connexas content AddOn: URL-Jumper

URL-Jumper: Enable Alfresco Document Management for SAP

 

connexas4content Module AddOn URLJumper



URL-Jumper: About the AddOn

The AddOn URL-Jumper is intended to enable all Alfresco document management capabilities for a SAP business object. If you’re using SAP Archivelink (by using connexas) to store and access documents from Alfresco, the SAP user will see a link in the attachment list of the business object that opens the document directly within the SAP viewer. However, there is no way to do any further actions – it’s just a view of the document (that’s what the ArchiveLink protocol was made for). With our AddOn URL-Jumper, we provide the capability to jump from the SAP business object’s attachment list directly to the document in Alfresco Content Services and therefore, all Alfresco document management features (like versioning, add/change meta-data) are available.



URL-Jumper: Quick Video Demo

This short 5 minutes video will give a quick introduction about the AddOn and how it works. BTW: Check our Youtube channel to find more related videos of our products.



URL-Jumper: Benefits

The URL-Jumper comes along with a couple of benefits that will extend connexas content to be even more powerful and productive.

  • Real Document Management is one click away from the SAP business object.

  • Create links manually or by Alfresco rules, meaning from Alfresco side.

  • Create links manually or by any SAP logic on SAP side for the business object.

  • Take advantage of access rights and permissions.

  • Enable/disable feature for each SAP content repository.

  • Allow/deny access from SAP for each SAP content repository.

  • Choose Alfresco entry point for each SAP content repository (Document Detail, Search Result,…).



URL-Jumper: Requirements / Pre-requisites


The following requirements must match to run the URL-Jumper on your systems:

  • connexas content – the certified SAP-Alfresco integration must be installed
  • A valid license is required
  • AddOn is shiped with a custom function module (BAPI) that has to be installed on SAP side
  • User must have credentials to login to Alfresco



URL-Jumper: Details & Screenshots

Below you’ll find some details and insights about the AddOn.

Access It...

The AddOn offers currently four smart ways to jump from SAP into different views of Alfresco Content Services. They are all related to the current SAP business object where the user starts from. This entry point can be set up for each SAP content repository separately.

Folder View
Folder View:
This view is intended to show all documents that are related and connected to the current business object in SAP. Besides the “real document” there can be other documents like SAP Notes for example.

 

Folder Details
Folder Details:
While this choice was made for the content repository, the user ends up directly in the folder details view. This might be interesting for some industries or some use-cases.

 

Document Details
Document Details:
If there is a need to jump directly to the related document and not to the folder, then this view can be choosen in the content repository configuration. The user will see the document details including the preview and is able to edit the properties immediately (if he is allowed to).

 

Search Result
Search Result:
The smartest way to enter Alfresco from SAP side. If a user clicks the related attachment url at the SAP business object, the faceted search in Alfresco opens and the search result appears based on document properties (i.e. SAP Content Repository, SAP Object Id, SAP Document Type,…). The properties that should be considered during the search can be easily maintain.

Link It...

There are a few ways to add the required Alfresco folder as link in SAP as an attachment URL. You either can use the related menu item from the GOS menu in SAP at the business object which is called “Create external document (URL)”. This means you have to enter the URL manually and you have to know exactly what to type in! This is not common, but would be possible. Maybe some additional functionality in SAP will pre-fill or create the link. The better way – and even what is shipped with our AddOn- is to create the link from Alfresco side. The URL-Jumper will enhance the folder actions in Alfresco with a new menu item. On click at that item, the URL will be created and attached to the SAP business object immediately. Furthermore, the action can be fully automated, too. The URL-Jumper offers a way to trigger the creation by JavaScript. Having this, an Alfresco rule can be easily used to link the folder to the SAP business object and any additional (custom) business logic can be used before or after the creation.

The Alfresco way - manually
The Alfresco way – manually:
A new folder-action menu item appears that will link the folder to the corresponding business object in SAP, once the connexas “replicate” job has finished successfully and the “SAP Replicate Details” aspect is available at the document in the folder. A new indicator icon will help to figure out folders easily that are already linked. For linked folders the “Add folder as link…” menu item is hidden.

 

The Alfresco way - automated by rules
The Alfresco way – automated by rules:
If there is a need to trigger the creation of the link based on any other customer specific business logic and automatically, Alfresco rules are the way to go. To be able to execute the action and to create the document URL on the SAP business object, the business rules has been extended to call the feature within JavaScript context. The URLJumper addon will be shipped with a rule template script that demonstrates how the implementation can be accomplished.
This is the smartest way to use the AddOn in Alfresco. It offers the most flexible and most powerful way to implement the link creation fully automated and within the current customer related requirements.

 

The SAP way - manually
The SAP way – manually:
The link to the Alfresco folder can also be created manually on SAP side. At the business object, in the GOS menu, the item “Create external document (URL)” can be used. Requirement is to know exactly the NodeRef of the folder in Alfresco.

Secure It...

The URL-Jumper AddOn is shipped with a special permission and a pre-defined role to match security standards. Having this, the folder-action item is only visible and executable for Alfresco users with the required permission. Without this permission the user is neither able to see nor to execute the action. With the pre-defined role it is easy to extend the Alfresco standard roles (Collaborator, Contributor, Consumer).
Besides this permission model there is an easy way for the Administrator to prevent access from SAP to Alfresco based on content repository level. Meaning, even there is a document URL at the SAP business object available that links to an existing Alfresco folder, the administrator is able to deny the access to all documents via the SAP document URL link.
Note: The implemented security model does not affect the security model in SAP, it just covers the Alfresco side! The menu item “Create external document (URL)” within the GOS menu in SAP might be always visible and even executable.

Role based permissions
Role based:
With the new available permission and the pre-defined role “SAP Publisher” that are available after the installation, there is an easy way to adapt the existing security concept to your needs to allow users to use the feature or not. Only users with role “SAP Publisher” are able to see the folder-action and therefore are able to create the document URL at the corresponding SAP business object.

 

Role based permissions
Content Repository based:
Based on the content repository level there are some more powerful possibilities to allow/deny access to the feature: There is a setting to disable the feature for all users – regardless of their roles. Even they do have the “SAP Publisher” role assigned they would not be able to see the related folder action. With this it would not be possible to create any document URL in SAP for the current content repository and it would not be possible to access the folder from the SAP document URL. This means the URLJumper is completely disabled for the content repository. Further, it’s also possible to prevent access from SAP to the current folder. For example, if a User in SAP clicks on the document URL to open the folder in Alfresco, this access can be denied by just enabling the related setting of the content repository.
For some use-cases these possibilities can be powerful features that can be enabled easily be the administrator and that are available on-the-fly (without restarting the application server).