enaio® repository-manager

enaio® repository-manager establishes the connection between SAP® and the enaio® system and organizes and manages storage and retrieval of documents in both enaio® and SAP®.

Version Note

enaio® repository-manager 4 can optionally be updated to version 5.0.

With version 5.0, KGS components are no longer used and the ArchiveLink and ILM connections are split into two separate services.

• 'repositorymanager-ilm' service for the ILM connection

• 'repositorymanager-ilm' service for the ArchiveLink connection

To migrate, follow the instructions in the Technical Release Notes for version 11.10.

The configuration of enaio® repository-manager 5.0 corresponds to the configuration for enaio® version 11.10.

Data Model in enaio®

The data model in enaio® consists of two structures. One is the technical structure, which is generic and responsible for actual data storage, and the other is the public structure, which consists of a customer-specific object definition. The actual documents (which can be found in the technical structure) are referenced in the public structure with reference documents.

The technical object definition contains one or several folders of a type, which should be known according to the SAP® content repository. Specific documents, such as invoices, can be found in such a folder.

A reference to these documents can be made from the customized object definition (also named 'descriptive structure', for example, customer – project – invoice) with a cross-type reference document (shown as a green arrow).

These references are created via the enaio® data2ecm module.

The name of the descriptive and technical object definition also refers to the access rights of the user accounts. Full access should only be for the technical user for the technical object definition. The technical user is the 'root' user by default, which can be changed. Full access rights for the technical user are required for the object definition.
You can install more than one repository in the enaio® system, each of which represents a separate technical cabinet that should be given a name that indicates the relevant SAP® repository (e.g., SAP_P01_E1).

Technical Object Definition

The technical object definition is also installed as a file. The XML file is located in the \working-dir\obj-def installation directory under the name 'asobjdef_GenericCRweb.xml.' It can be imported to the enaio® system from there via enaio® editor.

The technical object definition for ArchiveLink consists of a cabinet that contains the following fields:

Field name	Description
Content repository	Name of the content repository
ArchiveLink Version	ArchiveLink log version number (e.g., 0046)
Document protection	Document protection, a user-defined combination of the operations 'r' (read), 'c' (create), 'u' (update), 'd' (delete) defines the ArchiveLink ACL (AccessControlList). If SAP® does not provide information when a document is created, the default value as defined in the KGS configuration interface will be valid (normally 'rcud': i.e., the document is protected from all operations).
DocID	Document ID that unambiguously identifies the SAP® document.
Creation Date/Time	Date and time of creation
Last modification Date/Time	Date and time of the last modification
Barcode	Optional: Temporary unique ID that can be used to assign a document located in enaio® to a business transaction in the SAP® system.
Barcode sent to R/3	This document flag indicates whether the barcode and thus the document have already been reported to SAP®.
Legal hold lock	Specifies that the document has to be retained due to legal reasons (legal hold) so that the document or its components cannot be deleted. This property was introduced with version 7.0. It is enabled for specific scenarios only.
Expiration date	Retention period for the document and its components This property was introduced with version 7.0. It is enabled for specific scenarios only.

 

The cabinet contains the following three document types:

Document type	Main type	Description
Default components	W-Document	Used for general documents
Scanned components	B/W-Document	Used for FAX documents.
Text components	W-Document	Used for text documents

As can be seen from the table, depending on the document type of the SAP® system ('image/tiff', 'fax', or 'text') the documents will be saved in the enaio® system with the relevant document types.

The mapping of which MIME type will be saved in which enaio® repository-manager object type is defined in the configuration of enaio®. This separation offers advantages in data storage and archiving, especially when it comes to administration and performance.

The structure of the single document types is always the same:

Field name	Description
Component_ID	Component ID ('data' for multipage TIFF files or data, data1, data2, etc. for single page TIFF files)
Content type	MIME type (image/tiff or application/pdf, for example)
FileName	File name of the 'source file'. As it is always filed through Apache Tomcat's working directory, the name is always a temporary file name.
Creation Date/Time	Date and time of creation
Last modification Date/Time	Date and time of the last modification
ArchiveLink Version	ArchiveLink log version number (e.g., 0046)
Application Version	Version number of the application (e.g., 1.0)
Charset	Character set (optional)
Compressionstring	Compression with gzip is performed by the content server for components with a size that exceeds the adjustable threshold value CompressionSize. This offers advantages for storing, especially for storing print lists that have an uncompressed size bigger than 2 GB. With previous compression they are usually reduced to 10% of the original size. With this administrative information, the content server is able to determine the uncompressed size of the component and which compression parameters have been used.

Assignment of SAP® Structures to enaio®

It is necessary to map SAP® structures in the technical object definition as part of enaio® repository-manager's task to map SAP structures in enaio®.

enaio® object	SAP® object
Folders	Documents
Documents	Component

ILM

Only one cabinet is required for ILM. The cabinet is also a part of the asobjdef_GenericCRweb.xml object definition file.

• Cabinet/folder type: SAP ILM collection

• W-Document type: SAP ILM resource

The ILM objects are only managed by SAP®. Displaying in enaio® and other scenarios with reference documents is not relevant because these are not stored in a readable format.