhancement spot and call /OTEI/PF_HRASR00_ATTACHMENTS function module in the IF_HRASR00ATTACHMENT_HANDLING~CHECK_ATTACHMENT_MIMETYPE method. The PC_OBJECT_ID. the enhancement spot offers the possibility to prevent users from attaching documents. SAP offers the HRASR00_ATTACHMENT_HANDLING enhancement spot to check the attachments when the user wants to attach documents to the process. In addition.4 Enhancement spot HRASR00_ATTACHMENT_HANDLING With SAP ECC 6. it must be raised to allow restart of process. 7.0 EhP4. the values must be changed according to the conversion performed. Tip: An example for the conversion of a Word document to PDF using LARS is implemented in function module /OTEI/PF_EXTT_CON_FORMAT. You can either return the converted file with the PC_DOC_STRING parameter as XSTRING or with the PET_DOCS_BIN parameter as a RAW table. If PC_DOC_STRING is filled. The PCT_COMPONENTS and PCS_FORM parameters include information for the attachment (PCT_COMPONENTS) and the interactive form (PCS_FORM) respectively. EIM040001-AGD-EN-1 Administration Guide 101 . This is defined in the HCM Processes & Forms Integration customizing for the actual process and attachment type. To implement this check. it is helpful to check with this enhancement spot whether the attachment has the correct MIME type. and PC_DOC_CLASS parameters are filled with the values before the conversion. PC_DOC_TYPE. Therefore. The OTEI/PF_HRASR00_ATTACHMENTS function module checks if at least one of the attachment types that is customized for the HCM Processes & Forms integration is connected to the used MIME type.7. you must clear this parameter if you want to return the converted file content by PET_DOCS_BIN parameter. To avoid problems when the documents are arched. Enhancement spot HRASR00_ATTACHMENT_HANDLING Parameter Parameter type ERROR Exception Data type Description An error occurred at conversion. The content of the file is imported with the parameters PIT_BAPICONTEN and PC_DOC_STRING. and the process to determine whether a conversion should be performed and which kind of conversion is required. All error and warning messages are logged in the SAP application log (object / OTEI/EIM. the restart of processes is logged in the SAP application log. 102 OpenText Employee File Management EIM040001-AGD-EN-1 .5 Monitoring and restarting the HCM Processes & Forms integration The document archiving starts when the process was completed by the last processor and is performed in the background. The reference number is usually displayed when an user starts a process in order to identify it again. 7. End date and end time show the exact time when the EFM part of the process finished. the administrator can get an overview of all processes completed which are related to EFM. the whole process is set to finished. It is possible to restart a process several times. In the /OTEI/PF_RESTART transaction.Chapter 7 Integrating EFM in HCM Processes & Forms However. EFM offers the /OTEI/PF_VIEW_RESTART role which allows to view the logs in the /OTEI/PF_RESTART transaction. An administrator who has the /OTEI/ADMINISTRATION role can restart processes that are not finished. but not to restart a process. This may be useful for business users who can monitor their processes and. In addition. Therefore. It can only be checked in general if an attachment type for this MIME type is configured. sub-object /OTEI/PF). The Form finished. the program checks the current status of the process and continues with the step where the process encountered an error. First the interactive form is archived and then all attachments are archived. this enhancement spot does not provide any information about the process used or the attachment type. At a restart. After all documents are archived according to the customizing. Attachment finished. in case of an error. it is not possible to give the user a direct feedback if an error occurs during archiving. The processor and the date of the re-processing are logged in the Processor and Restart date fields. contact an administrator to check the problem and restart the process. and Finished flags report the status of the processing. Also. If no portal is used. Manager-Self-Service (MSS). The customer has to decide how to run and access ESS/MSS/HRA. EIM040001-AGD-EN-1 OpenText Employee File Management 103 .0 or higher. • MSS gives managers access to the personnel files of their respective employees. • The ABAP variant of HRA is available on SAP ECC 6. Refer to the corresponding SAP documentation for the most current information on how to run and access ESS/MSS/HRA. and HR Administrator (HRA): • ESS gives employees access to their own personnel file. However. When using the SAP NetWeaver Portal. ESS/MSS/HRA can be accessed via a NWBC fat client using an ABAP connection or via the HTML version of NWBC provided by the NWBC system. Note: Depending on the way ESS/MSS/HRA is run on your system. Note: SAP does not support each variant on every platform: • The ABAP variant of ESS/MSS is available on SAP ECC 6. • HRA gives administrators access to the personnel files of all employees they are authorized to access. the customizing provided by SAP to integrate into ESS/MSS/HRA is different for each scenario. the user interface will look different.Chapter 8 Integrating EFM in SAP ESS/MSS/HRA EFM can be integrated in Employee-Self-Service (ESS). ESS/MSS/HRA can either be accessed via a browser or via the SAP NetWeaver Business Client (NWBC) using a portal connection. EFM can be integrated in all scenarios.0 EhP5 or higher. ESS/MSS/HRA can be run either using a corresponding business package on an SAP NetWeaver Portal that is connected to a SAP ECC system or can be run directly on an SAP ECC system without using the portal.0 EhP6 and HR Renewal 1. pct.roles/ com.erp.manager_self_service BP_ERP05_HR_ADMINISTRATOR type = WDJ version >= 1.Employee_Self_Service_WDA BP_ERP05_MSS type = WDJ version >= 1.sap.hradmin.sap.sap. 15.pct.erp.bp_folder/ com.erp.sap.mss.wda.wda.erp.pct.15.mss. If ESS/MSS/HRA is accessed without the SAP NetWeaver Portal using a NWBC fat client with ABAP connection or if it is accessed via the HTML version of NWBC.bp_folder/com.erp.sap.employee_self_service BPERPESSWDA type = WDA version >= 1.pct.erp. • Integration of EFM into ESS/MSS portal business packages using Web Dynpro Java (WDJ) is customized in the SAP Homepage Framework.erp.hradmin.sap.ess. 15.sap.manager_self_service BPMSSADDON type = WDA version >= 1.erp.erp.pct.50 SP3 pcd:portal_content/com.pct.15.sap.sap.1 Integration scenarios When using the SAP NetWeaver Portal.erp.erp.sap.sap.bp_folder/com.erp.wda.sap.ess.erp.Chapter 8 Integrating EFM in SAP ESS/MSS/HRA 8.sap.pct.sap.bp_folder/ com.0 SP14 pcd:portal_content/com.bp_folder/com.pct.erp.mss.sap.mss.hradmin.erp.sap.mss.pct.sap.0 SP1 pcd:portal_content/com. The following scenarios are supported when using portal business packages: Scenario Portal Business Package Portal Role (unique name of portal role) ESS BP_ERP05_ESS type = WDJ version >= 1.mss.erp.pct/line_manager/ com.mss.bp_folder/com.ess.pct.pct.0 SP14 pcd:portal_content/com.pct.pct.ess.pct.sap.sap.pct/line_manager/ com.roles/ com.pct.pct/every_user/ com. Depending on the version used on your system.bp_folder/ com.mss.bp_folder/com. The following scenarios are supported when accessing SAP ECC directly: 104 OpenText Employee File Management EIM040001-AGD-EN-1 .HRAdministrator MSS HRA Note: The numbers in the unique name of the portal role reflect the version of the corresponding business package.ess.pct. EFM needs to be integrated into the navigation menu defined in the corresponding SAP ECC role (PFCG transaction). the integration of EFM into the ESS/MSS/ HRA navigation menus depends on the type of portal business package used.pct.erp.sap.ess.11.roles/ com.sap.sap.pct.sap.roles/ com. • Integration of EFM into ESS/MSS portal business packages using Web Dynpro ABAP (WDA) is customized in the SAP Launchpad customizing (LPD_CUST transaction) • Integration of EFM into HRA portal business package using Web Dynpro Java (WDJ) is customized by adding the EFM workset provided with the EFM Enterprise Portal Archive (EPA) to the HRA portal role.erp.roles/ com.42 SP2 pcd:portal_content/com.hradmin.pct/every_user/ com.pct/specialist/ com. the numbers may be different. The Homepage Framework customizing can be found in the SAP IMG in different places. This integration is done by adding corresponding services to the ESS navigation menu or overview page. The service text and description that appears in the menu can be changed in the service definition.2 “Activating BC sets” in OpenText Employee File Management . the menu available to the user depends on the SAP NetWeaver Portal role or the SAP ECC role assigned to the user. the view to be used (view 100/infotype structure or view 110/folder structure) can be changed in the resource definition.0 EhP6 system with HR Renewal 1. EIM040001-AGD-EN-1 Administration Guide 105 .2.1 ESS WDJ portal business package – Homepage Framework customizing The Homepage Framework customizing for accessing the personnel file is added by activating the corresponding BC set /OTEXEIM/EFM_ESS_MSS_040 (see section 4. Note: This scenario works with the following authorization roles: /OTEI/XSS_NO_RESTRICTION Full HR authorizations must be maintained for each employee user. In any case. the employee using ESS can access his own personnel file. For example. One central place to access it is the IMG activity Cross Application Components > Homepage Framework. The following elements are added to the Homepage Framework customizing by the BC set: • Service /OTEI/EIM_ESS_DISPLAY_FILE_SRV • Service group /OTEI/EIM_ESS_SERVICE_GROUP • Resource /OTEI/EIM_ESS_DISPLAY_FILE_RES You can modify the default settings provided by the BC set.0 installed.8.2 ESS integration In this scenario.2. ESS integration Scenario SAP ECC Example Roles from SAP ESS SAP_EMPLOYEE_ESS_WDA_3 MSS SAP_MANAGER_MSS_NWBC_3 HRA SAP_ASR_HRADMIN_HCM_CI_3 Note: Numbers in the example roles provided by SAP reflect the version of the WDA component installed on your system. 8. The roles listed above are available on an SAP ECC 6. 8.Installation Guide (EIMIGD)). Optionally. the following configuration hides the hyperlinks for Home and Close and allows display of thumbnails and tree.2 ESS WDA application – configuration Currently. the configuration differs: EhP5 Just specify the component configuration in the Configuration column. This application configuration can now be used in Launchpad or PFCG Role customizing. 6. To configure ESS WDA application 1. Save the configuration. no HR check is executed for the employee user.Chapter 8 Integrating EFM in SAP ESS/MSS/HRA /OTEI/XSS_RESTRICTION Employee selection is set by the portal. Specify /OTEI/ESS_DC_INT as application name. 4. 8. Assign the component configuration /OTEI/HRADMIN_DC_INT_DEFAULT to the entry with the component usage PROJECT from the table of Web Dynpro components. 106 OpenText Employee File Management EIM040001-AGD-EN-1 . 5. Depending on the EhP level of your system.2. Therefore. Launch the application configurator with the following URL: <protocol>://<server>:<port>/sap/bc/webdynpro/sap/ configure_application 2. no default configuration for the Web Dynpro ABAP application / OTEI/ESS_DC_INT is shipped with EFM yet. EhP6 Select the corresponding entry and click on the Assign Configuration Name button right above the column header of the table. The corresponding component configurations contain reasonable configurations for the ESS scenario. Assign the component configuration /OTEI/HRADMIN_DC_INT_DEFAULT to the entry with the component usage MAIN_HEADER in the same way as in the previous step. enter a new name and create a new configuration. 3. you can assign the configuration to some development package or define it as a local object. Description Description appearing in overview page e. Parameters PROJECT= $EIM&VIEWID=110&TOGGLE_NODETYPE=T_HRSTAMM&SELFIELD1=PER NR&TOGGLE_NODETYPE_INDEX=3&TOGGLE_NODETYPE1=N_1_1_A Configuration Customer-specific Web Dynpro ABAP application configuration for / OTEI/ESS_DC_INT (as described in “ESS WDA application – configuration” on page 106). Application Type WDA Web Dynpro ABAP Namespace OTEI Application ESS_DC_INT System Alias SAP_ECC_HumanResources Target App. Note: This scenario only works with the authorization role / OTEI/XSS_NO_RESTRICTION.3 ESS WDA portal business package – Launchpad customizing EFM can be integrated into the ESS MENU launchpad in the LPD_CUST transaction (Role =ESS.2.g.8.g. ESS integration 8. Use the context menu on the new application to enable the Quicklink functionality. Instance=MENU). The following parameters must be specified (use default values for all other parameters): Link Text Text appearing in the menu e. Navigate to the folder where you want the EFM personnel file service to appear and add a new application.2. “Personnel file”. “You can display the OpenText personnel file here”. EIM040001-AGD-EN-1 Administration Guide 107 . 3 MSS integration In this scenario. Edit the details for the OpenText Personnel File menu entry using the context menu and specify your customer-specific Web Dynpro ABAP application configuration (as described in “ESS WDA application – configuration” on page 106) in the Application Config field. at that point. the manager can select an employee in the MSS context and display the personnel file for this employee. Now you can drag&drop the OpenText Personnel File service to the location in the Employee Self-Service menu structure where you want EFM to appear. the manager can additionally use the EFM personnel file search that allows to browse quickly through personnel files of different employees.Chapter 8 Integrating EFM in SAP ESS/MSS/HRA 8. 8. the system asks whether you want to Reimport or Merge.Installation Guide (EIMIGD)).1 MSS WDJ portal business package – Homepage Framework customizing In the WDJ variant of the portal business package. The new menu options are visualized in a separate folder in the role menu.2 “Activating BC sets” in OpenText Employee File Management . Note: This scenario only works with the authorization role / OTEI/XSS_NO_RESTRICTION. The following elements are added to the Homepage Framework customizing by the BC set: • 108 Service /OTEI/EIM_ESS_DISPLAY_FILE_SRV for personnel file OpenText Employee File Management EIM040001-AGD-EN-1 . 8. This is a special dialog that shows a list of employees the manager is responsible for at the top of the dialog and the personnel file of the employee selected in this list at the bottom of the dialog. This role contains the menu entries for the EFMspecific web application. The Homepage Framework customizing for accessing the personnel file is added by activating the corresponding BC set /OTEXEIM/EFM_ESS_MSS_040 (see section 4.0 EhP6.3.4 ESS WDA without Portal – ECC role menu customizing EFM provides the /OTEI/ESS_NWBC role through the BC set / OTEXEIM/EFM_NWBC_ROLES_040. a manager can access the personnel file of employees he is responsible for.2. This single role can be added to the composite role used for the SAP ESS scenario. The next step is to import the menu from the single role into the menu of the composite role. When executing the import. select Merge. In all integration variants. for example a customer-specific copy of the SAP example role SAP_EMPLOYEE_DE_ESS_WDA_3 provided on SAP ECC 6. EIM040001-AGD-EN-1 Administration Guide 109 .3. The Homepage Framework customizing can be found in the SAP IMG in different places. Therefore. you must implement a corresponding enhancement spot and add EFM into the MSS EMPLOYEE_MENU launchpad in the LPD_CUST transaction (Role =MSS. For example. Note: This scenario works with the following authorization roles: /OTEI/XSS_NO_RESTRICTION Full HR authorizations must be maintained for each manager user.3. In order to configure this integration. The service text and description that appears in the menu can be changed in the service definition. Execute the SE18 transaction and select the HRMSS_MODIF_BUSINESS_PARAMS enhancement spot. One central place to access it is the IMG activity Cross Application Components > Homepage Framework. the view to be used (view 100/infotype structure or view 110/folder structure) can be changed in the resource definition. To integrate EFM in the EA-HR_MSS component: 1. Create a new implementation for this enhancement and create a BAdI implementation for this enhancement. MSS integration • Service /OTEI/EIM_ESS_DISPLAY_FILES_SRV for personnel file search • Service group /OTEI/EIM_ESS_SERVICE_GROUP • Resource /OTEI/EIM_MSS_DISPLAY_FILE_RES for personnel file • Resource /OTEI/EIM_MSS_DISPLAY_FILES_RES for personnel file search You can modify the default settings provided by the BC set. EFM cannot “know” whether this component is installed in the customer system. Note: Because the enhancement spot HRMSS_MODIF_BUSINESS_PARAMS is part of the optional software component EA-HR_MSS. 2. 8.2 MSS WDA portal business package – Launchpad customizing EFM can be integrated into the employee context menu of the Team Hierarchy component on the MSS home page. EFM cannot ship an implementation for this enhancement spot. Instance=EMPLOYEE_MENU). /OTEI/XSS_RESTRICTION Employee selection is set by the portal. no HR check is executed for the manager user.8. Chapter 8 Integrating EFM in SAP ESS/MSS/HRA 3. Insert the following code in the IF_HRMSS_MODIF_BUSINESS_PARAMS~GET_APPLICATION_PARAMS method of your BAdI implementation class: DATA: l_pernr TYPE pernr_d. MODIFY it_bus_params FROM ls_bus_params TRANSPORTING value WHERE key = 'PERNR_MEM_ID'. l_pernr = iv_object_key. ls_bus_params TYPE apb_lpd_s_params. l_emp_name TYPE emnam. IF sy-subrc = 0. l_mem_id TYPE text10. "PERNR already available in parameters CALL METHOD cl_hress_employee_services=>set_pernr_to_memory "Set Pernr to memory id(ESS) EXPORTING iv_pernr = iv_object_key RECEIVING rv_mem_id = l_mem_id. ls_p0001 TYPE p0001. OpenText Employee File Management EIM040001-AGD-EN-1 . READ TABLE it_bus_params INTO ls_bus_params WITH KEY key = 'PERNR_MEM_ID'. ls_bus_params-value = l_mem_id. CALL FUNCTION EXPORTING pernr infty begda endda TABLES infty_tab EXCEPTIONS OTHERS 110 'HR_READ_INFOTYPE' = = = = l_pernr '0001' sy-datum sy-datum = lt_p0001 = 0. ls_bus_params-key = 'PERNR_MEM_ID'. lt_p0001 TYPE STANDARD TABLE OF p0001. EIM040001-AGD-EN-1 Administration Guide 111 . l_emp_name = ls_p0001-ename. APPEND ls_bus_params TO it_bus_params. 4. READ TABLE lt_p0001 INTO ls_p0001 INDEX 1. Enter the filter criteria for your BAdI implementation as shown below. l_pernr = iv_object_key.8. ls_bus_params-value = l_mem_id. l_emp_name = ls_p0001-ename. CALL FUNCTION 'HR_READ_INFOTYPE' EXPORTING pernr = l_pernr infty = '0001' begda = sy-datum endda = sy-datum TABLES infty_tab = lt_p0001 EXCEPTIONS OTHERS = 0. ELSE. MSS integration READ TABLE lt_p0001 INTO ls_p0001 INDEX 1. CALL FUNCTION 'HR_ASR_WDA_CLEAR_EMPLOYEE'.3. CALL FUNCTION 'HR_ASR_WDA_SET_EMPLOYEE' EXPORTING pernr = l_pernr ename = l_emp_name. CALL FUNCTION 'HR_ASR_WDA_SET_EMPLOYEE' EXPORTING pernr = l_pernr ename = l_emp_name. "Parameter for PERNR has to be set CALL METHOD cl_hress_employee_services=>set_pernr_to_memory "Set Pernr to memory id(ESS) EXPORTING iv_pernr = iv_object_key RECEIVING rv_mem_id = l_mem_id. ls_bus_params-key = 'PERNR_MEM_ID'. CALL FUNCTION 'HR_ASR_WDA_CLEAR_EMPLOYEE'. ENDIF. 3.Chapter 8 Integrating EFM in SAP ESS/MSS/HRA 5. Namespace Enter OTEI. Execute the SPRO transaction and click the SAP Reference IMG button. 2. Enter a description for the link and enter the following values: Application Category Select Webdynpro ABAP entry. In the Overview of Launchpads window. Application Parameter Enter the following value: PROJECT= $EIM&VIEWID=100&TOGGLE_NODETYPE=T_HRSTAMM&SELFIELD1=PERNR&TOGG LE_NODETYPE_INDEX=3&TOGGLE_NODETYPE1=N_1_1_A 112 OpenText Employee File Management EIM040001-AGD-EN-1 . Select the last entry of the Employee Navigation Menu and click the New Application button. Navigate to the Personnel Management > Manager Self-Service (Web Dynpro ABAP) > Team View > Configure Menus for Team View activity and click the icon. 5. Check also that your BAdI implementation is activated in the IMG customizing Personnel Management > Manager Self-Service (Web Dynpro ABAP) > Team View > BAdI: Modify Parameters for Launchpad Applications. for example the standard system alias SAP_ECC_HumanResources. Activate your BAdI implementation. icon. Click the Show Advanced Parameters button and enter the following values: Application Alias Enter /OTEI/MSS. System Alias Enter an active system alias in your environment. Application Enter HRADMIN_DC_INT. select the entry for the MSS role and the EMPLOYEE_MENU instance and click the 4. To configure the employee menu: 1. 8. for example / OTEI/HRADMIN_DC_INT_DEFAULT. MSS integration Configuration Specify the configuration you want to use. 6. the link you defined is available in the navigation menu for each employee and will call the EFM application for the selected employee. When you start the SAP NetWeaver Business Client now as a manager. Click the button.3. EIM040001-AGD-EN-1 Administration Guide 113 . 3.3 ESS WDA without Portal – Launchpad customizing EFM integration without the SAP NetWeaver Portal uses the same Launchpad customizing as the MSS WDA portal business package (see “MSS WDA portal business package – Launchpad customizing” on page 109). 8. 114 OpenText Employee File Management EIM040001-AGD-EN-1 .Chapter 8 Integrating EFM in SAP ESS/MSS/HRA Note: This scenario only works with the authorization role / OTEI/XSS_NO_RESTRICTION. 8. Full Text Search Opens the EFM full text search that can be used to search for specific documents across multiple personnel files.4 HRA integration In this scenario. the HR administrator can access the personnel file for all employees he has to administrate. The search area can be restricted by specifying HR master data attributes or document attributes. Search Personnel Files Opens the general EFM view that shows first the employee search mask which allows restricting the number of personnel files to be opened. The following services can be added to the navigation menu: Process Personnel File Opens the personnel file for the employee that is currently selected in the HRA context. EIM040001-AGD-EN-1 Administration Guide 115 .4. HRA integration 8. you must add the OpenText Employee Information workset to the HR Administrator role.opentext. You can modify this setting (for example to view 110/folder structure) in the iView properties in the Application Parameters field.Chapter 8 Integrating EFM in SAP ESS/MSS/HRA 8. 2. Adding workset to the HR Administrator role After importing the com. Open the HR Administrator role in the SAP portal editor. there are three services for processing either one employee file (for selected employee) or multiple employee files (according to specified selection criteria) or for performing a full-text search (this requires Extended ECM for SAP Solutions and Records Management on Content Server). Select the Overview folder in the hierarchy of the HR Administrator role to which the workset should be added. The HR Administrator role for the business package 1. Navigate in the portal content structure to Portal Content > Content Provided by Other Vendors > Content For Specialists > OpenText > HR Administrator > Worksets. Right-click the OpenText Employee Information workset and select the Add Workset to Role > Delta Link command.0 EHP4 > Roles. The service name can be specified in the corresponding portal page.4. In the corresponding EFM workset for HR Administrator (Content for Specialists). 116 OpenText Employee File Management EIM040001-AGD-EN-1 .epa file (see section 5 “Importing EPA archive for ESS/MSS and HR administrator” in OpenText Employee File Management . After adding the OpenText Employee Information workset to the HR Administrator role. a new section labelled OpenText Employee Information is added to the Detailed Navigation pane of the SAP HR Administrator portal component. 3.efm_4_0_xss_hradmin.41 is located under the portal content structure Portal Content > Content Provided by SAP > specialist > HR Administrator > ERP 6. To add the workset to the HR Administrator role: 1.1 HRA WDJ portal business package – portal content customizing EFM is integrated in HRA Portal business packages using Web Dynpro Java (WDJ) using an EPA file containing portal content.Installation Guide (EIM-IGD)). This EPA file uses view 100 (infotype structure) as default. at that point. This role contains the menu entries for the EFMspecific web application. the system asks whether you want to Reimport or Merge.8. Now you can drag&drop the HRA service to the location in the HR Administrator menu structure where you want EFM to appear.2 HRA WDA without Portal – ECC role menu customizing EFM provides the /OTEI/HRADMIN_NWBC role through the BC set / OTEXEIM/EFM_NWBC_ROLES_040. for example a customer-specific copy of the SAP example role SAP_ASR_HRADMIN_HCM_CI_3 provided on SAP ECC 6. The next step is to import the menu from the single role into the menu of the composite role. When executing the import.4. This single role can be added to the composite role used for the SAP HRA scenario. The new menu options are visualized in a separate folder in the role menu. EIM040001-AGD-EN-1 Administration Guide 117 .4.0 EhP6. select Merge. HRA integration 8. . Check the SAP documentation for more information about UWL configuration. Tip: You can copy the configuration file and modify it according to your needs. An example customizing with all necessary configurations is provided in the XML file UWL_Configuration_OpenText_Employee_File_Management_0400.xml. To upload the file: 1. 2.Chapter 9 UWL customizing for workflows To process EFM-related workflows from SAP’s Universal Worklist (UWL). 3. it is necessary to upload a specific customizing for the workflow tasks TS00275234 and TS00275235. Select the active System Alias with the WebFlow Connector connector type. EIM040001-AGD-EN-1 OpenText Employee File Management 119 . Log in to the SAP NetWeaver Portal and navigate to System Administration > System Configuration > Universal Worklist & Workflow. Click the Click to Manage Item Types and View Definitions hyperlink. 5. Enter a name for the configuration in the Configuration Name field and click the Browse button to specify the XML file UWL_Configuration_OpenText_Employee_File_Management_0400. choose the selected system alias. Navigate again to System Administration > System Configuration > Universal Worklist & Workflow. You now find the uploaded customizing in the Current Configurations tab with the name you entered.Chapter 9 UWL customizing for workflows 4. 120 OpenText Employee File Management EIM040001-AGD-EN-1 . 9. 6.xml. In the Adapt to System field. 7. Re-register the system alias of the WebFlow Connector and clear the cache of the respective system alias using the function available through the Cache Administration Page hyperlink. Click the Upload button. Now the EFM workflow tasks can be processed directly from the UWL. 8. Click the Upload New Configuration tab. • Configuration of the URL ID. Define the connection between the logical system and the RFC connection in the CRMC_ABOXLSYSRFC view (SM30 transaction). To configure the URL ID: 1. 10. 4. 2.01 and higher versions.Chapter 10 Integrating EFM in the Employee Interaction Center (EIC) With the Employee Interaction Center (EIC) integration it is possible for an EIC agent to open EFM directly from the EIC either as a dialog or as integrated view of EIC. • Configuration of the URL parameter. Open the URL ID /OTEI/EIC in detail view and enter the logical system in the / OTEI/EIC field. EIM040001-AGD-EN-1 OpenText Employee File Management 121 . 3. Create an RFC connection (connection type Connection to ABAP system) to the logical system in the SM59 transaction. Add the logical system in the CRMV_IC_BORADM view (SM30 transaction). a implementation of the transaction launcher is used. Activate the BC set /OTEXEIC/EFM_TA_LAUNCH_040 in the SCPR20 transaction. 3. Execute the SPRO transaction and navigate to the IMG activity Customer Relationship Management > Interaction Center WebClient > Basic Functions > Transaction Launcher > Define URLs and Parameters. This RFC connection requires a service user. To define the logical system: 1. Note: When using SAP CRM 7. the BC set / OTEXEIC/EFM_TA_LAUNCH_040 must be activated in Expert mode. 2.1 Customizing integration The integration comprises the following steps: • Definition of the logical system for the SAP system where EFM is running. In order to invoke EFM. Maintain an entry for the logical system in the SALE transaction with the IMG activity IDoc Interface / Application Link Enabling (ALE) > Basic Settings > Logical Systems > Define Logical System. • Definition of the navigation bar profile. 122 OpenText Employee File Management EIM040001-AGD-EN-1 . Save the URL ID. These work centers can now be assigned to navigation bar profiles. Activate the BC set /OTEXEIC/EFM_URL_PARAMETER_040 in the SCPR20 transaction. With the activation of this BC set. URL parameter Default value Description Web Dynpro configuration ID /IXOS/DC_WD_DCVIEW_FULL(/ OTEI/EIC_POPUP) /IXOS/ DC_WD_DCVIEW_EMBEDDED(/ OTEI/EIC_INPLACE) Configuration of the /IXOS/DC_WD Web Dynpro application DocuLink project $EIM DocuLink project Toggle nodetype T_HRSTAMM 1st node which has to be expanded Toggle nodetype N_1_1_A 2nd node which has to be expanded URL ID /OTEI/EIC Transaction Launcher URL ID Project version View ID DocuLink project version (optional). if not maintained. To define the navigation bar profile: • Activate the BC set /OTEXEIC/EFM_NAV_BAR_040 in the SCPR20 transaction. the active version of the project will be used.Chapter 10 Integrating EFM in the Employee Interaction Center (EIC) 4. To configure the URL parameters: 1. the logical link IDs /OTEI/EIMI and / OTEI/EIMP and work center IDs /OTEI/EIMI and /OTEI/EIMP are created in the IMG activity Customer Relationship Management > Interaction Center WebClient > Basic Functions > Define Navigation Bar Profile. 2. The BC set /OTEXEIC/EFM_URL_PARAMETER_040 creates the default entries in the IMG structure Customer Relationship Management > OpenText Employee File Management Integration > URL Parameters. 100 DocuLink project view ID This customizing is related to the Launch transaction IDs /OTEI/EIC_INPLACE and / OTEI/EIC_POPUP created with the BC set /OTEXEIC/EFM_TA_LAUNCH_040. Note: The BC set /OTEXEIC/EFM_TA_LAUNCH_040 also creates the transaction launch IDs /OTEI/EIC_INPLACE and /OTEI/EIC_POPUP in the IMG structure Customer Relationship Management > Interaction Center WebClient > Basic Functions > Transaction Launcher > Copy/Delete Launch Transactions. The following parameters can be customized. PC_TOGGLE_N /OTEI/ EIC_E_PARAM_VAL UE Changing Node 1 to be expanded. For this BAdI. PC_VERSION /OTEI/ EIC_E_PARAM_VAL UE Changing Project version. PIT_ENTITIES CRMTT_UI_DATA_C ONTEXT Importing Related entities (for example current employee).2. PC_CONFIGID /OTEI/ EIC_E_PARAM_VAL UE Changing Configuration ID. PC_VIEW /OTEI/ EIC_E_PARAM_VAL UE Changing View. PC_TOGGLE_N1 /OTEI/ EIC_E_PARAM_VAL UE Changing Node 2 to be expanded. Configuration of Web Dynpro themes 10.10. Parameter Data type Parameter type Description PI_TA_ID CRMT_IC_LTX_ID Importing Transaction Launch ID. Changing URL parameters at runtime Note: The BC set /OTEXEIC/EFM_THEMES_040 sets a default usage of the standard SAP Web Dynpro themes. The parameter can be changed in the CHANGE_PARAMETER method which has the following parameters. PC_PROJECT /OTEI/ EIC_E_PARAM_VAL UE Changing DocuLink project. This configuration can be modified in the IMG structure Customer Relationship Management > OpenText Employee File Management Integration > Webdynpro themes. Changing If not equal ABAP_TRUE. the /OTEI/EIC_IF_URL_PARAMETER interface has to be used. the result will not be displayed. PC_DATA_FLOW_CO ABAP_BOOL MPLETED EIM040001-AGD-EN-1 Administration Guide 123 .2 Changing URL parameters at runtime The URL parameters can also be changed at runtime with an implementation of the BAdI /OTEI/EIC_URL_PARAMETER. Chapter 10 Integrating EFM in the Employee Interaction Center (EIC) 10.3 Roles The /OTEI/EFM_EIC_INTEG_BASIC role can be activated with the BC set / OTEXEIC/EFM_ROLES_040. This example role provides the authorizations which are additionally required to use the EFM integration in the EIC. OpenText Employee File Management EIM040001-AGD-EN-1 . 124 Role Description /OTEI/EFM_EIC_INTEG_BASIC Authorization for work center IDs / OTEI/EIMI and /OTEI/EIMP. it may be essential to upgrade the hardware depending on the number of concurrent users or the documents typically used. Therefore. JPG). In order to ensure adequate response times for rendering. • Web Viewer – hardware configuration Due to the performance requirements. • Typical document type (PDF. EIM040001-AGD-EN-1 OpenText Employee File Management 125 . the Web Viewer configuration file viewer. These parameters influence the overall performance of the Web Viewer. Tip: You can also customize settings for the thumbnail view which limit the number of displayed documents per thumbnail view page. for details see “Defining thumbnail settings” on page 136. see “Defining local cache settings” on page 126 and “Defining thumbnail cache settings” on page 128. consider optimizing the archive performance first. 11.1 Checking prerequisites The EFM Web UI thumbnail view uses the Web Viewer component for image rendering. including a dedicated tree view and browsing of document thumbnails. Therefore. client hardware upgrades such as more memory or faster processors may become necessary.Chapter 11 Customizing the EFM Web UI Employee File Management features the EFM Web UI which allows to display documents in a web-based environment. check the following prerequisites: • Load estimation The load estimation for the Web Viewer must consider the following parameters: • Number of concurrent users.cfg must be modified with a number of options related to cache settings. For more details. • Typical size of documents (dpi and number of pages). • Number of documents per DocuLink folder. TIFF. • Archive performance Total performance of the thumbnail view relies essentially on the performance of the archive used. The EFM Web UI is based on the SAP Web Dynpro technology. • Web Viewer – software configuration In order to use the Web Viewer for the thumbnail view. 2 Configuring Web Viewer The Web Viewer uses different caching mechanisms to increase performance. 126 OpenText Employee File Management EIM040001-AGD-EN-1 . When activated by the LeaDocProvider. To activate Web Viewer: 1. It is recommended to disable public access to the local cache folder. the local cache provides access to previously retrieved archived documents directly from the local file system. For details. see “Enabling logging” on page 38. take care that administration of the Web Viewer is only performed by authorized personnel.cfg file. The respective settings are defined in the LOCAL CACHE section of the viewer.2 Click the icon. Click the button to create a new entry with the following values: EXIT ID OA_OBJECTDISPLAY_01 ACTIVE X EXIT FUB /OTEI/OA_X_OA_OBJECTDISPLAY_01 3.cfg file. Defining local cache settings The Web Viewer local cache stores archived content in the file system. The LeaDocProvider.cache. Note: This entry is also used for logging. 11.cache. Caution As both the local and the thumbnail cache store archived content in the local file system. 2.size parameter defines the size of the local cache. This setting is required to trigger the parameters set in / IXOS/OA_CUST_A customizing table.dir parameter. 11.Chapter 11 Customizing the EFM Web UI 11. The settings for these mechanisms are defined in the viewer.1 Activating function You must configure the /OTEI/OA_X_OA_OBJECTDISPLAY_01 function module which activates the Web Viewer. Using the local cache improves the overall performance of the thumbnail view.2.2. Execute the SE16 transaction and open the TOAEX table. i. Example 11-1: Local cache settings # Description: # Location of the cache.e.file. Use an absolute path to specify where to # store the temporary files. # Default: 10 * 1024 bytes EIM040001-AGD-EN-1 Administration Guide 127 . C:\\WebViewer\\cache LeaDocProvider. Files smaller than # this limit threshold will be preferably removed from cache.2.dir=C:\\WebViewer\\cache # Description: # Parameter if the cache directory should be initially cleaned # during startup.cache. # Default is true LeaDocProvider.cache.min_hold_ms=10000 # Description: # The cache's small file limit (in bytes).cache. OpenText recommends defining a common parent folder for both local and thumbnail caches. Configuring Web Viewer Tip: For easier maintenance. # Default is 10 seconds LeaDocProvider.clean=false # Description: # Size in bytes for the cache.11.size=100485760 # Description: # Cache's min file hold time (in ms).cache. For windows systems you have to mask # the backslash. # Default is 100*1024*1024 bytes LeaDocProvider. cache.dir parameter. Example 11-2: Thumbnail cache settings # Description: # Location of the thumbnail cache. the respective settings are defined in the THUMBNAIL CACHE section of the viewer.dir=C:\\WebViewer\\thumbnailcache # Description: # Size in mbytes used for caching # Default is 2048 ThumbnailView.cache. Tip: For easier maintenance. OpenText recommends defining a common parent folder for both local and thumbnail caches. # i.Chapter 11 Customizing the EFM Web UI LeaDocProvider.cfg file. When activated by the ThumbnailView.cache. you can specify the size of the local cache and the number of thumbnails.2. # For windows systems you have to mask the backslash. These values may be checked regularly using the ThumbnailView. C:\\WebViewer\\thumbnailcache ThumbnailView.size=2048 # Description: # Number of files used for caching # Default is 8192 ThumbnailView. Use an absolute path # to specify where to store the image files.cache.period parameter.file.3 Defining thumbnail cache settings The Web Viewer thumbnail cache stores the displayed thumbnails in the file system.small_limit=10240 11.e.cache.files=8192 # Description: 128 OpenText Employee File Management EIM040001-AGD-EN-1 . Using the thumbnail cache improves the overall performance of the thumbnail view.cache. 11. respectively. The configurations can be controlled using the Web Dynpro configuration parameter SAP-WD-CONFIGID. Using default configurations # interval for cache cleaning in seconds # Default is 1800 seconds (30 minutes) ThumbnailView.3 Using default configurations You can use default configurations for the Web Dynpro applications /ixos/dc and / ixos/dcview. • For Web Dynpro application /ixos/dcview: • IXOS/DC_WD_DCVIEW_DEFAULT Deactivates the tree and thumbnail view. • /IXOS/DC_WD_DCVIEW_EMBEDDED Activates and shows the tree and thumbnail view. EIM040001-AGD-EN-1 Administration Guide 129 . hides the header and footer. • /IXOS/DC_WD_DC_FULL Activates the tree and thumbnail view.3. The following default configurations are available: • For Web Dynpro application /ixos/dc: • /IXOS/DC_WD_DC_DEFAULT Deactivates the tree and thumbnail view.period=1800 # Description: # Enforces use of thumbnail cache # Default false ThumbnailView. If this parameter is not set. the Web Dynpro applications /ixos/dc and /ixos/dcview will use the default configurations / IXOS/DC_WD_DC_DEFAULT and IXOS/DC_WD_DCVIEW_DEFAULT.cache.force=false 11. These configurations define default settings for all DocuLink projects and DocuLink views. • /IXOS/DC_WD_DCVIEW_FULL Activates the tree and thumbnail view.cache. An SAP Service Alias for EFM points to the /IXOS/DCVIEW Web Dynpro service and allows using the guest user access directly using an URL without a login to the SAP system. OpenText Employee File Management EIM040001-AGD-EN-1 . which have been mapped to appropriate guest user accounts. a technical SAP user has to be assigned to the Service Alias. Select the SERVICE entry in the Hierarchy Type field and click the 2. Example: For a service dcview_manager which uses the technical SAP user manager. the guest user login can then be accessed using the URL <protocol>://<server>:<port>/sap/bc/dcview_manager?sap-client=800& project=$EIM&VIEWID=100&sap-language=EN To create an SAP Service Alias: 1. The guest user access grants access to EFM by indicating that a guest user account and a corresponding PIN should be used. For an anonymous login. For using the web-based guest user access.4 Customizing guest user access The EFM Web UI also provides a guest user access. Select your virtual host and select the menu entry Service/Host > Create Service to create a service. 130 button. OpenText recommends configuring the so-called SAP Service Aliases. Tip: OpenText recommends using the already created technical SAP users. Execute the SICF transaction.Chapter 11 Customizing the EFM Web UI 11. Create a Service Alias with a name consisting of the guest user account used or the technical SAP user respectively. Select the Alias Trgt tab to define the assignment with the /IXOS/DCVIEW service. Select the Reference to Existing Service option and click the 4. EIM040001-AGD-EN-1 Administration Guide 131 .11. for example the name dcview_manager. icon.4. Customizing guest user access 3. 132 Select the Logon Data tab to assign the service to the specific SAP user who is used for the EFM guest user account.Chapter 11 Customizing the EFM Web UI 5. OpenText Employee File Management EIM040001-AGD-EN-1 . 5 Using URL syntax You can use the following URL syntax for EFM Web UI to place a link in an intranet or a portal: • Display a list of all EFM Web UI-enabled DocuLink project views: <protocol>://<server>:<port>/sap/bc/webdynpro/ixos/dc?saplanguage=EN Example for URL: http://vmmucr3qm8.net:8000/sap/bc/webdynpro/ixos/dcview? sap-language=EN&project=$EIM&version=03&viewid=100 EIM040001-AGD-EN-1 Administration Guide 133 .opentext.net:8000/sap/bc/webdynpro/ixos/dc?saplanguage=EN • Access a specific Web UI enabled view: <protocol>://<server>:<port>/sap/bc/webdynpro/ixos/dcview?saplanguage=EN&project=<DocuLink project>&version=<DocuLink project version>&viewid=<DocuLink project view> Example for URL of the standard EFM infotype structure view: http://vmmucr3qm8.11.opentext.5. Click the button and activate the service. 11. Using URL syntax 6. The configuration customizing comprises the following: 134 • Creating a new configuration. 11. Instead. Manages the customizing settings available to the users. Provides an additional configuration which is only valid for the current view. OpenText Employee File Management EIM040001-AGD-EN-1 . • Deleting or resetting a configuration. use an SAP Service Alias that points to the /IXOS/DCVIEW service.11 SP2. the old rendering engine UR Classic is not supported anymore.Chapter 11 Customizing the EFM Web UI In a guest user scenario it is not recommended to use these URLs directly. This customizing requires the SAP authorization object S_WDR_P13N. • Applying current configuration to all users. Note: Starting from SAP CRM 7. Only additional configurations may be deleted. the default configuration can only be reset to the original values. For details see “Customizing guest user access” on page 130.01 SP4 or SAP CRM 7. the EFM Web Dynpro interface has a special Settings link entry. • Loading an existing configuration. Use the SAP rendering engine Light Speed which is the default.6 Customizing Web Dynpro application You can tailor any of the Web Dynpro default configurations mentioned in “Using default configurations” on page 129 in more detail either for a specific DocuLink project or a specific DocuLink view. When you log in as an administrator using the Web Dynpro administration mode (add the parameter sap-config-mode=X to the Web Dynpro URL). requires that Enable Tree has been selected. Select either the thumbnail view or the standard list view as the initial default in the Default view drop-down list. Click the General Settings tab. Show Tree Displays tree view as a default. All customizings may be bundled for a transport by clicking the Save button. Customizing Web Dynpro application You must use the tabs of the Settings dialog to access the different customizing settings. 2.6. Select one or more of the following parameters: Enable Thumbnail View Enables users to switch between list and thumbnail view under the View menu.11. EIM040001-AGD-EN-1 Administration Guide 135 . 11. You must specify a corresponding customizing transport.1 Managing configurations To define the default view: 1.6. To create a new configuration: 1. Click the Create button. Enable Tree Enables users to activate the tree view under the View link. 3. These values apply to the number of documents. To define the thumbnail settings: 136 1. Click the Load button. The default maximum values are 10 documents or 30 document pages.2 1. To apply a configuration: 11. 2. Defining thumbnail settings The thumbnail view may be adapted to the performance available from the Web Viewer server. Modify a default configuration as required. To load a configuration: 1. Specify the following parameters: OpenText Employee File Management EIM040001-AGD-EN-1 . only the default configurations are valid for all views of a DocuLink project. Specify a name for your configuration and enter the required parameters.Chapter 11 Customizing the EFM Web UI 2. If you modify configurations as an administrator. 2. If one of these maximum values is exceeded. You may define a set of maximum values for the number of thumbnails displayed as a block on a page. 2. the number of pages. Configurations are only valid for the currently displayed DocuLink view. Select one of the configurations and click the Load button again. the user must click a Next button to display the next block of thumbnails. Each user who is already logged in has a personalized configuration. Click the Apply to all button. Click the Thumbnail View Settings tab. you must apply the modified configuration to all users who already have personalized layout settings. and the number of folders.6. 7. Customizing the Upload and Assign Documents application Number of documents Specifies the maximum number of documents visible as a block in the thumbnail view. Errors during the upload are displayed within the file upload application and are also logged into the SAP SLG1 logging with the sub-object /OTEI/FU_WD. The Silverlight Web browser plug-in will be installed automatically if it is not already installed on the local computer of a user. and Large thumbnail size. Number of pages per document Specifies the maximum number of displayed pages per document. Medium. EIM040001-AGD-EN-1 Administration Guide 137 .11. The documents are transferred to a user-specific upload buffer and can then be assigned to one or multiple employee files. Default layout Specifies whether thumbnails are arranged vertically or horizontally. Page size category Specifies the initial size of the page thumbnails.7 Customizing the Upload and Assign Documents application The EFM Web UI offers a Drag&Drop-style file upload component called the Upload and Assign Documents application. By dragging documents from the file system it is possible to upload documents automatically. Number of folders Specifies the maximum number of DocuLink folders visible as a block in the thumbnail view. Note: The Upload and Assign Documents application uses a component based on Microsoft Silverlight 4. switches between Small. Medium. The following prerequisites must be fulfilled: • The respective users require the corresponding authorization J_6NE_FU. Number of pages Specifies the maximum number of pages visible as a block in the thumbnail view. and Large thumbnail size. Thumbnail size category Specifies the initial size of the thumbnails. switches between Small. • The authorization field ACTVT has to be set to UL(Upload). 11. • From within Employee File Management. To maintain a Related Link within EFM: 1.7. The following URL syntax can be used to launch the application directly: <protocol>//<server>:<port>/sap/bc/webdynpro/otei/ fu_wd_multi_fileupload? content_repository=<content_repository>&project=<project>&viewid=<vie wid>&sap-wd-lightspeed= Tip: Usually an appropriate URL is offered in the Favorites menu of the browser or on an intranet page. which can be project. This parameter is written into the EFM activity log and is also used for determining EFM basic settings. 138 icon. viewid (optional) Sets the view of an EFM DocuLink project.0 EhP6 or higher.and view-specific. Navigate to the OpenText Archiving and Document Access for SAP Solutions > DocuLink for SAP Solutions > DocuLink: Administration > Visualization > Hyperlink maintenance for DocuLink in Web activity and click the 2.and view-specific. When a document is assigned to an employee file. all uploaded documents are stored in this content repository at first. the respective document is deleted from the temporary repository and created in the content repository of the specified document type. you must perform a hyperlink customizing for the hyperlink mapping ID LINK_EFM. EFM supports Light Speed only on SAP ECC 6. If you are starting from Employee File Management.1 Maintaining hyperlinks The Upload and Assign Documents application can be started as follows: • Directly by entering the specific file upload URL into the browser. which can be project. Create a new hyperlink for the mapping ID LINK_EFM and specify the following parameters: OpenText Employee File Management EIM040001-AGD-EN-1 . The following URL parameters are available: content_repository Sets a content repository for storing documents temporarily. sap-wd-lightspeed Specifies that the SAP rendering technique Light Speed is not supported.Chapter 11 Customizing the EFM Web UI 11. Disable this setting by not entering a value. project (optional) Specifies an EFM DocuLink project. This parameter is written into the EFM activity log and is also used for determining EFM basic settings. 7. Modify the hyperlink in the URL Parameter field using the following URL syntax: content_repository=<content_repository>&project=<project>&viewid= <viewid>&sap-wd-lightspeed= EIM040001-AGD-EN-1 Administration Guide 139 . for example Upload and Assign Documents. 3.11. Customizing the Upload and Assign Documents application Description Name of the link that starts the Upload and Assign Documents application. Path Path to the ICF service. Protocol Protocol of an ICM service that is used for Web Dynpro applications. Hostname Host name of the SAP system. must be set to / sap/bc/webdynpro/otei/fu_wd_multi_fileupload. Port Port of an ICM HTTP(S) service that is used. The value can be either HTTP or HTTPS. 140 OpenText Employee File Management EIM040001-AGD-EN-1 . With an assignment of a document to an employee file. However. l_port_integration = cl_wdr_portal_integration=>get_instance( ). This parameter is written into the EFM activity log and is also used for determining EFM basic settings. which can be project. sap-wd-lightspeed Specifies that the SAP rendering technique Light Speed is not supported. ENDFUNCTION. After a successful hyperlink configuration. the Upload and Assign Documents application can be started from the EFM web application. DATA: l_port_integration TYPE REF TO cl_wdr_portal_integration. l_version TYPE string. within an ESS/MSS portal it might be necessary to disable the hyperlink. All uploaded documents are stored in this content repository at first. ENDIF.Chapter 11 Customizing the EFM Web UI The following URL parameters are available: content_repository Sets a content repository for storing documents temporarily. IF l_version IS NOT INITIAL. which can be project. l_version = l_port_integration ->if_wd_portal_integration~m_portal_version. the respective document is deleted from the temporary repository and created in the content repository of the specified document type. Disable this setting by not entering a value. ENDIF. IF l_port_integration IS NOT INITIAL. viewid (optional) Sets the view of an EFM DocuLink project. This parameter is written into the EFM activity log and is also used for determining EFM basic settings.and view-specific.and view-specific. CLEAR pc_nthl. This can be achieved by setting an implementation for the / IXOS/DC_U_CHANGE_HYPERLINK user exit as follows: FUNCTION z_otei_u_change_hyperlink. EFM supports Light Speed only on SAP ECC 6.0 EhP6 or higher. The name of the /IXOS/DC_U_CHANGE_HYPERLINK user exit can be set in the in the User exit field of the maintenance view for hyperlinks. project (optional) Specifies an EFM DocuLink project. 11.7. Customizing the Upload and Assign Documents application 11.7.2 Customizing using Web Dynpro configurations You can further customize the Upload and Assign Documents application in more detail by creating new Web Dynpro configurations. The respective application and component configuration data is created and maintained using the SAP configurator (configuration editor). The IMG activity OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > Configure File Upload Application opens this configuration editor. You must then overwrite the default configuration by setting the SAP-WD-CONFIGID URL parameter with the name of a new configuration: <protocol>://<server>:<port>/sap/bc/webdynpro/otei/ fu_wd_multi_fileupload?content_repository=<content_repository>&sapwd-configId=<configuration> Note: Single sign-on (SSO) is not supported. An administrator has to log into the configuration editor again by entering a user name and password. The default configuration is set to /OTEI/FU_WD_DEFAULT, which comprises the following parameters: MAX_FILE_SIZE Maximum file size for an uploaded document in kB. Default size is set to 10000 (10 MB). NO_FILES Maximum number of uploaded files per Drag&Drop action. Default is set to 30 files. NO_DOCUMENTS Number of documents displayed per thumbnail pane. Default is set to 30 documents. NO_PAGES_PER_DOCUMENT Maximum number of pages displayed per document. Default is set to 5 pages. NO_PAGES Number of document pages displayed per thumbnail pane. Default is set to 100 pages. TN_SIZE_CATEGORY Initial thumbnail size (1-3). Default is set to large (3). PAGE_SIZE_CATEGORY Initial page size in preview (1-3). Default is set to medium (2). EIM040001-AGD-EN-1 Administration Guide 141 Chapter 11 Customizing the EFM Web UI 11.8 Customizing Document Upload and Inbox application You can customize the Document Upload and Inbox applications in more detail by creating new Web Dynpro configurations. In addition, you can maintain the hyperlinks provided by the Document Upload and Inbox applications. Note: The ESS and MSS File Upload applications offer a Drag&Drop-style file upload. When using it in the SAP NetWeaver Portal, the property ume.logon.httponlycookie must be set to false with the SAP NetWeaver Portal configuration tool. 11.8.1 Maintaining hyperlinks From the Document Upload and Inbox application, users can start via hyperlinks the EFM application and the PA30 transaction. These hyperlinks are created with the installation of the / OTEXEIM/EFM_UPLOAD_INBOX_HL_040 BC set. If you want to support these user actions you have to configure the hyperlinks after the initial BC set installation as follows. The hyperlinks for the PA30 transaction differ, depending whether the Document Upload and Inbox application is used inside or outside the SAP NetWeaver Portal. To maintain hyperlinks: 1. Navigate to the OpenText Archiving and Document Access for SAP Solutions > DocuLink for SAP Solutions > DocuLink: Administration > Visualization > Hyperlink maintenance for DocuLink in Web activity and click the 2. icon. Open the hyperlink mapping ID OTEI_EFM_INBOX_DISP_HR_MAST. Specify the URL parameter transaction=PA30&RP50G-PERNR=@PERNR@&sap-system-loginbasic_auth=X&~okcode=ONLI 3. Open the hyperlink mapping ID OTEI_EFM_INBOX_DISP_HR_MAST_PRT and specify the host name, protocol, and port of the SAP NetWeaver Portal server used. Specify the URL parameter NavigationTarget=ROLES://portal_content/other_vendors/specialist/ com.opentext.cfs/com.opentext.cfs.hradmin/ com.opentext.cfs.hradmin.pages/ com.opentext.cfs.hradmin.show_employee_data_search&DynamicParamet er=PERSNR%3D@PERNR@&NavMode=3&sap-system-login-basic_auth=X 4. 142 Open the hyperlink mapping ID OTEI_EFM_INBOX_OPEN_PER_FILE and specify the host name, protocol and port of the used HTTP(S) service of the SAP ECC system. OpenText Employee File Management EIM040001-AGD-EN-1 11.8. Customizing Document Upload and Inbox application Specify the URL parameter sap-wd-configId=%2fIXOS%2fDC_WD_DCVIEW_FULL&PROJECT= $EIM&VIEWID=110&TOGGLE_NODETYPE_INDEX=3&TOGGLE_NODETYPE=T_HRSTAMM &SELFIELD1=PERNR&VALUE_LOW1=@PERNR@&sap-system-login-basic_auth=X 11.8.2 Customizing Document Inbox using Web Dynpro configurations You can overwrite the default configuration by setting the SAP-WD-CONFIGID URL parameter with the name of a new configuration: <protocol>://<server>:<port>/sap/bc/webdynpro/otei/du_wd_inbox? project=<DocuLink EFM project>&viewid=<DocuLink EFM project view>&sap-wd-configId=<configuration> The default configuration is set to /OTEI/DU_WD_INBOX_DEFAULT, which comprises the following parameters: NO_DOCUMENTS Number of documents displayed per thumbnail pane. Default is set to 30 documents. NO_PAGES Maximum number of pages displayed per document. Default is set to 5 pages. TN_SIZE_CATEGORY Initial thumbnail size (1-3). Default is set to small (1). PAGE_SIZE_CATEGORY Initial page size in preview (1-3). Default is set to large (3). 11.8.3 Customizing Document Upload using Web Dynpro configurations The following URLs can be used to overwrite the default configurations for the ESS and MSS Document Upload application: • ESS Document Upload: <protocol>://<server>:<port>/sap/bc/webdynpro/otei/ du_wd_upload_ess?project=<DocuLink EFM project>&viewid=<DocuLink EFM project view>&sap-wdconfigId=<configuration>&content_repository=<content_repository> • MSS Document Upload: <protocol>://<server>:<port>/sap/bc/webdynpro/otei/ du_wd_upload_mss?project=<DocuLink EFM project>&viewid=<DocuLink EFM project view>&sap-wdconfigId=<configuration>&content_repository=<content_repository> EIM040001-AGD-EN-1 Administration Guide 143 Chapter 11 Customizing the EFM Web UI The default configurations /OTEI/DU_WD_UPLOAD_ESS_DEFAULT and / OTEI/DU_WD_UPLOAD_MSS_DEFAULT feature the following parameters: MAX_FILE_SIZE Maximum file upload size (in KB) for the Drag&Drop upload area. Default is set to 10240 KB. DRAG_AND_DROP Enables the Drag&Drop upload area for the upload application. 144 OpenText Employee File Management EIM040001-AGD-EN-1 0 automation. see “Redirecting scanned documents to Document Inbox” on page 149.1.Chapter 12 Implementing scenarios 12. you can add the document to be stored by direct communication between Enterprise Scan and DocuLink using OLE 2. For more and general information about archiving via ArchiveLink using Enterprise Scan. For details.1.1. You also have the option to redirect the scanned documents to the Document Inbox before archiving. • Setting up optical archiving in HR in transaction SM30 > view V_T585O. see OpenText Archiving and Document Access for SAP Solutions . • Maintaining links for Content Repositories in transaction OAC3. 12. • Creating global document types in transaction OAC2. EIM040001-AGD-EN-1 OpenText Employee File Management 145 . see “Customizing OpenText Imaging Enterprise Scan” on page 151.1 Customizing in SAP In your SAP system. it must be scanned with OpenText Imaging Enterprise Scan. • Maintaining protocols in transaction OAA3.Scenario Guide (ER-CCS). 12.1 Prerequisites Enterprise Scan • Server settings • Profile For more information.1 ArchiveLink – Scanning Before you can store a document with archiving type ArchiveLink – Scanning. After scanning. you must have customized the following: • Creating Content Repository in transaction OAC0. To maintain protocol: Protocols determine the method of communication between the general SAP ArchiveLink interface and Content Server. IX_HTTP2. Run the OAA3 transaction. double-click the required protocol. Note the following: • You must maintain the Communication Type OPEN (OLE) for all required document types. 1. In the next screen. run transaction OAC0. 2. • Maintaining OLE applications in transaction SOLE. In ArchiveLink Protocols: Overview of Protocol. Depending on the version number. In the ArchiveLink: Communications Interface Administration. To maintain applications: You can use application maintenance to define the order of the calls from the SAP System to a partner application for processing a particular function. Open the detailed view of your repository in change mode and click Full Administration to display the Protocol box. To assign a storage connection protocol to your Content Server repository. for example FAX and open its detailed view. specific message types are defined for this protocol. 5. Enter the name of the protocol. double-click Archive from frontend. 146 1. 2. You define the communication type and the application for a document type depending on functions. OpenText Employee File Management EIM040001-AGD-EN-1 . Click Continue. Run the transaction OAA4 or click Application maintenance in ArchiveLink Protocols: Overview of Protocol. • Specify IXSCAN as Application. Double-click IXSCAN. Double-click Archive from frontend. 4. 3. Click Change. for example. select the required document type.Chapter 12 Implementing scenarios • Maintaining applications in transaction OAA4. select and double-click ArchiveLink – Scanning. To maintain OLE application: 12. 3.1. Run transaction SOLE. 2. you define the communication between SAP and the application. In this dialog. icon. ArchiveLink – Scanning 3.IXSCAN. 2. Double-click IXOS.2 1. The application calls the SendDocDP function that archives a document from Enterprise Scan into Content Server and fills DocID and ErrorID properties.1. Double-click the 4. In the CLSID box.12. 3. In the Select archiving type dialog.IXSCAN. Open OpenText Imaging Enterprise Scan and scan your document. Example 12-1: The application name is IXOS. EIM040001-AGD-EN-1 Administration Guide 147 .SC2SAP.SC2SAP to open the detailed view. Open your Employee File Management view in DocuLink and open the required employee file. enter the respective value from the registry key CLSID under HKEY_CLASSES_ROOT. Expand Add and navigate to the node to which you want to add a document. Using ArchiveLink – Scanning scenario 1. Click OK. enter document type and document attributes. OpenText Employee File Management EIM040001-AGD-EN-1 . The document is removed from Enterprise Scan and appears in the node selected in your employee file. In the following dialog window.Chapter 12 Implementing scenarios 148 5. 6. see EIM040001-AGD-EN-1 Administration Guide 149 . In IMG. 4. you can use the document conversion in the Inbox. In this way. the HR administrator can see its error status in the Document Inbox. Execute the SCPR20 transaction. For more information. select the SCANNING_INBOX entry and set Value = X. 3. Execute the Assign Values for Basic Settings activity. proceed as follows: 1. In the EFM: General settings screen. To enable the Inbox ticket creation for the scanned documents.12. SCAN_GER • Status • Personnel number — of selected employee • Document type • Date of origin – optional Depending on the Inbox settings. 2. In the Document Inbox. If a document runs into an error.1. The document will be visible in the employee file only after the ticket has been processed. Activate the BC set /OTEXEIM/EFM_BS_ASSIGN_VALUE_040. for example. a document obtains the following attributes: • Ticket number • Subject – name that can be defined in the customizing • Created by – SAP user starting the scanning in EFM view • Creation date • Creation time • Channel Description – for example. to convert the document to a searchable PDF format. navigate to OpenText Business Suite for SAP Solution > Employee File Management > Basic Settings. The Business Configuration Set screen appears.1.3 Redirecting scanned documents to Document Inbox You have the option to redirect the scanned documents to the Document Inbox instead of assigning them to the employee file right away. ArchiveLink – Scanning 12. the HR administrator must assign the document or the automatic assignment feature is used. • Setting up optical archiving in HR in transaction SM30 > view V_T585O. • Creating global document types in transaction OAC2. You must have customized the following: Administration Client • Archive modes • Scan host Enterprise Scan • Server and Document Pipeline settings • Profile SAP 150 • Creating Content Repository in transaction OAC0. OpenText Employee File Management EIM040001-AGD-EN-1 .2 ArchiveLink – Late archiving with bar code For more and general information about the archiving scenario using bar code.1 Prerequisites You must have installed the following: • OpenText Administration Client • OpenText Imaging Enterprise Scan • OpenText Document Pipeline Base • OpenText Document Pipeline for SAP Solutions • OpenText Document Pipeline Info (optional) Tip: After installing all components. see section 4.Scenario Guide (ER-CCS).2. 12. • Maintaining links for Content Repositories in transaction OAC3. • Setting up bar code entry in transaction OAC5.4 “Archiving with bar code technology” in OpenText Archiving and Document Access for SAP Solutions .Chapter 12 Implementing scenarios 12. restart the Archive Spawner in the windows services and check if all services are running.2. Example 12-2: Creating profile for ArchiveLink – Late archiving with bar code scenario An Enterprise Scan profile containing three subprofiles has been created to automate the input and archiving of documents using bar code recognition.2. The Archiving subprofile EFM Archiving uses the archive mode that has been customized in the Administration client.2. 1. The Processing subprofile EFM Barcode recognition contains the bar code recognition and the separation of the documents by bar code. For more information. 2. you can create profiles to automate the required scanning and archiving tasks for your EFM scenario. see section 9 “Working with Profiles” in OpenText Imaging Enterprise Scan . ArchiveLink – Late archiving with bar code 12.2 Customizing OpenText Imaging Enterprise Scan In OpenText Imaging Enterprise Scan.12. 3. EIM040001-AGD-EN-1 Administration Guide 151 .User and Administration Guide (CLES-UGD). The Input subprofile FileInput provides a file directory from which the scan client can collect the documents. The scan station customizing in the Administration Client provides the data. The connection is tested by clicking the Details button.Chapter 12 Implementing scenarios 4. 152 OpenText Employee File Management EIM040001-AGD-EN-1 . Expand Add and navigate to the node to which you want to add a document. to confirm your selection. icon. Open your Employee File Management view in DocuLink and open the required employee file. select the document type. To proceed. enter a unique bar code for your document. 4. ArchiveLink – Late archiving with bar code 12. In the Select archiving type dialog. In the next screen. Note that only document types that have been customized in transaction OAC5 are available for selection. select and double-click ArchiveLink – Late Archiving with Barcode. Click 5. Double-click the 3. • click to archive more than one document • click to archive only one document. EIM040001-AGD-EN-1 Administration Guide 153 . In the Select document type screen.2. 2. you can edit the document attributes. This bar code is also be used as bar code cover sheet when scanning the document. you have two options: 6. In the Enter Bar Code window.12.2.3 Using ArchiveLink – late archiving scenario 1. Set Date of origin. 9. In step Send message to R/3. ArchiveLink connects the scanned document to the employee and the infotype by using the same bar code. The pipeline consists of five steps. 7. The document starts running through the document pipeline. open the OpenText Document Pipeline Info Tool and enter the respective host name. You can view this internal entry in the Archive Link Monitor in transaction OAM1. put the bar code cover sheet at the top of your document and scan the document. An external entry is written in table BDS_BAR_EX. an internal entry is written in table BDS_BAR_IN. You can start and stop the respective steps by doubleclicking them. 154 OpenText Employee File Management Adjust bar EIM040001-AGD-EN-1 . run transaction OAM1. the document is archived and published in SAP. Click Archive. Open OpenText Imaging Enterprise Scan. 11. click the codes button in the Bar Codes area. To view the progress of your document in the pipeline. 10.Chapter 12 Implementing scenarios After confirming your entry. 8. To trigger the matching. To view this external entry in Archive Link Monitor. The Barcode created activity is logged. When you assign a bar code to an object in the employee file.1 Logging bar code archiving 1. the assignment info is stored in the internal bar code table.2. the assignment info is stored in the external bar code table and the document is stored in the archive. see “Enabling logging” on page 38.2. the Document created activity is logged. Important After installing SP1. Once the bar code is matched. you must enable the logging for this activity before starting the bar coding scenario. For details.12. ArchiveLink – Late archiving with bar code 12. 2. EIM040001-AGD-EN-1 Administration Guide 155 .3. When you scan a document containing this bar code. select the check box Save your entries. only the Barcode created activity is logged.BARCODE • Event ./OTEI/COMM_LOG_BARCODE_ASSIGN • Linkage Activated . In the ArchiveLink: Basic Settings window.ASSIGNED check box and save your settings. maintain the following linkage: 3.Function Module • Receiver Function Module . In the Event Type Linkages view.Chapter 12 Implementing scenarios To enable the logging of the Document created activity: 1.ASSIGNED • Receiver Call . Run the OAG1 transaction. Run the SWETYPV transaction.BOR Object Type • Object Type . select the Generate Event BARCODE. Note: If the bar code is deleted from the Open internal barcode entries table without performing bar code matching afterwards. 2. • Object Category . 156 OpenText Employee File Management EIM040001-AGD-EN-1 . Uploaded documents can be converted automatically by the OpenText Rendition Server to a new target format. rejected. the Document Inbox in SAP Web Dynpro only displays the tickets with the respective status error. In addition. In the Document Inbox. The Document Inbox is available as a SAP Web Dynpro application and a SAP GUI application. it displays all tickets with the respective status error. open. You can customize the following input channels for processing tickets in the Document Inbox: • ESS/MSS • Batch file upload • ArchiveLink file upload • ArchiveLink scanning EIM040001-AGD-EN-1 OpenText Employee File Management 157 . closed and assigned. The Document Inbox in the SAP GUI offers advanced functions such as ticket filtering and manual document conversion. Note: The Document Inbox requires that OpenText Imaging Web Viewer is configured and running.Chapter 13 Maintaining Document Upload and Inbox application With the Document Upload and Inbox application. In contrast. HR administrators can process the uploaded documents by assigning them to specific personnel files or rejecting them. both employees and managers can upload HR-related documents to the Document Inbox. open and rejected. You can convert the uploaded document to another format by implementing a conversion user exit. • Maintaining ticket subject. Add the applications that you want to be able to access. • Maintaining E-mails for E-mail notification. See “Maintaining Document Inbox channels and settings” on page 160.Required for running the Document Upload and Inbox application. RFC_NAME Set to /OTEI/DU_WD_REND. respectively. See “Maintaining default variants” on page 171. • Maintaining ticket number range.Chapter 13 Maintaining Document Upload and Inbox application For each input channel. See “Maintaining E-mails” on page 166. • S_RFC . organizational unit and personnel area of the employee the document is assigned to. These roles use the following authorization objects: • J_6NE_DU . you can determine which document types should be processed. 158 OpenText Employee File Management EIM040001-AGD-EN-1 . • Maintaining application title and subtitle. company. See “Maintaining document classes for conversion exits” on page 165. you can specify the file upload and scanning input channels by DocuLink project/view.Determines access to the Document Upload and Inbox application. Additionally. See “Maintaining ticket subject” on page 167. See “Maintaining application title and subtitle” on page 168. The customizing for the Document Upload and Inbox application comprises the following steps: • Setting authorizations. /OTEI/UPLOAD_MSS. see “Maintaining ticket number range” on page 159 • Maintaining Document Inbox channels and settings. • Maintaining document classes for conversion exits. • Maintaining document types for ESS/MSS document upload. RFC_TYPE Set to FUGR. • Maintaining default variants. See “Maintaining document types for ESS/MSS document upload” on page 169. and /OTEI/INBOX which allow you to use the ESS/MSS Upload and Inbox applications and the Document Inbox in the SAP GUI. see “Setting authorizations” on page 158. Customize the following settings: ACTVT Set to Execute.1 Setting authorizations EFM provides the roles /OTEI/UPLOAD_ESS. 13. /OTEI/INCB Created By User. Execute the SNRO transaction. /OTEI/INMB Ticket Changed By User. Enter the /OTEI/TINO object. EFM provides the following authorization object without pre-configured role to allow customer specific values: • J_6NE_INAP .2 Maintaining ticket number range To maintain number ranges: 1. For both transactions. the authorization object must be set accordingly. Customize the following settings: ACTVT Set to Display. Maintaining ticket number range • S_TCODE . 5. • S_USER_GRP .2. ERROR. REJECTED. /OTEI/INST Ticket Status. ASSIGNED. 13. Click the Intervals button. CLASS Set to full authorization. Technical name. as specified in SPRO customizing.13.Required to display tickets in the document inbox.The Document Inbox in the SAP GUI can be started with the / OTEI/INBOX_100 and /OTEI/INBOX_110 transactions. 2. EIM040001-AGD-EN-1 Administration Guide 159 . The authorization object contains the following fields: /OTEI/INCH Channel. System user name SY-UNAME. System user name SY-UNAME. Allowed values are OPEN. 4. Click the Number ranges button. 3.Required for using the Document Inbox application. Select the interval 01 and use internal numbering to maintain the number range. CLOSED. implementing and enabling a conversion user exit. Click the New Entries button. these input channels must be enabled in the basic settings. In the Inbox Channel Settings activity. for example. Scan. You can also determine if a date of origin should be set for the document. you assign document types to inbox channels and specify further settings. You can maintain input channels according to project and view. OpenText Employee File Management EIM040001-AGD-EN-1 . you maintain the input channel name and a channel description. company code. 2. additional customizing steps are available.Chapter 13 Maintaining Document Upload and Inbox application 13. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Document Inbox > Maintain Inbox Channels activity and click the icon. As a prerequisite. For routing documents to the document inbox through the ArchiveLink file upload and scanning scenario. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Document Inbox > Maintain Inbox Channel Settings activity and click the 160 icon. MSS. To maintain the Inbox Channel Settings: 1. Create a new input channel such as ESS. personnel area and organizational unit. To create and maintain Inbox channels: 1.3 Maintaining Document Inbox channels and settings In the Maintain Inbox Channels activity. 3. 4. Click the icon. Upload or BATCH and enter a description. the employee must belong to the specified company and personnel area. type Specify the SAP HR document type that you want to use. Automatic Click this box to specify automatic processing and assigning of the documents in the input channel. and organizational unit (Org. personnel area (PA).3.13.unit Specify HR metadata such as company code (CoCD). See also “Maintaining document classes for conversion exits” on page 165. Maintaining Document Inbox channels and settings 2. HR auth Click this box to specify additional HR checks during automatic assignments. you can specify the following parameters: Doc. Administration Guide 161 . Documents are assigned automatically to a personnel file. CoCD. Org. For every channel created before. Notes • EIM040001-AGD-EN-1 A default implementation /OTEI/DU_WD_REND_U_CONV is available to convert documents to PDF using the OpenText Rendition Server. PA. In addition.unit). Conversion User Exit Enter a conversion user-exit or press F4 to select one. if the organizational unit level of the employee is under the specified organizational unit. • You can also tailor the document conversion according to your specific requirements. 2. replace the default implementation /OTEI/DU_WD_REND_U_CONV with your own implementation. Execute the J6NA transaction and navigate to the Rendition Server maintenance> Rendition Server Overview entry. Note: In addition to the value of the check box. the current date will be inserted as date of origin for the document. • With setting Date = +. You must select the check box. OpenText Employee File Management EIM040001-AGD-EN-1 . If the check box is deselected. Set Date Select the check box if you want the system to set the date of origin for the document automatically. Execute the J8A7 transaction and click rendition server ID button. icon. Active Select the check box to enable the conversion user exit. Define your basic parameters and note Rendition Server ID value. In this case. the document type is enabled for automatic assignment. Important In table V_T585O. the following prior steps must be performed for the OpenText Rendition Server: 1. the further customizing will be evaluated and no date of origin will be set if the document type does not support entering date of origin. Server ID and RS profile fields. the declaration of the date of origin is not allowed and the Set Date of origin check box must not be selected. If selected. Maintain the corresponding Rend. the date of origin must be set manually in the document inbox. 162 Click the • With setting Date = -. it can be determined if the date of origin must be specified at all for a document type: 3.Chapter 13 Maintaining Document Upload and Inbox application In order to use this default implementation to convert documents. • CoCd – Company Code. You must also enable the inbox channels in the basic settings. You must maintain your file upload and scanning inbox channels in the respective activities.3. company code. In IMG. enter Value = X. navigate to OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic Settings. Allowed document types and conversion exits for the respective inbox channel must be specified in the Maintain Inbox Channel Settings activity. Maintaining Document Inbox channels and settings 13.unit – organizational unit. To enable the setting. Create a new INBOX_FILEUPLOAD entry for your EFM project and/or view. You can specify the following settings: • Project – enter your EFM project. 5. To maintain File upload inbox channel: 1. Click New Entries to include a new inbox channel for file upload or edit an existing one. • PA – Personnel area. Run the Assign Values for Basic Settings activity.13.3. • Channel – specify the inbox channel name. or edit an existing one. personnel area. • View – enter your DocuLink view. Click Save. Navigate to OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > File Upload and run the Define Inbox Channels for File Upload activity.1 Settings for File upload and Scanning inbox channels Additional settings are available for the file upload and scanning scenarios. EIM040001-AGD-EN-1 Administration Guide 163 . You have the option to further specify the inbox channel depending on DocuLink project/view. 3. 2. • Org. 4. and organizational unit. 3. 164 OpenText Employee File Management EIM040001-AGD-EN-1 . 5. Create a new INBOX_SCANNING entry for your EFM project and/or view.unit – organizational unit. To enable the setting. • CoCd – Company Code. navigate to OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic Settings. You can specify the following settings: • Project – enter your EFM project. Click Save. Click New Entries to include a new inbox channel for scanning or edit an existing one. enter Value = X. 4. • View – enter your DocuLink view. 2. • Org. or edit an existing one. In IMG. • PA – Personnel area.Chapter 13 Maintaining Document Upload and Inbox application To maintain Scanning inbox channel: 1. Run the Assign Values for Basic Settings activity. Important The SCANNING_INBOX setting is available after activating BC set / OTEXEIM/EFM_BS_ASSIGN_VALUE_040 in transaction SCPR20. Navigate to OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Scanning and run the Maintain Inbox Channels for Scanning activity. • Channel – specify the inbox channel name. • Target document class – PDF.13. Example 13-1: Settings in the customizing: • Conversion User Exit – /OTEI/DU_WD_REND_U_CONV • Original document class – DOCX. Create a new entry for a user exit or edit an existing one. For this purpose. • Original document class – enter the document class of the original document to be uploaded. These settings are used for determining allowed document types for file upload and scanning via the document inbox using conversion user exits that have been defined in the Inbox Channel Settings. Conversion user exit /OTEI/DU_WD_REND_U_CONV converts documents from document class DOCX to PDF. navigate to OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Document Inbox. • Target document class – enter the target document class of the document to be converted after assigning to the personnel file. Run the Maintain Document Classes for Conversion Exits activity. for example.4 Maintaining document classes for conversion exits You can define if documents should be rendered by OpenText Rendition Server in the background. you maintain and enable conversion user exits in the Inbox Channel Settings. You also must specify which document classes can be converted to which target document classes by a certain conversion exit. Specify the following settings: • Conversion User Exit – enter the name of your conversion exit. First. The file upload via Document Inbox option is enabled and the ticket creator uploads a document with document type DOCX. Maintaining document classes for conversion exits 13. 2. doc or docx. To maintain document classes for conversion exits: 1.4. it is checked if document types with document type DOCX EIM040001-AGD-EN-1 Administration Guide 165 . In IMG. and the E-mail subject and body. • In the Body field. it is checked if the inbox channel has customizing for document types with document class PDF and the conversion user exit enabled. Note: The functionality of notification emails is activated by maintaining this activity.5 Maintaining E-mails You can customize the notification emails that are sent after a ticket status has changed. • {DOCUMENT_UPLOAD_APP_URL} specifies the URL to the upload application that was used to create the ticket. these document types are also provided for selection. Specify the ticket status. Sending of notification emails can be disabled by deleting an email text for a ticket status. navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Document Inbox > Maintain Emails activity and click the 166 icon. In the IMG. Select the DocuLink project and view for the application. you can use the {TICKETNO} tag as a placeholder to set the ticket number. you can use tags as placeholders. OpenText Employee File Management EIM040001-AGD-EN-1 . The respective email addresses are maintained with the SU01 transaction. • In the Subject field. • {TICKETSUBJECT} sets the ticket subject. The following tags are available: • {TICKETNO} sets the ticket number. When the E-mail is generated. • {TICKETCOMMENT} sets the ticket comment. If this is the case. To maintain notification E-mails: 1. This tag also contains the content repository ID used for storing. 13. 2.Chapter 13 Maintaining Document Upload and Inbox application (without conversion) have been customized for the used inbox channel. 3. they are replaced with the specific ticket-related information. Mails are sent if the texts are maintained either in the default language of the recipient or in English. Specify an input channel. language. Additionally. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Document Inbox > Maintain Ticket Subject activity and click the icon. Example 13-3: Subject . you can additionally use the tags {PROCESSNO} for the number of the import process and {FILENO} for the number of the imported file. you determine the internal format for ticket subjects used by the ticket system. For ticket subjects created by File Import. With the following configuration. Maintaining ticket subject Example 13-2: 13. Select your DocuLink project and view for the EFM application. To maintain a ticket subject: 1.13. 2. you can combine text elements with the {TICKETNO} and {TICKETSUBJECT} tags. To specify the ticket subject format. Specify the input channel.6. 3.6 Maintaining ticket subject Users who open tickets must set an initial ticket subject such as “New Health Insurance Certificate”.Ticket {TICKETNO}: {TICKETSUBJECT} EIM040001-AGD-EN-1 Administration Guide 167 . Ticket 0000000354: File import process 0000005276 . OpenText Employee File Management EIM040001-AGD-EN-1 . Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Document Upload > Maintain Application Title and Subtitle activity and click the 2. this method is called before the creation of the inbox ticket. To maintain application title and subtitles: 1. this input can be modified by the BAdI implementation.file {FILENO} Result .Chapter 13 Maintaining Document Upload and Inbox application Result .Ticket {TICKETNO}: File import process {PROCESSNO} . 168 icon. With the implementation of the methods SET_TICKET_SUBJECT and SET_TICKET_INFOTEXT.file 002309 Note: The ticket attributes can also be changed with BAdI /OTEI/INB_IMPORT. Select the application. the DocuLink project and view and define or modify the title and subtitle in the respective fields. This BAdI offers the CHANGE_ATTRIBUTES method to change the attributes of the tickets before ticket creation.7 Maintaining application title and subtitle You can customize the titles and subtitles displayed in the ESS/MSS Document Upload and web based Inbox application. the infotext and subjects of the tickets can be changed. 13. The input for the method are the calculated parameters of the import specified (calculated from the file name accordingly to the customizing of the import profile).Ticket 0000000353: New Health Insurance Certificate Example 13-4: Subject . 2.8. Thus. personnel area and organizational unit the employee belongs to. view and channel are determined by the used application. the documents are available in both applications. 3.8 Maintaining document types for ESS/MSS document upload You must maintain document types to be used in the Employee Self-Service and Manager-Self-Service Document Upload and Inbox application. the MSS or ESS user can only see document types that match the customized filter criteria. you determine a specific set of document types to be available for the employee to which the uploaded document will be assigned. you can set specific document types for the ESS or MSS upload application. In this way. personnel area and company code are not set. You can specify the following parameters: Channel With the channel settings ESS or MSS. respectively. either ESS or MSS upload.13. Maintaining document types for ESS/MSS document upload 13. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Document Upload > Maintain Document Types activity and click the icon. To maintain document types: 1. If the channel is not set. Select the DocuLink project and view for the application. EIM040001-AGD-EN-1 Administration Guide 169 . the list of available document types can be filtered per company code. the respective document type is available for all users. You can define per DocuLink project. view and input channel which document types will be available. Project. Additionally. If organizational unit. PA. type Specify the SAP HR document type that you want to use. you can use the BAdI / OTEI/INAPI. Fm Cat. You can also specify only one or two of the criteria. A Category ID can be set when maintaining document types. personnel area and.8. To check multiple MIME types. OpenText Employee File Management EIM040001-AGD-EN-1 . 13. You can set the following options: Form. a document type is available for all users. Org. If company code. This BAdI uses the /OTEI/INAPI_IF_BADI interface with the following filter methods: 170 • FILTER_TICKETS . You can use the F4 help to select your entry. Restricting document types and tickets in Document Inbox To restrict access to document types and ticket information.unit to filter the document types that should be available for the MSS/ ESS user. organizational unit are not set.Chapter 13 Maintaining Document Upload and Inbox application Doc. the user must belong to the specified company and personnel area. ID column. and organizational unit Org. a Format Category ID has to be maintained in the Fm Cat. Enable or disable a format check.is called when you open the document selection window and at the F4 help for selecting document types in the document assignment window. The MIME type check is based on the file extension and the document class of the selected document type.unit Specify company code CoCD. Chk. ID Specify a file format category. The document type is available for all users whose organizational unit level is under the specified organizational unit. In addition. 5. personnel area PA. The method is also called when you assign the document to the personnel file. • FILTER_DOCUMENT_TYPES . 4.1 Click the icon. A format check verifies for the selected document type the MIME type of an uploaded document. CoCD. A file format category comprises multiple MIME types.is called at the ticket selection. For details. see “Maintaining file format categories” on page 171. a check regarding the file format is performed. you can create and maintain variants for ticket search using the standard SAP functions. 2. Start the Document Inbox. • Default variant personalized for a certain user. To create default variant for all users 1.13. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Document Upload > Maintain File Format Categories activity and click the icon.9. You can customize the following default variants: • Default variant for all users starting the Document Inbox. Maintaining file format categories 13.9 Maintaining file format categories You can maintain file formats that are allowed for the ESS or MSS upload application. In the Fm Cat. users are allowed to upload a random file type in the Document Upload and Inbox application. respectively. Click the icon. select and edit the selection fields you want to apply to your default variant. 3. To maintain a file format category: 1. The file formats allowed are grouped into file format categories. In the Ticket Search. During document upload. Note: If you do not maintain file format categories. maintain a file format category comprising multiple MIME types such as MSWORD with the formats DOC and DOCX.10 Maintaining default variants In the Document Inbox. Each category must be enabled for a specific document type. EIM040001-AGD-EN-1 Administration Guide 171 . ID column. You also have the option to customize default variants that are automatically applied when the Document Inbox is started. 13. 3. depending on the transaction you performed to start the inbox. The check box must be selected to prevent changing by other users. 172 • 1_<SAP user login name> – if you started the inbox in transaction / OTEI/INBOX_100. 5. In the menu bar. Enter a description in the Description field. The default variant will be automatically applied when a user starts the Document Inbox. Click Save. 4. Start the Document Inbox. 2. In the menu bar. 6. click Goto > Variants > Save as Variant. OpenText Employee File Management EIM040001-AGD-EN-1 . enter OTEI_INBOX_100 or OTEI_INBOX_110 as Variant Name. In the Ticket Search. enter as Variant Name depending on the transaction you performed to start the inbox: 4. click Goto > Variants > Save as Variant.Chapter 13 Maintaining Document Upload and Inbox application 2. select and edit the selection fields you want to apply to your default variant. • 2_<SAP user login name> – if you started the inbox in transaction / OTEI/INBOX_110. Enter a description in the Description field. In the Variant Attributes dialog. Select the Protect Variant check box. 3. In the Variant Attributes dialog. To create default variant for a certain user: 1. Maintaining default variants 5. 6. Click Save. Select the Protect Variant check box.10. The check box must be selected to prevent changing by other users.13. EIM040001-AGD-EN-1 Administration Guide 173 . The default variant will be automatically applied when the user that created the variant starts the Document Inbox. . Click the Number ranges button. EFM provides import profiles which allow the upload of these files.2 Maintaining ticket number range To maintain number ranges: 1. Click the Intervals button. 14. You can define which files are imported and how the filename is parsed and metadata is retrieved and used for storage. EFM provides the sample roles /OTEI/ADMINISTRATION and /OTEI/ADMINISTRATION_READ. set to 16 for Execute. 3. you have the option to download them as one or more PDF files. Execute the SNRO transaction. ACTVT Set to 03 for Display.Chapter 14 Integrating SuccessFactors After creating HR-related data in SuccessFactors. For these authorizations. 2. EIM040001-AGD-EN-1 OpenText Employee File Management 175 . 4. 5.1 Setting authorizations Running a batch import process for the Inbox application requires the J_6NE_INB authorization object with the following settings: /OTEI/INBP Defines the profile ID to which the authorization refers to. Select the interval 01 and use internal numbering to maintain the number range. 14. Enter the /OTEI/INB object. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > File Import > Maintain Profile activity and click the icon. To define an import profile: 1. Maintain the following values: OpenText Employee File Management EIM040001-AGD-EN-1 .Chapter 14 Integrating SuccessFactors 14.3 Defining import profile The EFM import uses import profiles to define the file import process. Click the New Entries button. 3. These profiles are then used by HR administrators in the /OTEI/INB transaction to process documents from SuccessFactors. 176 2. User ID length Define how the user ID is determined. Default date of origin Click this option when you want to use the current date as date of origin. Alternatively you can specify the user ID by defining an absolute offset and length. Date of orig. Important As the imported files contain sensitive HR data. OBJPS position. Directory Define the directory from which the files should be loaded. Maximum age in hours Define the maximum age in hours of the files to be uploaded. Alternatively you can specify the OBJPS by defining an absolute offset and length. this directory must be accessible from the SAP application server used. Doc. The position value denotes the string before the nth field separator. Alternatively you can specify the date of origin by defining an absolute offset and length. Important Do not use blanks or underscores as field separator. The position value denotes the string before the nth field separator. EIM040001-AGD-EN-1 Administration Guide 177 . Note: Make sure the respective user has sufficient access rights. Date of orig. Document type length.. OBJPS offset. Date of origin pos.3. Profile description Specify an unique profile ID and a description.type position. Delete file Click this option when the files should be deleted from the directory after a successful ticket creation. make sure the directory used is sufficiently protected from unauthorized access. OBJPS length Define how the OBJPS (part of the object identification) is determined. The position value denotes the string before the nth field separator. offset. Defining import profile Profile ID. Files which are older will not be uploaded. User ID position. Define how the document type is determined.14. User ID offset. The position value denotes the string before the nth field separator. Alternatively you can specify the document type by defining an absolute offset and length. Document type offset. This character provides the anchor for all the following position definitions. length Define how the date of origin is determined. Field Separator Define the field separator used in the filename. User Guide (EIM-UGD). UserID of creator Define which user is entered as creator of the inbox tickets. The channel defines processing type and authorizations for the file import. Example: A typical file name of an exported HR file is ARICKES-FY2012 Performance and Development Plan–12345–01.Chapter 14 Integrating SuccessFactors Maximum file size Define a maximum file size (in bytes) of the files to be uploaded. • User ID length is 7 as the convention is a 7-character user name in this sample company. For details. is 4 as the extension is the final field separator. The relevant HR metadata can be determined in the profile as follows: • Field Separator is -. Only smaller files will be uploaded. and view. View Specify the parameters for the required DocuLink project.pdf In this case. Project. Version. see section 12 “SAP SuccessFactors integration” in OpenText Employee File Management . Note: For details on file import batch handling.type position is 2 as the document title relates to the document type.01. see “Maintaining Document Inbox channels and settings” on page 160. • User ID offset is 0 as the user ID is in the beginning of the file name. • Date of origin pos. the field separator is a dash character -. During ticket processing. the documents are saved in this archive. version. Channel Define the channel to be used for file import. They are removed from this archive if the finally assigned document type is related to a different archive. • Doc.2013. 178 OpenText Employee File Management EIM040001-AGD-EN-1 . Temporary Archive ID Specify an archive ID for the uploaded documents. Any rejected tickets are sent to this user. This string will then be used for the assignment. In this case. The longest of these document types is determined as the best match and its corresponding SAP document type will be used. The import process then checks if the document type specified in the customizing can be found in the filename or in a part of the filename which is defined in the import profile as document type. If such a match is not found.01. type field. Defining document mapping 14. type Specify the SAP HR document type that you want to use for mapping. enter the string FY2012 Performance and Development Plan in the Document type of imported file field and specify HRIEVALUAT value in the Doc. Example: A typical file name of an exported HR file is ARICKES_FY2012 Performance and Development Plan_12345_01. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > File Import > Maintain document mapping activity and click the 2. EIM040001-AGD-EN-1 Administration Guide 179 . Specify the following parameters: Profile ID Specify the import profile. all file names from the document mapping table that can also be found in the document type specified in the file name are collected. To define document mapping: 1. Document type of imported file Specify either the dedicated document type or a string identifying a document type.4 Defining document mapping You can define the mapping between the document type defined in the file name of the imported file and the SAP HR document type.pdf. Mapping rules The checking process adheres to the following mapping rules: the import process checks first if the document type specified in the file name matches a file name specified in the document type mapping table one hundred percent.2013. Doc.14.4. icon. . Record details for the document object will be created automatically based on the classification. you must use only the ECMLink BAdI impersonation. EIM040001-AGD-EN-1 OpenText Employee File Management 181 . 15. Most part of the configuration is identical for both scenarios. category attributes are required too. Directory Services and OpenText Archive and Storage Services are installed and running. For more information. retention rules must be defined and applied to the document objects. For details how to install the corresponding components and perform the basic configuration.1 Checking prerequisites Check the following prerequisites: • SAP software components OTEXRL and OTEXERM are installed in SAP. and employees. Additionally. • For retention management. You can use any combination of these scenarios.Chapter 15 EFM Records Management EFM supports two basic scenarios that require OpenText Records Management: • Retention Management for HR Documents • Full Text Search for HR Documents Technically both scenarios are based on ECMLink document declaration. • Enterprise Library. For EFM scenarios. EmployeeDocument. Note the following: • If only full text search is required. Usually a classification that refers to a corresponding rule is added to the Content Server document record using the ECMLink document declaration. • The SAP users. managers. the EFM attributes must be enabled in the search regions definition on Content Server side and the search template on SAP side must be configured. see “User impersonation and user mapping” on page 188. Additionally. • The Content Server module ECMLink is installed in Content Server. for example HR administrators. must be mapped to a technical Content Server user using impersonation. • OpenText Content Server instance is installed and running. see the corresponding installation and customizing guides. the document declaration just needs to create a corresponding Content Server document and add the categories required for EFM (Employee. System ArchiveLink) to this document object in Content Server. 0 SP 2.User Online Help (LLESRCM-H-UGD) • OpenText Records Management .Installation and Administration Guide (LLESRCMIGD) • OpenText Records Management . HR authorizations are checked within SAP only.User Management and Access Control Scenarios (ERX-CUM). • OpenText ECMLink for SAP Solutions .opentext.2 Roles and Authorizations EFM uses the Extended ECM BAdI impersonation concept to map all relevant SAP users to one technical user on the Content Server. All HR documents in Content Server are created and accessed in the context of this technical user. 182 OpenText Employee File Management EIM040001-AGD-EN-1 .Customizing Guide (ERLK-CGD) See also the documentation of Content Server Records Management module: • OpenText Records Management .Installation Guide (ERLK-IGD) describes installation and post-installation steps for connecting SAP and Elib/ Content Server.Chapter 15 EFM Records Management Relevant documentation EFM supports Extended ECM for SAP Solutions 10. You can change the role names according to your choice.Administering Records Management (LLESRCM-HAGD) 15.User Management and Access Control Scenarios (ERX-CUM) describes user mapping and impersonation.Customizing Guide (ERLK-CGD) • Section 14 “Analyzing and troubleshooting” in OpenText ECMLink for SAP Solutions . In the Knowledge Center. Ensure that the following roles are created and assign the respective authorizations.com/ knowledge/cs.Customizing Guide (ERLK-CGD) • Section 6 “Configuring document declarations” in OpenText ECMLink for SAP Solutions . see the following corresponding documentation: (https://knowledge.dll?func=ll&objId=34046660&objAction=browse&viewType=1) • OpenText Extended ECM for SAP Solutions . Caution Regular Content Server users must not have access to those HR documents. see OpenText Extended ECM for SAP Solutions . • OpenText ECMLink for SAP Solutions .Customizing Guide (ERLK-CGD) • Section 10 “Preparing the Content Server search functionality for users” in OpenText ECMLink for SAP Solutions . Type = PREL assign authorization object S_RFC: • execute function group /OTEI/RM_UTILS Z_EFM_RM_SEARCH role for full text search user (technical user). • assign authorization object S_ICF: • ICF_FIELD – DEST • ICF_VALUE – value entered in field Authorization for Destination within RFC destination used for user impersonation. for example. For more information. see “Configuring RFC destinations” on page 185. Roles and Authorizations /OTX/RM_IMPERSONATED_USER_ROLE required to execute impersonation for retrieving a user ticket for the Content Server user returned by the impersonation BAdI. You can restrict the Authorization to a specific content repository or document type. • assign authorization object S_RFC: • EIM040001-AGD-EN-1 execute function group /OTX/RM_SEAX_AUTH Administration Guide 183 . • assign authorization object S_RFC – FUGR /OTX/RM_AUTH.Type = * • Obj. This role is delivered with OpenText ECMLink for SAP Solutions and does not need to be created manually. Z_EFM_RM_IMPERSONATION required for SAP users to use impersonation.15. declaring record. • • assign authorization object /OTX/RM: • GOS activity = 00 • Content Rep = <xx> • Doc. Z_EFM_RM required for accessing Records Management functionality.2. 15. 1.3.Chapter 15 EFM Records Management 15.3 Creating users and assigning roles 15. 184 • EIM_RM_IMP .communication user used for full text search and legal hold check. and disposing document records.communication user for executing impersonation.create corresponding technical user on Elib/ArchiveServer/ Content Server side.2 • Z_EFM_RM • Z_EFM_RM_IMPERSONATION • Z_EFM_RM_SEARCH EIM_RM_ADMIN . The user is required for performing full text search.create corresponding technical user on Elib/ArchiveServer/ Content Server side. checking for disposition control and legal hold. This user is the impersonated user in Content Server all SAP users are mapped to.1 Customizing SAP users and roles Note: You can change the user names according to your choice. The user is required for performing the user impersonation. Assign the following roles: • /OTX/RM_ADMIN • Z_EFM_RM_IMPERSONATION Assign the following roles to any SAP HR user that needs to access HR documents: • Z_EFM_RM • Z_EFM_RM_IMPERSONATION Customizing OTDS/Content Server users Create the following users on Elib/ArchiveServer/Content Server side: Note: You can change the user names according to your choice. OpenText Employee File Management EIM040001-AGD-EN-1 .dialog user. Assign the following roles: • 2. Create the following SAP users and assign the respective roles: • • EIM_RM_IMP . • EIM_RM_TECH .3. On SAP side. Assign the following roles: • /OTX/RM_IMPERSONATED_USER_ROLE • Z_EFM_RM EIM_RM_TECH . this user is used only for this purpose. In the Configuration of RFC Connections. Customizing ECMLink infrastructure • How Content Server users are created depends on the scenario used by OTDS: • create Domain user if OTDS gets users from the Domain. navigate to OpenText ECMLink for SAP Solutions > Infrastructure and execute the Create HTTP Connections activity.1 Configuring RFC destinations Note: You can change the RFC destination names according to your choice. a. Note that no user is specified in the logon data./OTCS/cs. Create the following RFC destinations: create to create a new OTX_SEARCH Connection to Content Server for accessing full text search API.select the Do Not Use a User option • Logon with Ticket . Specify the following settings: EIM040001-AGD-EN-1 Administration Guide 185 . In IMG. To create RFC destinations: 1. 15.4 Customizing ECMLink infrastructure 15.enter port for Content Server b. click connection.select the Do Not Send Logon Ticket option EFM_RM_TECH_USER Destination for log on with EFM RM technical user in full text search and RM checks.OTX_SEARCH • Connection Type . a. Specify the following settings: • RFC Destination . 2. Click the Logon & Security tab and specify the following settings: Logon Procedure • Logon with User .4.4.exe • Service No. 3.enter the target host for Content Server • Path Prefix .Connection to Content Server for full text search Target System Settings • Target Host .15.HTTP Connection to External Server • Description 1 . . • create user in Directory Services via OpenText Administration Client. EFM_RM_TECH_USER • Connection Type . Click the Logon & Security tab and specify the following settings: • Logon Procedure • User . For details how to proceed.EFM_IMP Configuring logical ports You must configure Consumer Proxy logical ports. which are required to connect to ECMLink Web Services.4.ABAP Connection Description 1 . a. Click the Logon & Security tab and specify the following settings: • Logon Procedure • User . 186 OpenText Employee File Management EIM040001-AGD-EN-1 .EFM_RM_IMP • Password .Installation Guide (ERLK100002IGD).Chapter 15 EFM Records Management • RFC Destination .2 “Creating logical ports in the SAP system” in OpenText ECMLink for SAP Solutions .2 Authorization for Destination .EFM_RM_TECH_USER • Password . see Section 12.enter password Status of Secure Protocol • 15.RFC destination for switching context to impersonation user b.Logical Destination Description 1 .enter password EFM_RM_TECH_IMPERSONATION Required for standard ECMLink user impersonation.Logical destination used for full text search and RM checks b.EFM_RM_TECH_IMPERSONATION • Connection Type . Specify the following settings: • RFC Destination . In the context menu.. Use this resource ID to specify the CS Resource ID in the Enterprise Library server settings. To identify CS Resource ID: 1. Navigate to Directory Services > Resources > CS. select your server.. For details how to maintain these settings.4.3 Configuring Enterprise Library server settings You must configure the Enterprise Library server settings for the general connection with Enterprise Library server and Content Server. In Shared Services. Customizing ECMLink infrastructure 15. Specify • Impersonation RFC • CS Resource ID • Suppress Sending SAP Logon Ticket – deselect this option. Open OpenText Administration Client. 3. EIM040001-AGD-EN-1 Administration Guide 187 .Installation Guide (ERLK-IGD). click Edit.4. 4. 2. 1.. see Section 16. Copy the resource ID from the Resource identifier box to the clipboard.4 “Maintaining Enterprise Library server settings” in OpenText ECMLink for SAP Solutions .15. 4.4 User impersonation and user mapping The SAP users. and employees. 188 OpenText Employee File Management EIM040001-AGD-EN-1 .Chapter 15 EFM Records Management 15. You map specific SAP users to specific Content Server users using the ECMLink BAdI and impersonation. for example HR administrators. Caution If you do not use the ECMLink BAdI impersonation. must be mapped to a technical Content Server user using impersonation. managers. the system assumes that a corresponding Content Server user with identical user name exists for a specific SAP user and tries to logon with this user. click Edit Members. In transaction SE18. For EFM scenarios. EIM040001-AGD-EN-1 Administration Guide 189 . In Shared Services. change. 5. 3. Maintain RFC destination for user impersonation. see • Section 4. use only the ECMLink BAdI impersonation. In the Actions panel. Alternatively. Select the user in the result list and click Add to Group. because not all SAP HR authorizations can be applied to Content Server users. 2.3. Now you can create. To assign the impersonation user created in “Customizing OTDS/Content Server users” on page 184 to administrator group: 1.2. select otadmins to assign the user. 2. For detailed information about customizing the impersonation. see “Configuring RFC destinations” on page 185. Enter the user name eim_rm_imp in the Search box. select your server. select BAdI Name and specify the BAdI / OTX/RM_IMPERSONATE. Customizing ECMLink infrastructure An SAP user that has a corresponding user in Content Server must not have access to HR documents stored in Content Server through this user. To enable ECMLink BAdI implementation for user impersonation: 1. or display the BAdI implementation.User Management and Access Control Scenarios (ERX-CUM). 4.User Management and Access Control Scenarios (ERX-CUM).7. Navigate to Directory Services > All Users and Groups. Display the BAdI. In the Groups tab. you can perform transaction SE19 to directly create.2 “User-specific mapping with impersonation (SAP BAdI)” in OpenText Extended ECM for SAP Solutions .4. 2. 3. 4. edit and display the BAdI implementation.15. Open OpenText Administration Client. • Section 6. Maintain logical port for Content Server Member service.1 “Enabling user-specific impersonation (SAP BAdI)” in OpenText Extended ECM for SAP Solutions . see “Configuring logical ports ” on page 186. Implementing Impersonation BAdI Implement method GET_IMPER_USER in BAdI Interface / OTX/RM_IF_IMPERSONATE in BAdI/OTX/RM_IMPERSONATE: 1. For example.4. navigate to OpenText ECMLink for SAP Solutions > Infrastructure and execute the Diagnostic Program activity. To run the diagnostic program: • 190 In IMG.Chapter 15 EFM Records Management Important In the BAdI implementation of method GET_IMPER_USER. to EIM_RM_TECH@test. you must return the technical user on the Content Server to the setting that all relevant SAP users are mapped. 15.opentext. Implementing method GET_IMPER_USERS_POLICIES is not required for EFM scenarios. OpenText Employee File Management EIM040001-AGD-EN-1 .5 Verifying customizing using diagnostic report Verify the ECMLink infrastructure customizing using diagnostic report.net if the OTDS configuration uses the user name pattern <user>@<partition>. click Import Types. 2.Can the OTDS service be executed does not support impersonation and will fail if the report is executed with a SAP user that does not exist in Content Server. 3. navigate to Enterprise Library Administration. In the Type Name box.15. Click Copy. remove the . In the Content Server Administration. In the Copy to box.. EIM040001-AGD-EN-1 Administration Guide 191 . click Copy..v part of the name. this behavior is expected. Customizing Document Declaration Note: Test 21 . Click a Name link to get the Enterprise Library Type item.. In Shared Services. Open OpenText Administration Client. 2. select your server. Copying Enterprise Library Types to Content Server categories In the Enterprise Library Types Volume in Content Server. 15. In the context menu of the type item. For the current scenario. copy the EFM Enterprise Library Types to Content Server Categories: 1. Import the Enterprise Library Types provided with EFM. In the Actions panel. 4. Importing EFM Enterprise Library Types using Administration Client Import the Enterprise Library Types provided with EFM: 1. Navigate to Enterprise Library Services > Document Model. 4. 3.5. Click Open the Enterprise Library Types Volume to view the list of Enterprise Library Types. 2. select Content Server:Content Server Categories.5 Customizing Document Declaration 1. 4. For details. navigate to OpenText ECMLink for SAP Solutions > ECMLink > Document (ArchiveLink) and PrintList Declarations and execute the Maintain Enterprise Library Document Declarations activity.rm. Specify the following settings: • Business Property Provider . If you have sufficient permissions. 3.specify unique name of the folder in your Content Server for storing records.EmployeeDocument Root Folder .sap. see Section 6.sap.8 “SAP: Creating Enterprise Library document declarations” in OpenText ECMLink for SAP Solutions Customizing Guide (ERLK-CGD). If you have sufficient permissions.sap. that only the technical EFM user can access the documents in this folder.Chapter 15 EFM Records Management 5. OpenText Employee File Management EIM040001-AGD-EN-1 . To maintain Enterprise Library Document Declarations: 1. Repeat steps 1–3 for the other Enterprise Library Types.SystemArchiveLink • standard categories = otx. Groups and Users to ensure. add a folder for EFM documents.specify the unique name of the category in your Content Server. Creating Folder for EFM documents in Content Server 1. In your Content Server workspace. you can select the categories using the F4 help. In IMG. 2.rm. • 192 • system category = otx. Edit Permissions for Public Access. For details. you can select the folder using the F4 help. 2. Create a new declaration or edit an existing one.rm. Configuring Document Declaration This step requires a user in Content Server or impersonation implemented. see Section 6.8 “SAP: Creating Enterprise Library document declarations” in OpenText ECMLink for SAP Solutions Customizing Guide (ERLK-CGD)./OTEI/RM_CL_PP_EMPLOYEE • Categories .Employee and otx. For details.PersonnelArea • Employee.PersNo]/[ArchiveLink. The implementation needs to consider the definition of Document Name in order to provide a reasonable localization. Even with those concepts in place.Document Type] Document Name = [ArchiveLink. ECMLink offers the concept of Multilingual document names. map the following Business Properties to the corresponding Category Attributes.PersNo • Employee. • Map Business Property to Category Attribute In the Categories Mapping dialog.EmployeeGroup Administration Guide 193 . These texts will not be localized out of the box. Business Properties for Employee Mapping: EIM040001-AGD-EN-1 • Employee.you can use placeholders for specifying the names.JobKey • Employee. Returning multilingual text parameter values must be implemented in the corresponding property provider.OrganizationalUnit • Employee.Position • Employee. You can use this procedure to localize the fix text parts. This can be ensured by adding the unique document ID to the document name.Document ID] [ArchiveLink.5.Storage Date+0(10)] [EmployeeDocument. you must implement an output userexit for the region OTName in the corresponding search template.PersonnelSubArea • Employee. If you use texts in defining the folder or document names. the document names will only be localized on Content Server side. Example: Sub Folder = [Employee.DateOfOrigin+0(10)] Important Document names on the Content Server have to be unique. these text parts could be fix texts specified in the definition and text values returned for parameters specified in the definition. For the document name. see Section 4. To localize the document names in the full text search result list for the current SAP user.15. Make sure to only maintain multilingual declarations for languages that are enabled on the Content Server.6 “SAP: Providing multilingual document names” in OpenText ECMLink for SAP Solutions Customizing Guide (ERLK100002-CGD). Customizing Document Declaration • Sub Folder and Document Name . PersonID • Employee. Status Date. by declaration ID. further Records Management criteria can be specified.DateOfOrigin • EmployeeDocument.EmployeeSubGroup • Employee.CompanyCode Employee Document Mapping: • EmployeeDocument. documents are stored in a corresponding folder structure in Content Server. you can store documents. Declarations can also refer to a classification not using an RSI or using an RSI that does not puts documents under disposition control.PayrollArea • Employee. or other criteria.Chapter 15 EFM Records Management • Employee. for example.CostCenter • Employee. • Records Management Settings . optionally. • declarations for document retention scenarios usually refer to a classification configured in Content Server referring to an RSI that puts documents under disposition control.ObjectID Note: Order of properties is different in create and edit/display mode. Mark Official and Supplemental Markings.EmploymentStatus • Employee.Infotype • EmployeeDocument. for example Record Date. 194 OpenText Employee File Management EIM040001-AGD-EN-1 . note the following: • declarations for full text search do not need to refer to a classification. by employee and document type. In Content Server. Status.to specify the Records Management settings.Subtype • EmployeeDocument. Folder Structure and Documents for Records Management • Depending on the sub folder and document name specified in SAP. 5. This is not mandatory for EFM full text search or document retention management scenarios. 2. Do not select the Auth.Check check boxes. EIM040001-AGD-EN-1 Administration Guide 195 . In IMG. Assigning Document Declarations 1. navigate to OpenText ECMLink for SAP Solutions > ECMLink > Document (ArchiveLink) and PrintList Declarations and execute the Assign Declaration ID to Object Type and Document Type activity. Important Make sure that the Active check box is selected to activate the assignment. you can use Records Management functionality only for documents belonging to document types assigned to a document declaration. For EFM. Automatic mode is only used if there is no entry for the PREL/ASSIGNED event in the event type linkage. Assign declaration IDs to Object Type and Document types.5.15. EFM works with and without Automatic check box selected. Customizing Document Declaration Figure 15-1: Example declaration and resulting folder structure in Content Server 6. because EFM performs all authorization checks on SAP side. navigate to OpenText ECMLink for SAP Solutions > ECMLink and execute the Maintain Receiver Module Events activity. 2.PREL • Event .Chapter 15 EFM Records Management 7.EFM_EVENT • Receiver Function Module . Maintain the following Receiver Module Events for Object Category/Type/ Event: • Object Category . Important Manual declaration within EFM views must not be activated for EFM scenarios. In IMG. 196 1./OTEI/RM_UPD_RECORD_HR_PREL • Destination of Receiver .ASSIGNED • Receiver Type . not for batch or manual declaration.BOR OpenText Employee File Management EIM040001-AGD-EN-1 .NONE • Object Category .BOR • Object Type . Configuring Receiver Module Event Handlers Receiver module event handlers are only required for automatic declaration based on events. Important In DesktopLink scenarios the ASSIGNED event is only trigged correctly if the DesktopLink ENDE user exit for EFM is maintained in the corresponding IMG activity. There should be no errors.15.EFM_EVENT • Receiver Function Module . 8.NONE Note: The same Receiver Function Module is used for both business object types. execute the Activate Receiver Module Events activity. EIM040001-AGD-EN-1 Administration Guide 197 .sap. In the Storage Settings area. See the corresponding SAP documentation for details on events and when they are used./OTEI/RM_UPD_RECORD_HR_PREL • Destination of Receiver . To run the diagnostic program: • In IMG. execute the /OTX/RMPEQ error queue transaction. Customizing Document Declaration • Object Type . Other events like HIRED or RETIRED are available too. except for folder otx.Folder. Leave the sap object field empty when maintaining the IMG activity. execute the /OTX/RMMIG Batch declaration transaction. To check if <Object Type> ASSIGNED event is generated.ASSIGNED check box is selected. POSITIONCHANGED is only one example for an event that can be raised by standard SAP business object type BUS1065.5.POSITIONCHANGED • Receiver Type . This is required for triggering the ASSIGNED event for object type PREL.rm. • To delete or reprocess declarations that ran on error. navigate to OpenText ECMLink for SAP Solutions > Infrastructure and execute the Diagnostic Program activity. which is not relevant for EFM. 3. ensure that the Generate Event <Object Type>. Using these events ensures that all document declarations on Content Server for the corresponding employee are updated if HR data for the employee in SAP was changed.BUS1065 • Event . Verifying document declaration Verify the document declaration customizing using diagnostic report. Executing Batch declaration and Error Queue • To declare existing documents. 9. Administering Records Management (LLESRCM-H-AGD) OpenText Employee File Management EIM040001-AGD-EN-1 . the user will get a corresponding error message.Chapter 15 EFM Records Management 15. Example: You can put disciplinary warning documents under disposition control for 2 years based on the date of origin. In that case. Legal holds can extend rules. The declaration can be performed either based on events or by using a batch job. see OpenText Records Management . deletion must not be possible if there is a Legal Hold on the document. Some actions like editing or deleting a document are not possible if the document is put under disposition control or if a legal hold is active. administering and using the Content Server Records Management module. the two years disposition control. Content Server Records Management basic settings For detailed information about installing. if a legal investigation is pending. see the Content Server documentation: 198 • OpenText Records Management . For information how to perform disposition search and other actions at runtime. Based on the customizing. for example.User Online Help (LLESRCM-H-UGD) • OpenText Records Management . The following sections exemplify the necessary configuration steps to put certain document types under retention management: • creating RSIs and administering RSI schedules • creating classifications referring to RSIs • using these classifications in document declaration • assigning document declaration to one or more document types Note: RSI stands for Record Series Identifier and is a concept of the Records Management module on the Content Server. 1.User Online Help (LLESRCM-H-UGD). documents can be declared as records automatically.Installation and Administration Guide (LLESRCM-IGD) • OpenText Records Management . for example. you can apply certain rules or legal holds to HR documents.6 Customizing Retention Management for HR documents Using Retention Management. which means • Deletion must not be possible within this 2 years • All documents must be deleted after 2 years Additionally. Legal holds can also be applied to documents not applying to any rule. EIM040001-AGD-EN-1 Define the basic settings: • Scheduled Objects • Stage Code • Rule Type • Rule Code • Rule Comment Administration Guide 199 .15. Customizing Retention Management for HR documents 2. 3. Creating Records Series Identifier (RSI) in Records Management workspace In the Records Management workspace. Specify if this RSI puts documents under disposition control by selecting or deselecting the Under Disposition Control check box.6. title. for example. select an RSI item. Enter your settings. 1. navigate to the RSI folder and create an RSI item. description and status. Creating RSI Schedule in Records Management workspace In the Records Management workspace. Right-click the item to open the context menu and create an RSI Schedule for your RSI. 3. RSIs. Define Action to Perform for the RSI: • Disposition – select a code • Description • Default Process • Reason for Update 4. calculated date based on category attribute Date Of Origin. Default Process. 4. Creating Dispositions In order to execute the defined RSI schedules.Chapter 15 EFM Records Management 2. Add additional Conditions optional. Container and 200 OpenText Employee File Management EIM040001-AGD-EN-1 . Define Rule For example. you need to create and run Disposition Searches specifying Stage. The disposition searches can be run manually or scheduled. 5. • EIM040001-AGD-EN-1 Create a new RM Classification and specify • Name and Description • Status – select a status code.6.15. From the search result. Creating Classification in Records Management workspace This classification will be used during defining document declarations in SAP. you can perform the actions defined in the RSI. Administration Guide 201 . Customizing Retention Management for HR documents Object Type. the last 10 years. • Essential – select a code. for example. • Storage Medium – select a storage medium code. You must specify the date range to be considered in the search. You can also auto process the actions for the search result. In IMG. Select the Del record and del impl check boxes. Categories 6. To maintain EFM standard check class: 1. You can use the same RFC destination as used for the full text search scenario. navigate to OpenText Business Suite for SAP Solutions > Solution Framework > SAP Workflow and execute the Maintain deletion workflow options activity. In the Settings for Records Management dialog window. 2. 2. 7. navigate to OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Records Management and execute the Maintain RSIs without Under Disposition Control flag set activity. A corresponding IMG activity allows defining exceptions from this rule: To maintain RFC destination: 1. To maintain RSIs without disposition control: 1. Removing ArchiveLink links for disposed documents During document disposal on Content Server side. In IMG.Chapter 15 EFM Records Management • Disposition Authority • Update Cycle Period • RSI – select a schedule. A schedule applying a specific rule should be maintained for each RSI. In the Maintain RSIs without flag Under Disposition Control dialog window. the document links between the business object and the document in SAP will not be deleted automatically. maintain the / OTEI/RM_SWF_CL_DEL_CHECK deletion class. 2. Activating EFM Record Management checks • In order to check if documents are under disposition control or a legal hold is applied. you have to maintain the EFM standard check class /OTEI/RM_SWF_CL_DEL_CHECK in the delete workflow options. 8. Activating EFM checks for deletion In order to make sure that deletion of documents is prevented for documents that are under disposition control. Technically. maintain the RFC connection for impersonation setting. 202 OpenText Employee File Management EIM040001-AGD-EN-1 . In the Maintain deletion workflow options dialog window. In IMG. navigate to OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Records Management and execute the Basic Settings activity. maintain the list of RSIs that you do not want to be put under disposition control. EFM cannot figure out if a certain RSI puts documents under disposition control at the moment but assumes that all RSIs use disposition control. you need to maintain a RFC destination that changes the context to the RM technical user. The disposition run calls the /OTX/RM_DISPOSITION BAdI for which EFM provides the /OTEI/RM_DISPOSITION BAdI implementation. the workflow will be set to finished and a comment is added to the workflow. All actions of the BAdI implementation are performed according to the customizing for this project and view. Depending on customizing. • If the deleted document was part of a workflow.15. A comment is added that this document has been removed by the disposition run. an E-mail is sent to the workflow creator. According to the workflow settings. Use the Enterprise Library ID EL ID as selection criterion.6. EIM040001-AGD-EN-1 Administration Guide 203 . Customizing Retention Management for HR documents You can use the /OTX/RM_REMOVE_LINKS report to remove all document links from the ArchiveLink tables for documents that were disposed on Content Server side during a disposition run. for example activity 13 document deleted. • If the document was the only document in the workflow. this BAdI implementation performs the following actions: • An entry in the activity log. • Run the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Records Management > Basic settings activity to define • in the DISP_PROJ setting which project • in the DISP_VIEW setting which view you want to use for the disposition run. The job schedule should correspond to the schedule of the disposition runs in Content Server. all activity log entries for this document will be deleted. You can run this report manually or schedule it via a job. is created for each document deleted. it is not displayed anymore in the workflow. If the deletion of activity log entries is activated for the document type of the deleted document. Chapter 15 EFM Records Management 15. In the Content Server administration. In the Enterprise Search Manager item. click Properties > Regions. • select the Search By Default check box if you want the region to be searchable. • select the Displayable check box if you want the region to be displayable.7. 2.7 Customizing full text search 15.1 Prerequisites Configuring EFM Search on Content Server side Standard configuration of Content Server Search must have been performed. Notes • The region Name for a category attribute consists of a technical name: Attr_<category number>_<attribute number> • 204 The Display Name contains the category attribute name. To specify the searchable and/or displayable regions: 1. For your region. click Search Administration > Open the System Object Volume > Enterprise Data Source Folder. OpenText Employee File Management EIM040001-AGD-EN-1 . 15.7. Customizing full text search Example: otx.sap.rm.Employee:Cost_Center. Important Note that a category attribute value must be set for at least one object, before the attribute appears in Regions. You first must declare a document that contains some value for a specific attribute before the attribute appears in Regions. 15.7.2 Configuring full text search on SAP side 1. Configuring search template For more and general information how to configure a search template, see Section 24.1.2 “Customizing search templates” in OpenText Archiving and Document Access for SAP Solutions - Scenario Guide (ER-CCS). To create the search template: • Create the search template. In the Template definition dialog window, specify the following: • EL ID • Logical Destination for Impersonation - EFM_RM_TECH_USER • Auth. User-Exit - /OTEI/RM_SEA_AUTH_EXIT_HR_AUTH EFM authorization check user exit for full text search. • User-Exit enabled - select the check box. To create the search fields for EFM search: 1. In the Region definition dialog window, create the search fields for your search. 2. Use the following mapping table to map the listed attribute IDs to the region name. EIM040001-AGD-EN-1 Administration Guide 205 Chapter 15 EFM Records Management You must look up the corresponding technical name for the mapping in the next step. 206 3. Use the Display Name in the mapping table to look up the corresponding technical name in the Enterprise Search Manager > Regions tab. 4. Map the listed attribute IDs to the region name. OpenText Employee File Management EIM040001-AGD-EN-1 15.7. Customizing full text search Customize EFM User Actions to make them available in the context menu of documents in the search result hit list. To maintain EFM User Actions: • In the User Actions dialog window, specify • Search action title - Display Employee Data Search action User-Exit - /OTEI/RM_SEA_ACTEXIT_DISP_MAST • Search action title - Open Employee File Search action User-Exit - /OTEI/RM_SEA_ACTEXIT_OPEN_FILE Note: Access to search templates can be controlled by authorization object J_6NRL_SEA. 2. Checking Activation of Web UI ICF Services To check the activation of services required for Full Text Search Web UI: • Execute transaction SICF. Navigate to your service or enter the service name, for example rm_seawd_bp_hdr, in the search box. For details, see also Section 24.1.1.1 “Technical prerequisites” in OpenText Archiving and Document Access for SAP Solutions - Scenario Guide (ER-CCS). 3. Activating Full Text Search in EFM Views EIM040001-AGD-EN-1 Administration Guide 207 Chapter 15 EFM Records Management To activate the full text search field in the attribute search within EFM views, you must maintain the corresponding basic setting and specify the search template to be used. 1. Run the IMG > OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings activity. For the specific project and view that you want to enable for full text search, set the value for the setting FULL_TXT_ENABLED to X . 2. Run the IMG > OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Records Management > Maintain Search Templates for Attribute Search activity. For the specific project and view that you enabled for full text search, specify a corresponding search template. 15.8 Troubleshooting See • all prerequisites • OpenText Employee File Management - Installation Guide (EIM-IGD) • latest release notes • compatibility matrix to check if you have installed and prepared all necessary components correctly. 15.8.1 Checking Customizing You have the following options to check the Records Management customizing: In SAP: • Diagnostic Report Note: This report requires a corresponding user in Content Server. You have the following options: • • IMG > OpenText ECMLink for SAP Solutions > Infrastructure > Diagnostic Program • IMG > OpenText ECMLink for SAP Solutions > ECMLink > Diagnostic Program Configuration Report IMG > OpenText ECMLink for SAP Solutions > ECMLink > Configuration Report. This report provides information about SAP customizing, for example OAC0. In Content Server: 208 OpenText Employee File Management EIM040001-AGD-EN-1 • SOAMANAGER tools: logs and traces.15.8. In RCS/OTDS/Elib/Content Server: • RCS/OTDS/Elib logs: <Tomcat>\logs Set log level in OpenText Admin Client > Runtime and Core Services > Configuration > Logging: • • ELIB. • Archive Server Report Troubleshooting at runtime You have the following options: In SAP: • ECMLink Error Queue Processing: /OTX/RMPEG. SAP Systems.2 • Directory Services Report – go to Directory Services > Configuration Manager. In the Actions pane. • SAP ICM Monitor: transaction SMICM.Loglevel • OTDS. note the sections Enterprise Library Applications. Troubleshooting • System Report – for example. • SAP System Log: transaction SM21. click View system configuration report. • SAP ABAP Runtime Errors: transaction ST22. Tools.Loglevel • R&CS Loglevel • Security Loglevel Content Server logs: <OPENTEXT CS>\logs EIM040001-AGD-EN-1 Administration Guide 209 . In OpenText Administration Client: 15. Monitoring.8. OpenText Imaging Viewers. • SAP Application Log: transaction SLG1. . 3. Before you start the attribute customizing in your SAP system. you must have authorization for activity 02 Change on authorization object S_WFAR_OBJ. respectively. Notes • ArchiveLink PLUS attributes can only be used in the SAP GUI. Note the following: • Besides your new ArchiveLink attributes. Before you start. 2. • Every attribute that is not a Key field is handled as an additional ArchiveLink attribute. the store table must contain five standard fields. In Database table. define the attribute set that you want to apply to your documents. Additionally. you can add other technical parameters. enter a name for the new store table and click Create. EIM040001-AGD-EN-1 OpenText Employee File Management 211 . perform the following steps: 1. • To change ArchiveLink PLUS attributes. run the SE11 transaction. and prepare a concept for the allocation of store tables and contexts. 2. To create a new store table. To customize ArchiveLink attributes in the SAP GUI: 1. • You can create one or more store tables to include different attributes.Chapter 16 Customizing ArchiveLink PLUS attributes Employee File Management supports the use ArchiveLink PLUS attributes for the archiving of documents. Create one or more store tables containing the new attributes. Assign one or more store table to your context. Click New Entries to create a new field. You must create five Key fields with the following Field names and Data elements: • MANDT with the Data element MANDT • SAP_OBJECT with the Data element SAEANWDID • OBJECT_ID with the Data element SAEOBJID • ARCHIV_ID with the Data element SAEARCHIVI • ARC_DOC_ID with the Data element SAEARDOID • You must define a Data element for each field. type Enter a document type. OpenText Employee File Management EIM040001-AGD-EN-1 . If two tables hold the same attribute. Click New Entries and add the following entries: ObjectType Enter a business object type. • Enter * to assign any available object type to a certain document type and store table. run the spro transaction and click SAP Reference IMG. You have the following options: • You can use the Search help to enter an exact name for your document type. Run the ArchiveLink Attributes activity. You have the following options: • You can use the Search help to enter an exact name for your object type. Expand OpenText Archiving and Document Access for SAP Solutions > ArchiveLink PLUS. Create a new context key consisting of business object type + document type + store table. 4. you can enter * either for the object type or the document type but not for both at the same time. • For one context. an attribute must be unique for a context.Chapter 16 Customizing ArchiveLink PLUS attributes • You can use an attribute in more than one context. Doc. To customize ArchiveLink attributes. • Enter * to assign any available document type to a certain object type and store table. 3. Note the following: 212 • You can enter the same store table for more than one context. they cannot be customized for the same context. However. Table Name Enter the name of the store table that you want to assign to the context. you cannot enter a value like BK*. EIM040001-AGD-EN-1 Administration Guide 213 .• A partial masking of entries is not possible. • You can delete a context key only after you have also deleted all entries for this context in the corresponding store table. For example. . The following URL syntax can be used to launch the mobile app: <application server:<port>/sap/bc/bsp/otei/moa_ui_app/default. 3. 2.abbr. make sure to deactivate the Private Browsing setting for the Safari browser. You have the option to change the standard SAP document type for the employee photo: 1. To adapt to the different screens size of mobiles. Note: The employee photo shown in the mobile application is by default determined by SAP standard customizing for photos. To maintain a mobile application: 1. icon. EFM provides a document viewer with extensive filtering capabilities. Run transaction SM30 > table T77S0. = PHOTO. To avoid scrolling. In the mobile application.Chapter 17 Maintaining mobile application For mobile access to documents. The actual logon process uses the user/password combination entered in the Sign in screen and all authorization checks are executed against that user. Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Mobile Application > Basic Settings activity and click the 2.htm Note: If you use the EFM mobile app in the Safari browser on an Apple iPad. edit the document type. 3. set the number of hits to a value relating to the screen size of the mobile device(s) used. the changed document type is used for the employee photo. All EFM authorization checks and user-exits are executed on the mobile as defined for this DocuLink project. In Group = ADMIN and Sem. EIM040001-AGD-EN-1 OpenText Employee File Management 215 . you must enter a service user in the SICF services to access the SAP system. Select the DocuLink project and view used by the API. you must define the corresponding parameters for the EFM mobile app. In order to use EFM on a mobile. In addition. This service user is a technical user required to connect to the SAP system and show the Sign in screen of the mobile app. a maximum value of 20 is recommended. Specify the maximum number of hits for employee selection. icon. To enter an SAP service user: 1. Click the button. Enter the *OTEI* pattern in the Service Name field and click the 216 button. Execute the SICF transaction.Chapter 17 Maintaining mobile application Note: The service user is of user type Service and does not need any authorization role or authorization profile. OpenText Employee File Management EIM040001-AGD-EN-1 . The user’s password must be known to the SAP system. 2. Enter in the User field the SAP service user. 5. 3. Navigate to the <Path of Web Dynpro services>/bc/otei_api_auth entry and double-click. Navigate to the Logon Data tab and click the 4. navigate to IMG > OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Mobile Application. Customizing screen layouts for EFM mobile application 6. Figure 17-1: Customizing dialog for EFM mobile application screens EIM040001-AGD-EN-1 Administration Guide 217 . Repeat this procedure for the entries <Path of Web Dynpro services>/bc/ otei_api_meta and <Path of Web Dynpro services>/bsp/otei/moa_ui_app and save your entries. 17.1 Customizing screen layouts for EFM mobile application You can customize the following screen layouts: • Search Employee dialog • Employee file hit list • Employee information panel To perform the customizing. Execute the Maintain Screen Layout activity.17.1. for example by using only position 3.mm.Chapter 17 Maintaining mobile application 17.Select EMP_SEARCH Employee Search. for example. you can use the formats mm/dd/yy or dd. To add additional search fields: 1. Last name and First name are always available. Click Save. The following fields are. • you can enter each position only once. In the Customize screens for EFM Mobile Application dialog. see the F4 help. click New Entries. • for date fields. • Position . • if you skip one or two positions.yy. you must set the positions accordingly. OpenText Employee File Management EIM040001-AGD-EN-1 . Using another format causes an error message. If you require only one or two additional fields. selectable for adding: • Position • Employment status • Date of birth • Company code • Personnel area • Personnel subarea • Employee group • Employee subgroup For a complete list of available search fields. only the positions 1–3 are available.1 Customizing Search Employee dialog Per default. Duplicates will cause an error. the search fields Personnel number. 218 • to add new fields. • Field . • Disp lab Select/deselect the check box to enable/disable the display of label text for the added field. the empty positions will show as gaps above position 3 in the Search Employee screen.Enter positions 1–3.1. You have the option to add three more search fields to the screen. 2. Note the following: 3. • the position number defines the order in which the search fields are displayed in the Search screen. Enter the following settings: • Screen .Select the search field that you want to add to the search screen. Administration Guide 219 . 17. Without customizing. 2. Figure 17-2: Default customizing for the Employee file hit list and Employee information panel displaying fixed field positions To customize Employee file hit list and Employee information panel: 1.2 Customizing Employee file hit list and Employee information panel You can customize the metadata that you want to display in the Employee file hit list and in the Employee information panel.1. The corresponding settings in the customizing dialog are shown in Figure 17-1. Enter the following settings: • EIM040001-AGD-EN-1 Screen . the mobile application user will get an enlarged Search Employee screen containing the standard fields plus the added fields in the defined order. Customizing screen layouts for EFM mobile application After the customizing.17. the default customizing is displayed.1. In the Customize screens for EFM Mobile Application dialog.Select EMP_DATA Employee Data. click New Entries. see Figure 17-2. Chapter 17 Maintaining mobile application • Position .enter positions 7-24. For • Employee file hit list . see Figure 17-2.enter positions 1-6. For details. see Figure 17-2. • Employee information panel .Select the field that you want to add to the screen. You can place each field in the required position. For details. 3. see Figure 17-2. Within the screen layout. • Disp lab Select/deselect the check box to enable/disable the display of label text for the added field.With this setting. You can place each field in the required position. the positions are fixed. • Field . OpenText Employee File Management EIM040001-AGD-EN-1 . 220 Click Save. you can define the order in which the fields are displayed. 0 • Name of Application .OpenText Employee File Management • Function module name ./OTEI/RP_GUI_EFM_LICENSE • PeriodType . you must customize the application ID for system measurement in table TUAPP and the metric IDs in table TUUNT. To include EFM into the license measurement. • Call? . .No Period assigned optionally you can specify a period type. The license measurement is performed in the SAP System Measurement started by transaction USMM.true you can activate/deactivate the measurement for EFM by setting the value to true/false. • App.Chapter 18 EFM license report 18.1156 • Version .Inactive employees EIM040001-AGD-EN-1 OpenText Employee File Management 221 .Active employees • 1157 .1 Integrating EFM license measurement in SAP System Measurement The license measurement for Employee File Management can be integrated in the SAP license measurement Global License Audit System (GLAS). the EFM application returns two metric IDs: • 1156 – Active Employees • 1157 – Inactive Employees To enable the EFM application for system measurement: • Execute transaction sm30 to add the following entry to table TUAPP. To enable the EFM measurement IDs: • Execute transaction sm30 to add the following entries to table TUUNT: • 1156 . In the measurement result report. OpenText Employee File Management EIM040001-AGD-EN-1 . Execute transaction USMM to open the System Measurementdialog. Clients. 2. If necessary.Chapter 18 EFM license report To perform the SAP System Measurement for EFM license counts: 222 1. If not. and Adresses tabs. In the User types tab. edit your settings in the System data. Price lists. check if an entry for SPECIAL MODULE TYPE 1 exists. EFM user. for example. replace SPECIAL MODULE TYPE 1 with another entry. EIM040001-AGD-EN-1 Administration Guide 223 . Log to display the SAP 18. 5. Enhanced EFM license report 3. the Company Code property is used. Note: Employees having • Employee group = 2 Retiree/pensioner • Employee group = 5 Terminated are counted as inactive. Employees having any other Employee group value are counted as active.2. After the measurement process has finished. You find the counts for active and inactive EFM users in the EFM area of the report. Click to run the System measurement activity. 2. Execute the /OTEI/LICENSE_REPORT transaction. you must have assigned an EFM administrator role.2 Enhanced EFM license report The SAP system measurement does not provide validation of users according to their countries. Enter the range of company codes you want to be covered by the report. To identify the respective country. You can perform an additional license report if you use EFM only in certain countries within your company. click measurement result report. The enhanced EFM license report displays active and inactive employees arranged according to their countries.18. To perform the additional license report: 1. To be permitted to run the report. 4. Click to run the EFM License Report activity. 4. OpenText Employee File Management EIM040001-AGD-EN-1 .Chapter 18 EFM license report 224 3. The EFM License Report is displayed in the next screen. listing company codes and the corresponding active and inactive employees. 0 Security Guide in the chapter Human Capital Management. a user who has access to HR-specific data and documents within the SAP standard transaction.com/securityguide. the corresponding HCM roles need to be assigned to the user. Note: You can access the respective security guides in the SAP Service Marketplace at https://service. see the SAP ERP 6. DocuLink-/DesktopLink-specific roles/authorization objects. /OTEI/DC_BROWSE_GUEST Authorization for Browse sub-tree of an EFM personnel file with additional restrictions for guest users (no LARS download/email/print). 1. /OTEI/DC_USER_MENU Authorization for accessing DocuLink.0 Security Guide.sap. For the self-service scenarios running in the SAP NetWeaver Portal. Also review the updates in this guide for the relevant enhancement package (EhP). /OTEI/DC_ADD Authorization for Add sub-tree of an EFM personnel file.1 Specific EFM checks EFM is shipped with sample roles containing EFM-specific authorizations that may be used in various EFM scenarios. OpenText Employee File Management 225 . it is also prohibited within EFM. Employee File Management uses a combination of EFM-specific and standard HR/ AL authorization checks. In order to access HCM data.0 Security Guide. If the access is prohibited within the SAP standard transaction.Chapter 19 Security Employee File Management is based on SAP Human Capital Management (HCM) and uses the authentication and user management mechanisms of SAP ERP. because some of the user types/roles were introduced with a specific enhancement package. you must consider the relevant section in the SAP ERP 6. For more details. 19. also has access to these data and documents with Employee File Management. EIM040001-AGD-EN-1 Role Description /OTEI/DC_BROWSE Authorization for Browse sub-tree of an EFM personnel file. Because the standard HR authorization checks are performed. These roles are described in the SAP ERP 6. S_TCODE Authorization for J6NY transaction (DocuLink). J_6NX_VIEW Authorization for accessing folder solution views. Note: When viewing a specific document. Web Viewer authorizations are only evaluated if the following steps have been performed: 226 OpenText Employee File Management EIM040001-AGD-EN-1 . S_GUI Authorization for GUI import (required for attaching documents to EFM using file upload). If the authorization value in the J6NX_AT field is 02 (guest user access). SYST (required for attaching documents to EFM using DesktopLink). Authorization Object Description J_6NV_WEBV Authorization for Web Viewer. the standard selection screen is always displayed (standard access). /OTEI/WV_DISPLAY_GUEST Authorization for displaying documents in Web Viewer with additional guest user specific restrictions (no Save & Print using the viewer). field J6NX_AT for which access type the user is authorized. If the user has authorizations for both access types. Note: The DocuLink web application checks in the authorization object J_6NX_VIEW. the standard selection screen (without login) is displayed. the screen for the guest user login is displayed. RFCH. S_RFC Authorization for executing function groups J8A3. SUSO. /OTEI/WV_MAINT Authorization for displaying documents and maintaining notes and annotations in Web Viewer. Role Description /OTEI/WV_DISPLAY Authorization for displaying documents in Web Viewer (including Save & Print using the viewer). Web Viewer-specific roles/authorization objects. J_6NG_PROJ Authorization for accessing DocuLink node types. 2. If the authorization value is 01 (standard access). RFC1.Chapter 19 Security Authorization Object Description J_6NG_DATA Authorization for accessing DocuLink data sources. • In the maintenance view /IXOS/OA_CUST_A.19. /OTEI/SWF_FOLLOW_UP_CREATE Authorization for creating Follow-Up workflows. Role Description /OTEI/GU_TICKET_CREATOR_MENU Authorization for creating guest user tickets. Activity logging roles/authorization objects. Workflow-specific roles/authorization objects. Administration Guide 227 . /OTEI/GU_ACCESS_MENU Authorization for accessing guest user tickets. 5. Guest-user-specific roles/authorization objects. specify that the OpenText Imaging Web Viewer is used for the logical archive that contains the documents and select the Authority Check flag. Authorization Object Description J_6NX_SWF Authorization for workflow activities. /OTEI/SWF_DELETE_PROCESS Authorization for processing deletion workflows. 3. Role Description /OTEI/SWF_DELETE_CREATE Authorization for creating deletion workflows. Authorization Object Description S_TCODE Authorization for /OTEI/GU01 transaction (create guest user ticket) and for /OTEI/GU02 transaction (access guest user ticket). Specific EFM checks • Specify that the OpenText display function module / IXOS/OA_X_OA_OBJECTDISPLAY_01 or / OTEI/OA_X_OA_OBJECTDISPLAY_01 is used for the exit ID OA_OBJECTDISPLAY_01 in the SAP ArchiveLink Function Module Exits (TOAEX table). 4. EIM040001-AGD-EN-1 Role Description /OTEI/ACTIVITY_LOG Authorization for accessing the EFM activity log. • Assign a corresponding role (for example /OTEI/WV_DISPLAY_GUEST) to the SAP user that you want to prevent from saving and/or printing.1. /OTEI/SWF_FOLLOW_UP_PROCESS Authorization for processing Follow-Up workflows. The transactions /OTEI/SWF_ADMIN. and /OTEI/INB can be called in display mode. J_6NX_SWF Contains authorization object fields / OTEB/ACTL with value 03. 228 Role Description /OTEI/ADMINISTRATION Authorization for maintaining EFMspecific customizing tables and restarting processes using /OTEI/PF_RESTART transaction. The authorization objects described above are only required for operating HDCC.Chapter 19 Security Authorization Object Description S_TCODE Authorization for /OTEI/ACT_LOG transaction (EFM activity log). 04 (Administration . 6. Role Description /OTEI/OCR Authorization required for integration with HDCC (HR Document Capture Center). HDDC roles/authorization objects.Edit & Display) and field /OTEB/ACTP with values 4-EYEDELETE. Authorization Object Description J_6NE_INB Batch import process for Inbox. J_6NE_PF Processes & Forms integration restart. 7. Authorization for monitoring EFM workflows in the workflow administration. OpenText Employee File Management EIM040001-AGD-EN-1 . Note: HDCC (HR Document Capture Center) is a separate product that depends on EFM. S_RFC Authorization for executing function groups SYST. /OTEI/OCRD (HDCC download via RFC) and /OTEI/OCRE (HDCC export via RFC). / OTEI/PF_RESTART. /OTEI/ADMINISTRATION_READ Authorization for viewing EFM-specific customizing tables. EFM administration. Authorization Object Description S_TCODE Authorization for /OTEI/OCR_DATA transaction (HDCC download). FOLLOW_UP. In this scenario. 9. ESS/MSS document upload/inbox. logged-in ESS users have access to all employee files of their organizational unit. Authorization Object Description J_6NE_US Usage scenarios XSS (EFM is used only within the SAP ESS/MSS portal) and FUL (full access). EIM040001-AGD-EN-1 Role Description /OTEI/UPLOAD_ESS Authorization for document upload in ESS. Specific EFM checks Authorization Object Description S_CTS_ADMI Administration functions in change and transport system. Administration Guide 229 . S_NUMBER Number Range Maintenance S_TABU_DIS Table maintenance (via standard tools such as SM30 transaction). Note: The access restriction effected by the ESS/MSS portal components is only possible with the Web Dynpro Java (WDJ) version of the portal business packages. ESS/MSS authorization objects. /OTEI/XSS_RESTRICTION ESS/MSS component in the portal controls access to personnel files. In all other scenarios. In order to avoid these structural authorizations. For example. Role Description /OTEI/XSS_NO_RESTRICTION HR authorization check controls access to personnel files. The effort to configure structural authorizations for SAP ESS/MSS is very high. S_TCODE Contains authorization object field TCD with value /OTEI/SWF_ADMIN. S_USER_AUT User Master Maintenance: Authorizations S_USER_GRP User Master Maintenance: User Groups S_USER_PRO User Master Maintenance: Authorization Profile 8. in which logged-in users have extended authorizations.19. the role /OTEI/XSS_NO_RESTRICTION is used. customers may run ESS/MSS scenarios. the restriction to the single employee files an employee may see in ESS or the set of employee files a manager may see in MSS is done by the ESS/ MSS component in the portal and not by a HR authorization check on the SAP ECC side.1. for details see “Integration scenarios” on page 104. Role Description /OTEI/REPORTING Authorization for EFM reporting function. 10. • INB for document inbox. /OTEI/INST – Ticket Status. /OTEI/INMB – Ticket Changed By User. 11. Authorization Object Description J_6NE_INAP Authorization for filtering tickets in the Document Inbox. The object is not included in the /OTEI/INBOX role. Authorization Object Description J_6NE_DU Authorization for /OTEI/DU transaction with the following values: • ESS for ESS upload. S_TCODE Authorization for /OTEI/INBOX_100 and /OTEI/INBOX_110 transaction. Contains the following fields: • • • • /OTEI/INCH – Channel. S_RFC Authorization for executing function groups /OTEI/DU_WD_REND. J_6NE_REP Contains authorization object field ACTVT with value 16 (Execute). /OTEI/INCB – Created By User. • MSS for MSS upload.Chapter 19 Security Role Description /OTEI/UPLOAD_MSS Authorization for document upload in MSS. 230 OpenText Employee File Management EIM040001-AGD-EN-1 . You need to add it to a role and specify the required filter criteria manually. Authorization Object Description S_TCODE Contains authorization object field TCD with value /OTEI/RP_DTB_REPORT (transaction for EFM reporting). File upload authorization objects. Reporting. /OTEI/INBOX Authorization for document inbox. 2 Standard HR/AL checks EFM supports the HR authorization checks that are activated in the HR authorization main switches (OOAC transaction). required for full-text search. Search authorization object. Role Description /OTEI/PF_VIEW_RESTART View authorization for / OTEI/PF_RESTART transaction. EIM040001-AGD-EN-1 Administration Guide 231 . Standard HR/AL checks Authorization Object Description J_6NE_FU Authorization for Upload and Assign Documents application. The following authorization objects will be checked if the corresponding check is activated in the HR authorization main switches: P_PERNR Personnel Number Check P_ORGIN HR Master Data P_ORGXX HR Master Data – Extended Check P_ORGINCON HR Master Data with Context P_ORGXXCON HR Master Data – Extended Check with Context Authorization checks with context as well as structural authorization checks require that you create authorization profiles (OOSP transaction) and assign them to SAP users (OOSB transaction). J_6NE_PF Authorization to view the process log in / OTEI/PF_RESTART transaction. 12. 19. Role Description J_6NRL_SEA Authorization for access to search templates. That means authorization checks are supported with and without the context of authorization profiles as well as structural authorization checks. 13. Processes & Forms integration roles/authorization objects. Authorization Object Description S_TCODE Authorization for /OTEI/PF_RESTART transaction.2.19. EFM also supports the ArchiveLink-specific authorization checks when accessing documents. you can configure a corresponding HR check for the following actions: • Attach document. level W is checked. and CHECK_AUTH_0002 in the EFM basic settings. Generally.Chapter 19 Security HR checks are performed at various locations in EFM. In addition to the objects mentioned before. If no value is specified or if the entry does not exist at all. for example. With the parameters CHECK_AUTH_0000. checks are performed for every infotype/subtype that you want to access. If no value is specified or if the entry does not exist at all. you can enter all levels that are possible in HR authorization objects like P_ORGIN. the S_TCODE authorization object is checked for accessing the SAP standard transactions PA20 and PA30. DEL_HR_AUTH_LVL Specifies the HR authorization level to be checked for approving deletion of documents. CHECK_AUTH_0001. no HR-specific authorization check is performed. a check on the HR object linked to the document is performed. the 0000. 0001. Before the corresponding action is performed. that a user requires maintenance authorization (W) on a specific employee in order to be able to assign documents to this employee. • Change date of origin on document. This checks against authorization object S_WFAR_OBJ. CHDT_HR_AUTH_LVL Specifies the HR authorization level to be checked for showing the button that allows to change the date of origin. 232 OpenText Employee File Management EIM040001-AGD-EN-1 . • Delete document. • Checking the HR authorizations before leaving the Attach <document type> dialog and filtering the list of available subtypes in this dialog. The general check that is performed to view an employee in an EFM view is based on infotype 0002 (Personal Data). no HR-specific authorization check is performed. and 0002 infotypes can be set if required (see “Customizing display and defaults” on page 33). If you further drill down into the personnel file. The HR authorization level required to perform the action can be customized in the EFM basic settings (SPRO transaction). That means that you can specify. In addition to the standard AL checks. If no value is specified or the entry does not exist at all. The following list shows the corresponding EFM settings: ARCH_HR_AUTH_LVL Specifies the HR authorization level to be checked for: • Filtering the list of document types displayed when archiving documents. 19.0 or higher). In the maintenance view /IXOS/OA_CUST_A. only the parameter AUTH_CHECK_TYPE has to be maintained in the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > Assign Values for Basic Settings activity.cfg and set the following property: vu_UseSignedURLsOnly=true 2. To use these time-dependent authorization checks also for EFM. anyone will have access. With OFF. activate the Use Signature flag for a specific content repository. Edit the Web Viewer configuration file viewer.4 Enabling time-dependent authorization checks Time-dependent authorization checks implement in the SAP system a time-dependent pattern to check for current authorizations. To customize the time-dependent authorization checks: 1.3 Enabling signature verification for Web Viewer application OpenText recommends to enable signature verification for the OpenText Imaging Web Viewer imaging application (Release 10.3. OpenText strongly recommends to specify an appropriate authority check. EIM040001-AGD-EN-1 Administration Guide 233 . but user exit implementations for authorization checks are still called. enter the parameter TIME in the Value column of the AUTH_CHECK_TYPE setting. no EFM standard HR authorization checks are executed. Caution If you define no authority check.2. When you enter STANDARD or no value. icon. 19. To activate the time-dependent authorization check. Enabling signature verification for Web Viewer application 19. the EFM standard HR authorization checks are executed (default customizing). Navigate to the OpenText Business Suite for SAP Solutions > Employee File Management (EFM) > Basic settings > Assign Values for Basic Settings activity and click the 2. To enable signature verification: 1. For security reasons. . copied customizing entries will be created for this project (mandatory). To Project Defines the target project. Note: When you do not specify a From view parameter and copy view-dependent customizing. Language Defines the language for the source customizing. From Version/From View Defines the version/view for the project of the source customizing. for example by implementing user exits or doing layout changes.1 Periodical maintenance tasks Employee File Management maintenance comprises the following: • • Check for EFM error messages in the SAP Application Log: Execute the SLG1 transaction and specify /OTEI/EIM as a log object. Regularly check the EFM HCM Processes & Forms log using the / OTEI/PF_RESTART transaction. To Version/To View Defines the version/view of the target project. If required. • Regularly monitor the EFM-specific workflows using the /OTEI/SWF_ADMIN transaction. this is object S_TABU_DIS for authorization group J6NE (EFM) and activity 02 (change/edit).Chapter 20 Appendix 20. you can restrict the source and target entries with the following parameters: From Project Defines the DocuLink project for the source customizing (mandatory).2 Copying IMG customizing You may copy EFM standard customizing to a new project which you have modified beforehand. To copy EFM-specific customizing: 1. you require the authorization for customizing changes in SPRO. 20. 2. Execute the /OTEI/COPY_IMG_CUST transaction. To execute this transaction. then the customizing for all views is EIM040001-AGD-EN-1 OpenText Employee File Management 235 . 20. Click the button. Therefore it is not possible to specify a To View parameter without selecting a From View parameter. each option corresponds to an EFM or DocuLink IMG activity. The error messages are related to the /OTEI/EIM log object and the following sub-objects: /OTEI/AUTH Authorization check /OTEI/CP EFM Cockpit /OTEI/CUST Customizing /OTEI/DU_WD Document upload /OTEI/FU_WD File upload /OTEI/GUEST Guest user access /OTEI/INAPI Ticket processing API used by ESS/MSS Upload and Document Inbox applications /OTEI/INB File import /OTEI/LOG Activity log /OTEI/PF Processes & Forms /OTEI/RM Records Management /OTEI/STANDARD Standard access 236 OpenText Employee File Management EIM040001-AGD-EN-1 .Chapter 20 Appendix copied. Specify every customizing option that you want to copy by clicking the respective option. 3. 4. Request/Task Defines a customizing transport request to which all copied customizing entries will be written.3 Application log You may monitor the error messages in the standard SAP application log. Tip: Monitoring a system this way allows you to improve the overall performance by adjusting the EFM customizing. 2. Click the EIM040001-AGD-EN-1 button. Administration Guide 237 .20. Example: If you receive repeated messages that no guest user account is available for a specific access type. You can use the SAP application log for tracking down specific problems (errors) or for periodically monitoring a system to check if specific problems/issues reappear. you can add more guest users of this access type in the customizing. To monitor protocol entries: 1. Enter the required selection criteria.3. Application log /OTEI/WF Workflows For the EIC integration. the /OTEI/EIC log object with the /OTEI/UI sub-object is used. Execute the SLG1 transaction. 3. attribute object. The lower pane displays information about the related project. 4.4 Backup and recovery All application and customizing data is stored in database tables in the SAP ERP. version. icon. user action.Chapter 20 Appendix A table with all log entries that match the criteria is displayed. The Details of record dialog displays the details such as the employee personnel number. 20. and object ID related to the message. To display the message of a certain entry from the application log. double-click on the respective row in the table. subtype. 238 OpenText Employee File Management EIM040001-AGD-EN-1 . Therefore you must use the standard SAP backup and recovery mechanism (DBBackup and Recovery). infotype. Click the (Detail) icon. and a 5. 20.5. Single sign-on between EIC system connections 20.5 Single sign-on between EIC system connections In order to use the single sign-on (SSO) service, the certificates of the SAP CRM and the SAP ECC system must be exchanged using the STRUSTSSO2 transaction. The results of this procedure can be checked in the SSO2 transaction. Note: For more details, see the corresponding SAP documentation. 20.6 Supportability Employee File Management is an add-on that runs on SAP ERP and SAP NetWeaver Portal. You can use the SAP standard tools to get remote access to SAP ERP (through SAP GUI) and SAP NetWeaver Portal on the customer system. For details see http:// service.sap.com/access-support. Employee File Management does not provides any dedicated read-only roles that can be used for remote access to customer systems. However, you can use the roles and authorization objects described in chapter “Security“ on page 225 to build corresponding read-only roles for remote access by customer support. 20.7 Troubleshooting Troubleshooting describes some commonly encountered problems, and provides solutions or tips on how to avoid them. For further information on known problems for your Employee File Management version see the corresponding Release Notes in the OpenText Knowledge Center. Users cannot access EFM Check if the required EFM/HR/AL authorizations are assigned to the SAP users that work with EFM. Access problems with guest users • Check if number ranges were maintained for guest users. • Check if guest user accounts were maintained for the required access types. • Check if title, subtitle, and description for guest user logon in EFM Web UI were maintained for all required languages (only required EFM Web UI). Problems with email notification for guest users • Check if domains for email notification were maintained (only required for email notification in guest user scenarios). • Check if an email footer was maintained for all required languages/access types/guest user accounts (only required for email notification in guest user scenarios). Problems with activity workflow scenario • EIM040001-AGD-EN-1 Check if number ranges were maintained for activity workflow scenarios. Administration Guide 239 Chapter 20 Appendix • Check if automatic workflow customizing was performed. • Check if agent assignment attributes are set to General Task for workflow templates and standard tasks. Unexpected behavior when working with documents Check EFM basic settings in the SAP IMG customizing. Certain document types are not displayed in Web Viewer Check if the required Web Viewer customizing for the respective document type is available. Delete workflow does not delete classified records from the Content Server Check that the flag Under Disposition Control in the RSI is used by the respective records. Make sure that this flag is not set. Problems with localization Translations in some tables are only imported to client 000. Make sure that the respective tables are also copied to the productive client. Proceed as follows: 1. Execute the SLMT transaction 2. From the Language menu, select the Special Actions > Client Maintenance entry to copy the tables. As an alternative, you can also use transports to copy the respective tables from client 000. For more details, check the SAP documentation and SAP OSS note 43853. Notes • • Resetting buffers - After importing language packages to the SAP system, it can become necessary to reset certain buffers. For example, you can use the following transactions: • /$SYNC - reset all buffers • /$OTR - reset OTR text buffers (HTTP texts) • /$CUA - reset SAP GUI object buffers • /$DYN - reset SAP GUI dynpro buffers Updating generated reports - After importing language packages to the SAP system, it can become necessary to update generated reports including selection screens. Proceed as follows: 1. Execute DocuLink customizing transaction J6NP and select your project. 2. Select tool bar entry Extras > Delete generated Reports > Including selection screens. Screens will be created with the latest values when used the next time. 240 OpenText Employee File Management EIM040001-AGD-EN-1 20.7. Troubleshooting Scheduled import jobs do not appear in the File Import Administration dialog (/ OTEI/INB transaction) • Check job log of scheduled import jobs for more details using SM37 transaction. • Check SAP SLG1 logging for more details using object /OTEI/EIM, subobject /OTEI/INB. File import job runs into error with error description “Document attributes could not be read (FILENAME ...” If the Web Viewer is not available during the file import for any reason, the file import job runs into an error. In the /OTEI/INB transaction, in the Erroneous and unfinished files of selected import section, the above error description is displayed truncated. Check that the Web Viewer is available. EIM040001-AGD-EN-1 Administration Guide 241 ensures that a second user. “organizational allocation”. document. A flexible folder structure provides an alternate view on HR documents.and workflowrelated EFM activities. Delete with Approval Workflow process to delete documents from a personnel file. including a feature that allows you to browse through thumbnails of the documents. and applicant data by logical criteria. or “basic pay”. Guest user Workflow role which allows a temporary access to EFM for users who are not employees of the HR department. initiates the process. Flexible folder view View type that uses the SAP view cluster technology and makes it possible to group documents belonging to different infotypes into one folder. Typical examples for infotypes are “family/reference person”. time management. the so-called recipient. independent of the infotype structure. Follow-up workflow Workflow process to trigger a check or any other processing of certain documents in personnel files or a complete personnel file. Infotypes combine the data fields of the HR master records. An administrator can use this log to get a chronological list of activities that may have caused an error case. Creator Workflow role for a Follow-Up or Delete with Approval workflow process. the so-called recipient. Assign this task to the required HR employee. based on the SAP Web Dynpro technology. Infotypes can be identified by their four-digit keys. This log can be used by HR managers on a regular basis to get an overview of the processed personnel files. EFM Web UI Web-based environment.Glossary Activity log Provides a customizable logging of all guest user. EIM040001-AGD-EN-1 OpenText Employee File Management 243 . must approve all deletion processes. Infotype view View type that uses SAP HR infotypes for structuring. lock indicator. and end date. Recipient Workflow role for a Follow-Up or Delete with Approval workflow process. For example. start date. etc.Glossary OBJPS The object identification (object ID) is used to distinguish between data records with the same infotype. child. subtype. The documents are transferred to a user-specific upload buffer and can then be assigned to one or multiple employee files. 244 OpenText Employee File Management EIM040001-AGD-EN-1 . Dragging documents from the file system it is possible to upload documents automatically. processes the respective workflow item. to identify more than one adress. Upload and Assign Documents application Drag&Drop-style file upload component in the EFM Web UI.