Easy and Flexible Connection between Storage ... - PBS Software

PBS ContentLink
Easy and Flexible Connection
between Storage, SharePoint ® and SAP ® Solutions

Table of Contents
PBS ContentLink –
Enterprise Content Management with
Efficient Usage of Modern Storage Systems as an Archive ............3
PBS ContentLink and External Storage Systems..............................3
Direct Compliant Usage of SAP ECM functionality .........................4
Direct Compliant Usage of SAP ® ECM functionality.........................4
Cost Savings and Increase in Performance ....................................6
Cost Savings and Increase in Performance .....................................6
Flexible Retrieval ..............................................................................7
Flexible Retrieval ...............................................................................7
Information Lifecycle Management –
Information Lifecycle Management .................................................8
the Interaction makes the Difference ..............................................8
Integration with MS SharePoint ® ......................................................9
Special PBS ContentLink Features ...................................................9
Enhanced PBS ContentLink Features .............................................10
Implementation Scenarios –
Embedding in the SAP Infrastructure ............................................10
Implementation Scenarios...............................................................11
System Requirements ....................................................................11
Enterprise Content Management
with PBS ContentLink and External Storage Systems
Too little importance is often given to
data archiving in many SAP environments.
This is without good reason,
because a consistent archiving strategy
can strengthen and enhance the
efficiency of a productive system. Such
a strategy helps to shape business
processes in an integrated way on the
basis of unstructured and structured
data. Using modern technologies ensures
fast and companywide access to
all archive data with low infrastructure
and operating costs.
SAP provides a whole range of Enterprise
Content Management functions
in the standard with its SAP NetWeaver
technology platform and its numerous
applications. The storage of archive
data alone requires the use of external
archive or storage systems that can
be acquired via third party suppliers.
As communication solution between
SAP and storage systems, PBS ContentLink
enables a direct, cost-efficient
usage of modern fixed content storage
systems of leading manufacturers on
the basis of SAP ECM standard functionality,
which prevent automatically the
overwriting or deletion of archive information.
The lean architecture ensures
the implementation of a future-proof
ECM strategy on the basis of the SAP
protocols ArchiveLink and ILM WebDAV
for the transfer of archive data. Compared
to classical ECM solutions, PBS
ContentLink enables the implementation
of ECM processes with considerably
lower maintenance and operational
costs, as it does not require an own
database. Furthermore, PBS Content-
Link enables an integration with
Microsoft SharePoint.
Company Profile .............................................................................12
SAP System
PBS
ContentLink
Retrieval
Storage
Administration
SAP ArchiveLink
SAP ILM WebDAV
PBS
ContentLink
(Server)
Storage API
Storage
System
Microsoft
SharePoint
Scan Systems
2
Figure 1
PBS ContentLink (PCL) is a lean software solution for compliant archiving of structured and unstructured SAP data
on external storage systems and for integration with MS SharePoint (please see the product specification for more
details about the supported storage systems). It supports all SAP archiving scenarios and was certified by SAP for
both storage protocols ArchiveLink and ILM WebDAV.
3

Direct Compliant Usage
of SAP ECM functionality
As an interface between SAP applications
and compliant storage systems
PBS ContentLink provides simultaneously
reliable data storage with fast
data access. This enables you to store
documents and files via a direct access
from an SAP system in a storage system
and import them again.
The archive data is stored in an unchangeable
format to fulfill legal and
regulative requirements. Data and
documents can be evaluated at any
time in their original format. This is
ensured by the respective fixed content
storage system.
The combination of the SAP ECM
standard with PBS ContentLink
provides the following functions without
the need to run an external ECM
system:
SAP Data Archiving
When PBS ContentLink is used for
storing data, the files are archived on
the storage system taking into consideration
legal and internal storage
guidelines. You can, however, access
them quickly and easily at any time.
SAP Data Extraction (DART)
Are you one of the SAP customers
who use DART for a data extraction
during tax audits Using PCL you can
archive all DART files in a compliant
and – at the same time – compressed
way. This results in a memory space
saving of about 90 percent.
SAP Print Lists
You can store print lists in compressed
form using PBS ContentLink, which
results in a 90 percent memory space
saving. You can access print lists that
were archived in PCL directly via the
SAP frontend or a web application.
SAP Document Management
PBS ContentLink enables statusdependent
document storage using
SAP document management and a
modern storage system. You can
define, for example, write protection
and a minimum retention period for
released objects.
SAP Data Archiving
SAP Print Lists
SAP Data Extraction (DART)
SAP Business Documents
In addition to manually linking original
documents to the SAP documents
from different application modules you
can save completely automatically, for
example, outgoing invoices using PBS
ContentLink.
SAP Records & Case Management
You can define in the Customizing for
SAP Records & Case Management that
via SAP KPro linked documents are
stored in a manner acceptable for
auditing purposes using PBS Content-
Link.
SAP Business Documents
Incoming Document Processing
SAP Workflow Integration
SAP Document Finder & TREX Full text search
SAP Document Management
PBS ContentLink
Incoming Document Processing
If you use an SAP ArchiveLink-compatible
scan system, you can implement
incoming scenarios in an inexpensive
way using PBS ContentLink.
SAP Document Finder &
TREX Full Text Search
You can search for stored and also archived
documents with the “Document
Finder”, and use keywords or a full text
search via TREX. The search criteria can
be adapted to meet your needs.
SAP Workflow Integration
By using early archiving scenarios, PBS
ContentLink is integrated seamlessly
with SAP workflows. You can, for
example, implement easily an invoice
verification.
PBS ContentLink connects SAP processes
with your corresponding
documents. Company documents are
connected with the respective business
objects and the related business
processes.
SAP Records & Case Management
Figure 2
4 5

Cost Savings
and Increase in Performance
PBS ContentLink contributes to massive cost savings mainly with the
functions below:
• Pure interface for directly connecting
modern fixed content storage systems
to SAP systems without using
a separate database
• Modern software architecture for
scalability and high availability
Cost Savings and
Increase in Performance
• Monitoring of the PCL server and of
the connected storage system via
the SAP system
• Data compression for an optimal
usage of storage platforms
• Extensive functionality for the retrieval
of data, documents, and print
lists via the SAP system.
Monitoring and administration are tion are kept to a minimum, which
executed directly in the SAP system. results in a considerable reduction in
PBS ContentLink does not need its costs for your SAP archive data
own
PBS
user
ContentLink
interface. Thus
contributes
costs for
to the massive
management.
cost savings during
the implementation of archiving scenarios with the integral
installation, configuration and operafunctions
below:
Costs per month Legacy Archive Solution PBS ContentLink Savings
Hosting costs for server hardware 13,101 EUR 2,033 EUR 85 %
Outsourced archive server administration cost 3.883 EUR 0 EUR 100 %
Unscheduled maintenance and upgrades 160 hours 4 hours 98 %
SD sales orders and goods receipts
from the SAP database and displays
the linked original document.
Flexible Retrieval
The ContentReader, which is part of
PBS ContentLink, enables you to
define in an extremely flexible manner,
special retrieval indices, selection
screens, and output lists including
variant control and a detailed authorization
concept. Thanks to the definition
of hierarchical dependencies in an
index you can also easily display complex
document structures and thus
create user-specific document and
print list retrievals.
In addition to compliant data storage,
the retrieval of documents and print
lists also belongs to the central requirements
of the user departments.
For example, the retrieval of goods
receipts for sales orders in a specific
period. This retrieval is executed via
SD sales orders and goods receipts
from the SAP database and displays
the linked original document.
The ContentReader, which is part of
PBS ContentLink, enables you to
define in an extremely flexible manner,
special retrieval indices, selection
screens, and output lists including
variant control and a detailed authorization
concept. Thanks to the definition
of hierarchical dependencies in an
index you can also easily display complex
document structures and thus
create user-specific document and
print list retrievals.
different views of an index. Frequently
used search criteria is saved as userspecific
variants.
In addition to compliant data storage,
A particular the retrieval advantage of documents is the ability and to print
perform lists a retrieval also belongs via already to the archived central requirements
data of that the was user indexed departments.
SAP database
using the For PBS example, archive the add retrieval ons. This of goods
enables receipts a seamless, for sales configurable orders in a specific
retrieval period. via current This retrieval and archived is executed via
database SD data, sales documents orders and goods and print receipts
lists. PBS from archive the SAP add database ons are software and displays
packages the that linked are original developed document. in an
identical way to the SAP modules, and
that provide The ContentReader, seamless data which access is part of
even after PBS archiving ContentLink, has enables taken place. you to
define in an extremely flexible manner,
special retrieval indices, selection
screens, and output lists including
variant control and a detailed authorization
concept. Thanks to the definition
of hierarchical dependencies in an
index you can also easily display complex
document structures and thus
create user-specific document and
Flexible Retrieval
Having defined the indices and
generated the index data you can
either easily search for the required
data via the SAP GUI or the supplied
web interface.
The control via index variants enables
different views of an index. Frequently
used search criteria is saved as userspecific
variants.
A particular advantage is the ability to
perform a retrieval via already archived
SAP database data that was indexed
using the PBS archive add ons. This
enables a seamless, configurable
retrieval via current and archived
database data, documents and print
lists. PBS ContentLink can be used in
combination with PBS NAI in order to
speed up the retrieval of documents and
print lists. Please see the NAI White Paper
for more information about the PBS
print list retrievals.
Nearline Analytic Infrastructure (NAI).
Having define
generated the
either easily s
data via the S
web interface
The control via
different views
used search c
specific varian
A particular ad
perform a retr
SAP database
using the PBS
enables a sea
retrieval via c
database data
lists. PBS arch
packages tha
identical way
that provide s
even after arc
Figure 3
The overall costs for PBS ContentLink are significantly lower compared to other archiving solutions, which
is clearly shown by the table above displaying data from a customer installation.
Figures 5
A search performed via the supplied web interface provides you
the same convenient retrieval options as via the SAP GUI including
variant control, archive data access and authorization concept.
Figures 5
A search performed via the supplied web interface provides you the same convenient retrieval options as via
the SAP GUI including variant control, archive data access and authorization concept.
6
Figure 4
PBS ContentLink demonstrates excellent performance
values and high scalability thanks to its multithreading
architecture. The graphic displays the results of
comparable measurement values of PCL with two
classical ECM systems.
PBS NAI
SAP System
PBS
ContentLink
Retrieval
Storage
Administration
PBS
archive
add ons
Figure 6
PBS ContentLink can be used in combination with the
PBS archive add ons to expand a search also to archived
data. In combination with PBS NAI, a considerably
faster access can be achieved.
7
F
A
t
v

8
Information Lifecycle Management
Information Lifecycle Management –
the Interaction makes the Difference
Storage systems also have to meet This process has to be triggered
various Storage requirements systems also from have a compliance
various and audit requirements perspective. from This a also compli-
explicitly by the application system.
to meet explicitly This process by the application has to be triggered system.
includes ance the and final audit deletion perspective. of structured This also PBS ContentLink also supports current
and includes unstructured the final archive deletion data of after structured SAP PBS developments ContentLink related also supports to their Information
SAP developments Lifecycle Management related to solu-
their In-
current
the legal and unstructured retention periods archive have data ex-aftepired.
the A legal particular retention challenge periods here have is extionformation
Among these Lifecycle are the Management SAP Reten-solu-
the synchronized pired. A particular deletion challenge of SAP here da-
is tion tion. Manager Among and these SAP are Retention the SAP Retentabase
the documents synchronized with deletion related of origi- SAP database
documents PBS provides with related you an origi-
an SAP Warehouse. WebDAV Both interface components to connect require
Warehouse. tion Manager Both components and the SAP require Retention
nal documents.
SAP-compliant nal documents. solution PBS based provides on the you an to a an fixed SAP content WebDAV storage interface system. to connect
SAP SAP-compliant customizing of solution object links based during on the PBS to ContentLink a fixed content supports storage not only system.
the maintenance SAP customizing of retention of object periods. links during the widely-used PBS ContentLink ArchiveLink supports but not also only
When the doing maintenance this, PBS follows of retention the idea periods. the ILM the WebDAV widely-used procedure ArchiveLink for storing but also
of connecting When doing SAP this, business PBS follows objects the idea archive the data. new ILM Thus WebDAV all ILM scenarios procedure are for
with of runtime connecting information SAP business and passing objects supported storing directly archive by data. the Thus simultaneous all ILM
this on with to runtime the storage information system via and PBS passing support scenarios of both are protocols. supported directly by
ContentLink. this to the storage system via PBS the simultaneous support of both
The fixed ContentLink. content storage system being An example protocols. is the storage of FI documents
with defined retention period
used The then fixed adopts content the storage retention system period being
for each used stored then adopts object the and retention protects it period via SAP An example WebDAV is and the the storage simultaneous of FI documents
with with defined original retention documents period
against for each overwriting stored within object this and period. protects it connection
The object against can overwriting only be removed within this from period. that via are SAP stored WebDAV via ArchiveLink. and the simultaneous After
the storage The object system can only by a be final removed deletion from the legal connection retention with period original has documents expired,
after the the storage retention system period by has a final expired. deletion PBS that ContentLink are stored enables via ArchiveLink. you to carry After
after the retention period has expired. out a the synchronized legal retention final period deletion has of expired,
archived PBS ContentLink SAP FI documents enables and you the to carry
related out original a synchronized documents. final deletion of
archived SAP FI documents and the
related original documents.
Figure 7
PBS ContentLink Figure 6 enables the definition of retention
periods PBS that ContentLink are transferred enables directly the definition to the storage of retention
system. periods Values that for are financial transferred accounting directly and to sales the storage
documents system. are Values defined for in financial the table. accounting and sales
documents are defined in the table.
Integration
with Microsoft SharePoint ®
PBS ContentLink provides a connection
not only between SAP and all
well-known storage systems. In addition
to pure storage systems,
SAP System
PBS
ContentLink
Retrieval
Storage
Administration
PBS
ContentLink
(Server)
Structured Data
Figure 8:
Connection of an SAP system to Microsoft SharePoint using PBS ContentLink. From the SAP system, unstructured
data is stored in SharePoint and structured data is stored in an external storage system.
For this purpose, you set up a PBS
ContentLink instance and connect it to
both the SAP system and the Share-
Point server. In order to transfer data
to the SharePoint server, a connector
script needs to be installed on the
SharePoint server. Once these provisions
have been made, all unstructured
data created within an SAP
system can be stored directly in the
SharePoint server and processed
further. Thus in SharePoint, you can
retrieve documents which have been
stored there as well as documents
coming from SAP systems. In this way,
Unstructured
Data
SAP systems can also be connected
to a Microsoft SharePoint server using
PBS ContentLink.
MS SharePoint
Storage
System
MS Office
MS Outlook
etc.
PBS ContentLink enables a clearly
improved integration of SAP and
Microsoft applications. For example,
detailed searches for SAP documents
and SAP print lists can be performed
in SharePoint. The transfer of
unstructured data between SAP and
SharePoint can be monitored via the
PCL cockpit. While structured data is
stored in an external storage system,
which does not affect SharePoint,
unstructured data is stored in Share-
Point, involving an efficient integration
between the SAP system and Share-
Point.
9
8

Special PBS ContentLink Features
10
Enhanced
ZERO Administration
Monitoring in the SAP System
Since PBS ContentLink does not need a separate The SAP application support is not only able to
database, virtually no administration is necessary monitor the status and the usage of the PBS
while PBS operating ContentLink the system. Features Even the effort required ContentLink server but also the connected storage
for planned maintenance (for example, upgrade or system via the PCL Cockpit. Log files can be downloaded
Availability via this Cockpit for an error analysis.
HW Programming migration) Interface is manageable.
High
PCL contains an ABAP API with which customerspecific
Availability
programs can be used to read and set, for PBS Programming ContentLink also Interface supports classical scenarios
In addition to the modern hardware virtualization,
High
In example, addition the to status the modern of stored hardware objects or virtualization,
the minimum
ContentLink retention period also in supports the storage classical system. scenarios availability specific environment. programs can be used to read and set, for
such PCL as hot/cold contains standby ABAP for API implementing with which a high customer-
PBS
such Fixed content as hot/cold storage standby systems for generally implementing control internal
replication environment. mechanisms that form a basis for Caching mum retention period in the storage system.
a high example, the status of stored objects or the mini-
availability
safeguarding system stability. Redundant storage sys- To improve the reading speed, the data can be
Caching tems can be populated with data directly or synchronously
improve with PBS the ContentLink. reading speed, You do the not data need can the in-
be server. Fixed The content cache optimizer storage systems ensures generally that always control in-
written Software to the local Replication cache of the PBS ContentLink
To
written ternal mechanism to the local of the cache connected of the storage PBS ContentLink system the ternal latest files replication of specific mechanisms data archiving that files form are a in basis for
server. when doing The this. cache This optimizer functionality ensures can simplify that considerably
latest the files management of specific of data the storage archiving system. files are in to achieve tems can optimal be populated performance. with In data addition, directly PBS or synchro-
always the safeguarding cache of the PBS system ContentLink stability. server Redundant in order storage sys-
the
the cache of the PBS ContentLink server in order ContentLink nously with supports PBS ContentLink. the SAP Cache You server do not to need the in-
Monitoring achieve optimal in the SAP performance. System In addition, PBS accelerate ternal mechanism accesses from of connected the connected WAN networks. storage system
ContentLink The SAP application supports support the SAP is not Cache only able server to to when doing this. This functionality can simplify considerably
the management of the storage system.
accelerate monitor the accesses status and from the usage connected of the WAN PBS networks. Scalability
ContentLink server but also the connected storage PBS ContentLink is installed in instances. Each instance
Scalability supports a separate repository. Since these
Retention system via the Management
PCL Cockpit. Log files can be downloaded
via this periods Cockpit can for be an defined error analysis. and set generi-
instances PBS ContentLink are independent is installed of one other, in instances. they can Each in-
Retention
cally via the ILM protocol WebDAV 2.0 in the latest be combined, stance supports for example a separate on one repository. server, or also Since these
SAP ZERO release. Administration PCL fully supports this functionality distributed instances on different are independent servers. PCL of can one be other, scaled they can
and Since was PBS certified ContentLink for does this accordingly. not need a separate Moreover, in various be combined, combinations. for example on one server, or also
PCL database, also enables virtually no the administration use of retention is necessary periods for distributed on different servers. PCL can be scaled
the while ArchiveLink operating the protocol system. on Even the the basis effort of required document Data in Security various combinations.
type for planned and category maintenance from (for SAP example, ERP 4.6C. upgrade or Access protection is ensured during storage via
HW migration) is manageable.
PBS Data ContentLink Security not only by using signed URLs,
but Access also by checking protection the is IP ensured addresses during that try storage via
access. PBS The ContentLink data integrity not is only checked by using while signed reading URLs,
by an but MD5 also Hash. by checking the IP addresses that try to
access. The data integrity is checked while reading
Retention by an MD5 Management Hash.
Retention periods can be defined and set generically
via the ILM protocol WebDAV. PCL fully supports
this functionality and was certified for this
accordingly. Moreover, PCL also enables the use of
retention
Figure 7periods for the ArchiveLink protocol on
The PCL server can be monitored directly via the connected SAP
the basis of document type and category from SAP
system using the PCL cockpit. In this way, the server can be
ERP 4.6C.
Figure 9
The PCL server can be monitored directly via the connected SAP
system using the PCL cockpit. In this way, the server can be
monitored directly by SAP administrators.
monitored directly by SAP administrators.
Implementation Scenarios
PBS ContentLink enables you to set
up a connection between one storage
system and multiple SAP systems.
A typical SAP environment contains development,
test, QA and production
systems. Each of these SAP systems can
be connected individually via a
specific PBS ContentLink program instance
and a corresponding content
repository (SAP ArchiveLink customizing
parameters) to the storage system.
SAP ERP
Development
read
PCL Instance 1:
Content
Repository D1
SAP ERP
Test / QA
PCL Instance 2:
Content
Repository S1
PBS ContentLink
Storage System
Other applications such as mail, file server, etc.
The figure shows a typical SAP system
environment. In addition to the usage
in the production environment it is also
possible to develop, test and evaluate
archive scenarios on the basis of the
respective storage platform. PBS ContentLink
can be used in the same way in
other SAP systems such as SAP NetWeaver
Business Warehouse.The figure also
shows how archived data from a production
system can be read from other
systems. This feature enables evaluations
in mirrored systems without increasing
the load in the production system. The archived
data only needs to be kept once.
Operating costs can be reduced significantly
by intensive archiving in the
production system. This effect is multiplied
by each mirror system.
A further benefit can be achieved by
using the same storage system simultaneously
from other applications. These
include for example email archiving
systems and file server systems.
SAP ERP
Production
write
PCL Instance 3:
Content
Repository P1
9
Figure 10
PCL can be used very flexibly in SAP system landscapes. For example, test and QA systems can have read access
to productive data but, at the same time, create and read own archive data via separate content repositories.
11

PBS Software GmbH
PBS Software GmbH
PBS Software is a leading provider of add-on software for
PBS Software is a leading provider of
add-on software for SAP solutions for
areas like data archiving, extraction and
storage, as well as system closings. The
company has been known to be an expert
on complex, integrated data access
to both archived and nearline data
in SAP applications for many years. In
addition to classical SAP data archiving,
the extensive PBS solutions also support
the SAP BW-specific nearline storage
concept that enables completely
new ILM application scenarios together
with the column-based analytics server
Sybase IQ.
SAP solutions for areas like data archiving, extraction and
storage, as well as system closings. The company has been
known to be an expert on complex, integrated data access
PBS develops pragmatic ILM tools in
close collaboration with SAP and supports
the new SAP ILM solution as an
SAP SOFTWARE SOLUTION PARTNER.
For further information:
www.pbs-software.com.
to both archived and nearline data in SAP applications for
many years. In addition to classical SAP data archiving, the
extensive PBS solutions also support the SAP BW-specific
nearline storage concept that enables completely new ILM
application scenarios together with the column-based analytics
server Sybase IQ.
PBS Software GmbH
Schwanheimer Strasse 144 A
64625 Bensheim, Germany
phone: +49 (0) 62 51 / 174 - 0
fax: +49 (0) 62 51 / 174 - 174
e-mail: info@pbs-software.com
www.pbs-software.com
PBS Software GmbH
Schwanheimer Strasse 144 A phone: +49 (0) 62 51 / 174 - 0 info@pbs-software.com
64625
PBS
Bensheim,
develops
Germany
pragmatic
fax:
ILM
+49
tools
(0) 62
in
51 /
close
174 - 174
collaboration
www.pbs-software.com
with SAP and supports the new SAP ILM solution as an SAP
SOFTWARE SOLUTION PARTNER.
For further information: www.pbs-software.com.
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