Documents

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Table of content

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Table of content
1 Documents
1.1 Document Classes
1.2 Documents as Online Documentation
1.3 Processing Documents in the AWB Documents View
1.4 Processing Documents in the Documents Screen
1.5 Creating Documents
1.6 Exporting Documents
1.7 Hyperlinks to Documents
1.8 Searches in Documents
1.9 Managing Documents in BW
1.9.1 Retrieval: Search Server Relation Monitor
1.9.2 Tab Page: Content Repository
1.9.3 Tab Page: Indexing for a Search
1.9.3.1 Setting up Indexes for Initial Searches
1.9.3.2 Generating Metadata Documentation Initially
1.9.4 Tab Page: Generated Properties
1.9.4.1 Characteristic Is Document Property
1.9.5 Tab Page: Online Documentation
1.9.6 Valid File Types
1.9.6.1 Editing Valid File Types
1.10 BAdIs for Use in Documents

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1 Documents
Use
With BW objects, you can add, link to, and search in one or more documents in various formats, versions, and languages.

Integration
The following graphic gives you an overview of the components:

The following graphic gives you an overview of the objects:

You can create one or more documents for a BW object.

BW uses the content model of the Knowledge Provider to manage these documents. There is a difference between
the logical document that is linked to the BW object by its properties (for example, object type and object name).
and the physical document, which is an individual value (version) belonging to a particular logical document, and whose properties (for example, language
and format) are meta-descriptions of the individual files.

You can get an overview of the document model in the Document Modeling Workbench . See Managing the BW Document Administration.
The individual files can be stored on a SAP database or using a HTTP interface on an external content server.

Prerequisites
Give users the authorization to display or edit documents. See

Authorizations for Documents.

For more information on the settings that you need to make before you start a project, see BW Document Management.

Functions
You can add documents for metadata, master data, and InfoProvider data. There are three corresponding document classes. See Document Classes
In order to create or edit a document for an individual BW object, you have the following options in your BW system:

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 You can edit documents from the maintenance transactions for metadata and master data from the Documents screen.
You can edit documents in the Documents functional area of the Administrator Workbench.
The same functions for creating, importing, editing, exporting, and displaying documents are available on both interfaces. Furthermore, there are also
special features and restrictions:
The Documents screen gives you a button for displaying the online documentation if it concerns documents for metadata objects.
In the Documents functional area of the Administrator Workbench, you can display and edit documents from all document classes by using different
search criteria. Otherwise, you can go to the document administration.
You can find additional information under Editing Documents in the Documents Screen and Editing Documents in the AWB Documents View.
You can create documents in different formats. You can find additional information about the BW system for SAP-delivered, valid file types under Valid
File Types.
You can manage documents in different languages, by
creating a document in a language
editing the document online or checking-it out of the system to edit it offline
creating a target-language version of a document that you have edited and saved online or checked-out to edit offline and checked-in again
Since the language is a property of the physical document, the system gets the right document for the language in which you logged on to the system.
The system checks the language first:
a. If there are several documents in the logon language, the newest document is displayed.
b. If there is no document in the logon language, the newest document is displayed in the language from the user settings or, if no language is selected
in the user settings, the newest document in the systems standard language is displayed.
c. If there is no document in the specified languages, the newest document existing in the system is displayed.
You can set links between documents that have been written in formats that support hyperlinks. For more information, see Hyperlinks to Documents.
In order to display existing documentation, you have different search options:
by text strings in the documents
by document properties (see Document Classes)
For more information see Editing Documents in the AWB-View.
You can index documents for BW objects for the full-text search (see Search in Documents). You can find additional information under Tab Page: Indexing
for a Search.

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1.1 Document Classes

Definition
A document class is made up of the documents for one of the following categories of BW objects: Metadata, master data and InfoProvider data. Documents in
a document class have particular logical document properties.

Use
The following overview shows you the BW objects that you can choose from, and the corresponding document classes (with a typical example). For each
document class, there are typical examples of where the different documents are used.

BW Object

Document Class

Metadata

META

Aggregates
Update Rule
InfoCube
InfoObject
InfoPackage
InfoSet
InfoSource
ODS Object
Query (including variables, structures, restricted and calculated key
figures).
Reporting Agent Scheduling Packet
Reporting Agent Settings
Web Item
Web Template
Master Data

Example for documents for metadata:

Documentation
Explanations (characteristic ABC means ...)
History/Changes

The user can choose a document that he or she wants to display in the online
documentation. See Documents as Online-Documentation.

MAST

Characteristic value
Example for documents for master data:
Screens for personnel numbers
Descriptions and technical specifications of materials
Original documents for order forms
Documentation for version (target/actual budget)
InfoProvider Data

TRAN

Combination of characteristic values

It is not possible to assign documents to navigation attributes. This is also not

Example for documents for InfoProvider data:

Comments on various characteristic values (Sales for material 4711 in Germany

possible if the attribute is a document-relevant characteristic. Model all of the

characteristics that you want to use for the assignment of documents as direct

were poor in May, because ..., In May the following key figures were interesting:
Delivery quantity Explanation ..., Outstanding payments - ...)

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characteristics in the InfoProviders and not as navigation attributes.

See also:
Documents for planning objects in BW-BPS

Structure
The following overview shows you the BW objects that you can choose from, and the corresponding document classes (with a typical example).
Document Class

Document properties

META

You can set one value for each of the following document properties:

Object type
Object name
MAST

You can set one value for each of the following document properties:

Characteristic
Characteristic value
TRAN

You can set one value for each of the following document properties:

InfoProviders
Query

For the following document property, you can set more than one value:

Key figure

the characteristics that have been designated as properties of documents are also
displayed (sorted alphabetically). For these characteristics, you can set more than
one value per document property.

You have to activate any characteristics that you want the system to display in the
maintenance screens for InfoProvider data documents. You do this in the
maintenance screens for characteristics on the

Tab Page: General.

( Characteristic is a Property of a Document ).

Integration
Document properties are given by default.
as search criteria in the Documents function area of the Administrator Workbench
See Processing Documents in the AWB Documents View.
as logical document properties whenever you create a document You can use document properties to assign documents to a BW object. See Creating
Documents

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1.2 Documents as Online Documentation

Definition
Online documentation for a BW object is a document that has been generated for a particular metadata object. This document can contain a text written by the
user.

Use
Online documentation is usually displayed as F1 Help for the object to which it is assigned.
Online documentation is displayed in the following situations:
In the Documents screen for the affected metadata object, by choosing the
Display Documentation pushbutton. The F1 Help is displayed in the Web
browser.
In the Administrator Workbench, by opening the F1 Help for a BW object.
By selecting a BW object from the metadata repository. The online documentation is displayed under the header Documentation .
You open a query in the BEx Analyzer or in the Web browser, or you call up a Web application. You can display the online documentation for a
characteristic using

or

Display Documents or using Goto Documents from the context menu.

Note that you first see the document symbols if you have chosen the following setting in the query properties: Tab page Display Display
Options Display Document Links . For more information, see

Query Properties

Structure
The online documentation for a BW object is made up of the following parts:
1. The first part contains general information about the object, such as
Object type (with symbol) and name of the object

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 Date the object was created

Technical name
System
Description (short)
Description (long)
2. The Documentation part contains the following text:
If the user has created a text document or an HTML document for the object and designated this text as online documentation, the system displays
this text.

In a generated version of the online documentation, you can use the search function (see Search in Documents). You can find additional
information about the necessary settings for managing the document administration under Tab Page: Indexing for a Search.
If the user has not written any online documentation, the system displays the Business Content documentation.

To include SAP Content documentation in the online documentation generated for metadata objects, it must be installed in plain html http
format for static help and using a Web server. The Content documentation can then be read by the Web server from any front end platform
using the http protocol, and displayed in a Web browser.
You can find additional information about maintaining setting variants for online help (transaction SR13) in the Business Information Warehouse
Implementation Guide (IMG), under the node General BW Settings Settings for Displaying SAP Content Documentation.
- If there is no Business Content documentation for the object, the system does not display a text. If there are links to other documents, these links are
displayed.
3. The third part contains links to the online documentation of dependent objects.

For a characteristic this would be, for example:

Objects with which the characteristic is compounded
Display attributes
Navigation attributes
Under Additional Objects , for example:
Objects from which the characteristic receives data (transfer rules, for example)
Objects from which the characteristic is used
The links are generated dynamically from the metadata repository and are, therefore, always up-to-date, even if the data model is changed.
On the Tab Page: Online Documentation, you can deactivate the where-used list ort he data flow.

Integration
BW documents for metadata objects as http service
The document designated as online documentation (or the only document) for a metadata object can be addressed with a logical URL. This URL has to follow
the following schema:
<Protocol>://<Server>:<Port>/sap/bw/doc/meta/fldmeta/default?tlogo=<Objecttype>&objnm=<Name of the Object>
The document is displayed without the generated documentation for the metadata repository.

Example for a query:

<Protocol>://<Server>:<Port>/sap/bw/doc/meta/fldmeta/default?tlogo=<Objecttype>&objnm=<Name of the
Object>

You can find more information under

ICF-Services in SAP BW.

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Processing Documents in the AWB Documents View

Use
In the Documents function area of the Administrator Workbench, you can display and edit documents from all document classes using different search
criteria. You still have the same functions for creating, importing, editing, exporting, and displaying documents as in the Documents screen (see Editing
Documents in the Document Screen). Otherwise, you can go to the document administration (see Managing the BW Document Administration).

Procedure
1. You are in the Documents function area of the Administrator Workbench.
2. On the left-hand side of the screen, the data types for which you are able to process documents are displayed:
Metadata
Master Data
InfoProvider Data

On the right-hand side of the screen, the document class that has been processed most recently and the most recently made selection are

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displayed by default.
3. You use the
Show Me Documents from function to display the available documents.
All the available document properties have the default value *, meaning that the system searches through all of the values.

We recommend that you restrict the selection before you display the documents. You can use specific document properties as search criteria,
or you can search the documents for a particular text string.
For more information on document properties, see Document Classes.

Note the following special features when navigating in the display screen for documents for InfoProvider data objects: Using
Settings , you
can restrict the number of displayed characteristics. You get to the Change User Settings dialog box. Choose Only Offer the Characteristics
from the InfoProvider or Offer All Characteristics . In the list in the lower area of the screen, you can also add or remove individual document
properties.
If you want to search for documents containing a particular text, type the text that you want to search for into the input field labeled Containing the
Following Text .
If you have used document properties of the object to restrict the search, the system searches for documents that match the selection that
you made in the fields and the text that you specified.
For more information on restricting a search, and other special features of the search function, including the Altavista full-text syntax search,
see Searches in Documents.
Do not activate the
Show Me Documents from function, until you have finished making all your restrictions and changes in the display
screen.
4. The system shows you a list of documents for the restrictions you have made.
The difference between this list and the list of documents on the Documents screen is that this list has an extra column containing the names of the
objects for which each of the documents has been created.

If all of the documents in the list belong to the same object, this Object Name column is not displayed.
Just as in the Documents screen, there are various functions available. You access these functions
using the pushbuttons in the toolbar for the list of documents
in the context menu of an individual document

When you create a document, only the fields for which you have made a selection are filled with default values on the Logical Document
Properties tab page. You are, however, able to make further restrictions.

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Processing Documents in the Documents Screen

Use
In order to create or edit an individual BW object, different functions are available from the Documents screen for creating, importing, editing, exporting, and
displaying documents.

In the Documents function area of the Administrator Workbench, you can create, edit, and search documents in all document classes (see
Processing Documents in the AWB Documents View).

Integration
Depending on the type of BW object and the respective document class (META or MAST), you arrive at the Documents screen in one of the following ways:
from the object maintenance of a metadata object or a master data object
You are in the maintenance of a metadata object. Choose

Documents or Goto Documents .

You have selected a characteristic value in the master data maintenance (see also
Master Data Maintenance). Choose
Characteristic Value or Goto Documents .
from the Modeling functional area of the Administrator Workbench
a. Choose the object tree and the object for which you want to create one or more documents.
b. Select the BW object and choose Edit Documents .

Documents for

Functions
On the Documents screen, the following functions are available as pushbuttons on the toolbar:
Function

Pushbutton

Information

Display online documentation for metadata

Display Documentation

See Documents as Online-Documentation.

Create a new document

Create

See Creating Documents

Import a file and store it as a new document

Import

Using an Open dialog, you can use a file that you

created with another application outside of the BW
system as a document for a BW object. The rest of

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the procedure includes the creation of a new

document (see Creating Documents). On the
General tab page, the (technical) name , file
name , and MIME type are already given. You
can change the name and give a description.
Display Documents in the Web Browser

Loads all the existing documents for the selected

Display Documents on the Web

object in the system into a separate browser

window. There you can display the documents.
See

Creating Documents

Display

See context menu Display.

Edit

See context menu Detail , view Preview ,

pushbutton
Export

Edit Documents.

See Exporting Documents.

Properties

See context menu Properties

Detail

See context menu Detail.

Delete

See context menu Delete

Sort list of documents in ascending order

Sort Ascending

Sort list of documents in descending order

Sort Descending
Search

Determine filter criteria

Set / Delete filter

Print

The following functions are available from the context menu of each document:
Function

Information

Preview

Displays the contents of the document in the lower part of the screen.

Display

Loads the document into a separate window in the application, in which it was written.

Detail

There are various different views for you to choose

from.

Special Functions

You use the

Back and

Forward pushbuttons

and the View dropdown box to switch between the

different views.

Preview

Edit Document
Displays the contents of the document in the lower The application, in which the document was written, is
part of the screen
opened. Make your desired changes.
When you save the document, you decide whether you
want to overwrite the old version, or create a new
version.
When you close the application, the document is
checked-in automatically.

If you want to edit a HTML document, choose the

Edit with Microsoft FrontPage option from the
Internet Explorer. In the HTML editor, make any
changes that you want to make. The system does
not check-in the document until you have closed
the Internet Explorer.
Display
Properties
shows all document properties

In addition to the functions that you are familiar

with from the Preview , there are also the
following:
Save
Display / change
Undo

Versions
shows all physical documents (versions) for the
logical document

Where-used list

You can display the

menu).
In the ALV grid control, you can use the standard
functions ( Sort, Find, Set Filter, Print, View, Export,
Choose Layout ).
For more information see

Used objects

Properties

Properties for each of

the versions (see Properties from the context

User

Documentation .

Displays the properties on the following tab strips:

General
Name, description, language, created by, last
changed by.
Hidden checkbox

A hidden document is a document that is displayed in

the maintenance screens, but not in reporting.

Logical document properties (logical properties of a

document)

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See Creating Documents

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Technical information:

Logical document
Physical document
Detail information
Delete

Deletes the selected document along with all physical

documents.

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1.5 Creating Documents

Prerequisites
You are in the maintenance screens for documents.
in the Documents function area of the Administrator Workbench
on the Documents screen for a BW object

Procedure
1. Choose
Create. You get to the Create New Document dialog box.
2. Type the required data onto the tab pages.
Tab page

Information

General

The document class (doc.-class) is pre-set.

BW: Physical class metadata

BW: Physical class master data
BW: Physical class for InfoProvider data
Name : Specify a technical name.

The name must be unique for all the documents in a document class.
Description

This description appears as a link text in Web applications.

MIME type : Simple Text is the default.
Using the pushbutton (...) next to the entry field, you can display all of the MIME
types for selection in the system (see Valid File Types).
In the MIME Type column, the MIME content types are executed; under Text ,
a description of the application.

You determine the permitted file types in the document management section of
the Administrator Workbench. You can find additional information under Editing
Valid File Types.
Select the MIME type that you want to use, and choose
Log.Doc.Property

Transfer .

The particular BW object that you have chosen, or the extent to which you have
restricted the number of BW objects in the selection in the Documents functional
area of the Administrator Workbench, determines if and how many of the fields are
filled with default values. Input help is available for some of these input fields.
The individual document classes have the following logical document properties:
Metadata:

Object name
Object type
Online documentation: You determine the status of the documents by
choosing yes or no from the dropdown menu. You can choose Yes
only for one document.
Hide name: If you set this property, the technical name of the object is
not shown in reporting; only the document description is displayed.
This is especially useful for documents that had already been created for
BW Release 3.0 from reporting, because the system for these documents
had suggested a GUID as the technical name of the document. If you
set the Hide Name property afterwards, this GUID will no longer be
displayed for the reporting user.
Master data:

Characteristic
Characteristic value
Document type (user-defined)
Hide Name (see above)

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InfoProvider data:

InfoProviders
Query
Key figure
All characteristics that are indicated as Characteristic is Document
Property
Hide Name (see above)
Technical Information

Document Class
Logical Document Class
You are not required to make any entries.

For more information on document classes and properties, see Document Classes.
3. You choose the
Start Editor function to begin editing the document. The application opens according to the MIME type that you have selected.
4. Save the document in the application.
5. Close the application.

Result:
The new document is created on the server.

See also:

You can also create new documents in Web applications with the Web item List of Documents. You can find additional information under
Documents.

Creating New

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1.6 Exporting Documents

Prerequisites
You are in the maintenance screens for documents.
in the Documents function area of the Administrator Workbench
on the Documents screen for a BW object

Procedure
You click on the

Edit pushbutton to call the Export function.

There are the following options. The one you choose depends on what you want to do with the document.
Exporting a copy of a document
1. You choose the Export as Copy option if you want to make a copy of the document and store in on your hard drive.
This takes you to the Save as dialog box.
2. Type in the required data (file name, storage location).
3. Save your entries.
The file with the copy of the document is stored in the location that you specify.
Exporting a locked document
1. If you want to check-out a document and process it locally, choose the Export with Lock function.
This takes you to the Save as dialog box.
2. Type in the required data (file name, storage location).
3. Save your entries.
The document is stored in the location that you specify, and you are able to process it locally.
4. When you check-out a document, the following changes occur in the Administrator Workbench:
The name of the user, who has checked-out the document is displayed in the Processed By column of the document list.
Now, when you click on the
Edit pushbutton, you are able to call the Import Version and Remove Lock functions in addition to the Export as
Copy function:
5. You choose the Import Version function if you want to import the document that you checked-out previously. This takes you to the Open dialog box.
a. Type in the required data (file name, storage location).
b. Choose Open . You are taken to the Create Document Version dialog box.
c. If you want to overwrite the old version , put a checkmark in the appropriate checkbox.
Otherwise, the system creates a new version.
The system suggests the Language of the old version as the default value for the new version. You are able to change these values, if you want to.
d. Save your entries.
6. If you do not want to copy over the document that you have edited locally, choose the Remove Lock option.
The document in the BW system retains the status it had before the export.

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1.7 Hyperlinks to Documents

Definition
Links a document belonging to any document class to a second document without physically attaching it. Both documents need to have been created in a
format that supports hyperlinks, for example, HTML, WORD, or EXCEL.

Use
There are the following types of links:
1. You need the following information if you want to create a link from outside of the BW system to a document belonging to a BW object:
Server (meaning the SAP Web application server, not the ITS)
Port
Name of the document that you want to link to
From this information, you get the following URL:
Document Class

URL

Metadata

http://<Server>:<Port>/SAP/BW/DOC/META/FLDMETA/<Document Name>

Master Data

http://<Server>:<Port>/SAP/BW/DOC/MAST/FLDMAST/<Document Name>

InfoProvider Data

http://<Server>:<Port>/SAP/BW/DOC/TRAN/FLDTRAN/<Document Name>

Make sure that the name of the document is unique within the document class.
2. You can use relative links to link documents that belong to one and the same document class.

To link to document 02, add the HTML code to document 01 according to the following pattern:
<a href = "Name of document 02"> Text </a>
3. You can use this method of modifying the HTML code to link documents that do not belong to the same document class.

For example, if you want to link document 01 to document 02, and document 01 belongs to the META document class while document 02
belongs to the TRAN document class, add the HTML code to document 01 as follows:
<a href = "../../TRAN/FLDTRAN/"Name of document 02"> Text </a>

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1.8 Searches in Documents

Prerequisites
If you want to be able to search in documents, set the TREX search machine to index the documents regularly.
Restrictions on searches and indexes
You are able to search and index only in the languages belonging to the Latin 1 group and the double-byte languages, which are Japanese, Chinese,
Korean, and Taiwanese.
Searching and indexing does not work for EBCDIC (Enhanced Binary Coded Decimal Interchange Code) character sets, for example, for the AS/400
machines.
TREX can be installed only on the Windows NT and Windows 2000 platforms.

Searches in Generated Documents

If you want to be able to search in generated documents for metadata, you first need to create a generated version of the documents.

We recommend that from time to time (once a week, perhaps) you generate the documents in the background, and check them in as hidden
documents. This enables you to run searches. Note: These documents may not be quite up-to-date, depending on the time of generation, when
using this method. You can find additional information under Tab Page: Indexing for a Search.

(Altavista) Syntax in Full-Text Searches

You can use the AltaVista syntax search to run full-text searches in the documents from any document class.

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Function

Syntax

Information

Search by sentences

"..."

If you want to find a particular sentence, type the

sentence, in inverted commas, in the search string field.

Including and excluding words from the search

Includes words in the search

Excludes words from the search

For example, to search for a recipe for spaghetti bolognese without meat, type in:
+recipe +spaghetti sauce meat.
Asterisk as a wildcard

You can extend the search by putting an asterisk at the

end of your search term. The system finds all the words
that contain your search term in the first letters.

Permitted logical operators

AND

Finds all the documents that contain the words or

sentence fragments that you specify.

OR

Finds all the documents that contain at least one of the

search terms you have specified.

AND NOT

Excludes from the search any documents that you are

not interested in.

An isolated NOT is not a valid operator in the Altavista syntax search.

NEAR

The context search looks for your search term within a

radius of search term plus 10 words.

For example, to find all the documents in which the words sport and football appear near one another,
type:
Sport NEAR Football
()

Use brackets to combine Boolean operators.

See also:

In Web applications, the List of Documents Web item provides you with a full text search function. For more information, see

Finding Documents.

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1.9 Managing Documents in BW

Use
In the Documents function area of the Administrator Workbench, you choose the

Administration function to

Determine the storage type as a physical storage medium for the documents that you want to create.
Put documents (including online documentation for metadata objects) into the indexing queue, and schedule the processing of this queue as a regular job,
so that the documents are included in the search.
Check whether the properties for the documents for InfoProvider data have been generated from the characteristics that they were supposed to be
generated from.

Integration
Document management applies to documents from all the document classes. These functions are needed and useful
at the start of a project,
after the BW system has been upgraded,
and during a project

Prerequisites
To be able to use the indexing and search functions in the online documentation, you need change some settings after the first installation. You can find
additional information in the Business Information Warehouse Implementation Guide (IMG), under the node Documents for BW Objects
Installation of TREX
Creation of an RFC Destination in the BW System
Creation of a Search Server Relation
To include SAP Content documentation in the online documentation generated for metadata objects, it must be installed in plain html http format for static
help and using a Web server. You can find additional information in the Business Information Warehouse Implementation Guide (IMG), under the node
General BW Settings Settings for Displaying SAP Content Documentation.

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Functions
Different functions from the following areas are available on the tab pages:

Tab Page:
Tab Page:
Tab Page:
Tab Page:

Content Repository
Indexes for Searches
Generated Properties
Online Documentation

Additionally, the following special functions are available in the toolbar:

Pushbutton

Information

Editing Valid File Types

Document Modeling Workbench

See Editing Valid File Types.

You can use this function to get an overview of the document model.
The Documents Modeling Workbench screen appears. In the entity tree, you find
the following directories under the BW nodes:
Connection areas
LOIO classes (Log. doc. class)
PHIO classes (Doc. classes)
Relationship classes
IO (InfoObject) attributes
Context classes
The document modeling view only provides information.
When creating a document, the document class is already preset; LOIO and PHIO
classes are displayed as technical information. See Creating Documents

Search Server Relations

See Retrieval: Search Server Relation Monitor.

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Retrieval: Search Server Relation Monitor

Use
In the Retrieval: Search Server Relation Monitor screen, you can display your settings for the following areas of the search engine for your retrieval system
and, if necessary, change or delete them:
Search Server Relation (SSR)
RFC-Destination (TCP/IP)
Index Category (Index)

We highly recommend using the search server relation monitor in the following instances,
If you have difficulty with an index category (for example, when executing the RSTIRIDX program)
If you are no longer using an index category and their indexes, and you, therefore, want to delete them
If you want to change or enhance your settings in the Business Information Warehouse Implementation Guide (IMG)

Integration
If you are in the Managing the BW Document Administration screen, you use Search Server Relations to get to the Retrieval: Search Server Relation
Monitor (transaction SRMO) screen.

Prerequisites
Within the scope of the new installation, you have made the following settings:
Creation of an RFC Destination in the BW System
Creation of a Search Server Relation
You can find additional information about activities having the same names in the Business Information Warehouse Implementation Guide (IMG) under
Documents for BW Objects.

Functions
Tab Page: Search Server Relation
The table shows the Search Server Relation (SSR) created in the implementation guide for the BW system. This Search Server Relation has to be indicated as
a standard SSR in the Default SSR column.
Tab Page: RFC Destinations
The table shows the RFC destination created in the implementation guide for the BW system. However, for each Search Server Relation there is one RFC

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destination with action I (index) and one with action S (search).

Using
Maintain RFC Destinations in the toolbar, you arrive at the Display and Maintenance of RFC Destinations (transaction SM59) screen. To connect
to the search engine, you can create, change, delete, or search in the area of the TCP/IP-connections destinations. (You can find additional information about
creating an RFC destination in the BW system in the Prerequisites chapter in the Implementation Guide.)
If you select a Search Server Relation, you can change or check the following search engine settings both in the lower screen area as well as by using the
respective push buttons in the tool bar:
RFC destinations
Change Destination
You arrive at the Set a Search Server Relation RFC Destination dialog box. Enter a new RFC destination.
Connection Test
You arrive at the Test Connection Between RFC Server and Search Engine dialog box. Next to the check results, the system displays whether the
RFC connection worked for the selected Search Server Relation, as well as information about the version of the RFC server and the search engine.
Change Status
You arrive at the Changing RFC Destination Status dialog box. Choose the status you want in the New Status area.
Search engine
Display Data Path
You arrive at the Display Search Engine Data Path dialog box. The system displays the search engine data path set.

C:/Program Files/SAP/SAPTREX/index.
Set Data Path
You arrive at the Setting the Search Engine Data Path (Directory) dialog box. Under New Data Path , you can specify a new path with a maximum
of 255 characters.
Display BACKUP Path
You arrive at the Display Search Engine Backup Path dialog box. . The system displays the search engine backup path set.

C:/Program Files/SAP/SAPTREX/backup
Set BACKUP Path
You arrive at the Setting the Search Engine Backup Path (Directory) dialog box. Under New Backup Path , you can specify a new path with a
maximum of 255 characters.
Tab Page: Index Category (Index)
To display an index category, specify the index category ID, which is the 32-place GUID, in the Index Category field. Input help is available.
Choose
Display . The system shows the index category settings and activates the functions in the toolbar. The following tables are displayed in the lower
screen area:
Created indexes
Document Attributes
Index Category Attributes

Of the functions available in the toolbar,

Delete Category is especially important: With the help of this function you can target and delete
an index category and the indexes that belong to it. For example, this can be helpful if errors occur when indexing documents for a search.

Note that deleting an index category cannot be reversed, and that re-indexing can take a large amount of time in some cases.

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1.9.2 Tab Page: Content Repository

Definition
The storage type for documents is the physical means of storing the documents. The default storage category is the SAP database. On the Content
Repository tab page in the data management area, you can change the storage category for the documents that you want to create and that belong to a
particular document class.

Use
Depending on the requirements of your application, we recommend that you decide, before you start a project, which is the best storage category to use.
SAP database (R/3 database)
Administration effort: Minimal
Access times: With large numbers of documents, and individual users, accessing the documents (over the Net) is slower than if you use a HTTP content
server.
HTTP Content Server
Administration effort: High
Access time: The HTTP content server can be implemented in stages, and the caching method means that you can access documents quickly, even with
very large number of documents, and lots of different users.

You are able to change the content repository only if there are no documents in the selected document class.
If documents do exist, you will no longer be able to access them, once you change the storage category.

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If, for example, you want to be able to transfer these documents to the HTTP content server, you have to first move the documents from the
SAP database to the HTTP content server. In this case, contact your SAP consultant, or SAP directly.

Structure
The settings for each document class are displayed in the Content Repository tab page:
Storing documents for metadata
Storing documents for master data
Storing documents for InfoProvider data
The system shows you the settings for the following fields:
Field

Information

Content Repository

You use the

Content Repository Maintenance pushbutton to get to the

Change Content Repositories: Detail This is part of the Content management

framework. You can choose between Simple Administration and Full
Administration .
For the Business Information Warehouse document area, there is a selection list
with the following storage categories.

HTTP Content Server

R/3 database
RFC archive
Structure repository

Only the first two types are valid for the Business Information Warehouse
You use the

Back pushbutton to get to the Change Content Repositories:

Overview screen.
Storage category

In this field, the system displays the selected storage category, R/3 database, or
HTTP content server.
If you want to change the storage category, click on the

Content Repository

Maintenance pushbutton.
Number of logical documents

For more information on logical and physical documents, see Documents.

Number of physical documents

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1.9.3 Tab Page: Indexing for a Search

Definition
On the Indexing for a Search tab page, there are various functions that you use in document management to enable you to check and change the status of
the index and the index job.

Use
The following preconditions must be met before you are able to search in the documents belonging to BW objects:
1. The index must be switched on.
2. The program for indexing (RSTIRIDX) must run as a regular job.
If a document has been placed in the index queue and has been processed by this queue, it is included in the search.

Structure
The following fields and functions are on the Indexing for a Search tab page:
Status display
Field

Information

Status of search engine

Selection options: OK/Not Completely Installed

Indexing status

Selection options: On/Off

If the index is off, change the setting in the Index Status dropdown box to on.
This ensures that new, deleted, and modified documents are included in the index
queue.

Help

Displays a help text for the Indexing for a Search tab page (in the performance
assistant).

Index jobs

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Field

Information

Status of the indexing job

Display options: scheduled/not scheduled

Execution date

Date and time that the index job is scheduled to run.

Schedule Index Job

You get to the Start Time dialog box. Specify that you want the program for
indexing to run as a regular job. This ensures that the index queue is processed
regularly, All the words contained in the documents are included in the index. It
handles documents in all languages. For each language, an individual index is
built.

We recommend that you schedule the job to run daily (for example, along with
loading jobs for BW).
Index Job Overview

You get to the Simple Job Selection screen. The job name field contains the
name of the indexing job.

You can select the jobs that need to be displayed in the overview, as well as
restrict the Job Status , Job Start Condition , and Job Step . To display a
scheduled job, you have to choose the Planned option under the Job Status .
Under

Information , you have help available.

Choose

Execute . You get to the Job Overview screen. You can find

additional information under

Managing Jobs with the Job Overview.

Additional Functions
Field
Re-Index All Documents

Information
You get to the Re-Index a Class or a Document Area screen.
You can re-index all of the documents in a document class, and not just the
documents that are in the index queue. The result of the re-indexing process is
similar to that of a reinitialization process. All documents are placed in the queue.

This is necessary, for example, if you have edited documents without having the
index switched on.
We recommend that you re-index after the BW system has been upgraded to BW
Release 3.0, because until this point the search function has not been available
for documents for metadata.
Monitoring the Indexed Documents

You get to the KPRO IMS: Monitoring screen.

Monitoring Tab Page:
Use input help to select a document class.
Choose the

Refresh function.

The system uses the traffic light colors (

and

) to show you whether or

not the following settings are available in each of the document areas:

Index possible
Auto-index
DocArea activated
The system displays the Attributes That Can Be Indexed , the Valid IndexCategory Attributes , and the Index Category in tables of the same name.
Tools Tab Page:
You need specialist knowledge to use this function.
Index/De-Index : You use the
Trigger Process function to either start the index
queue immediately or schedule it to run in the background. You get a report on the
D e/Indexing of Documents That Have Been Checked in.
Under the header Single Actions , you are able to select individual documents that
you want to either add or remove from the index.
Under the header Mass Actions , you are able to re-index a whole class or a whole
document area (restricted to the selected language).
Under the header Extras , you are able to

use the
Test Search function to find documents
use the
Problem Cases function to display documents with which
there are problems
use the
Indexed Documents function to find out which documents
have been indexed already
use the
Scheduled Documents function to find out which documents
are still in the index queue.
Under the header Information About , you can

use the input help to select a document area, and click on the
DocArea function to get information about the
Document classes and they ability to be indexed
and the index categories that belong to the document class that you
selected

use the input help to select an index category, and click on the
Category function to get information about the

Index

available language indexes

attributes that can be indexed
Document classes and they ability to be indexed
Generation of Metadata Documentation

You get to the Creating and Checking-in Metadata Documentation from the

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Repository screen. You can find additional information under Generate

Documentation for Metadata Initially.
Take Changes to Metadata into Account

Selection options: On/Off

After generating the documentation for the first time, the Take Changes to Metadata
into Account indicator is active. The system records changes made to the
metadata and takes these changes into account when running the indexing job
again. In the following, you do not need to execute the Generation of Metadata
Documentation any longer.
If you change the setting in the selection list to off, you need to change the
documentation for each of the following. Do this using
Generation for Metadata.

Include Links in the Documentation

Change Documentation

Selection options: Yes/No

The inclusion of links to other objects in the documentation also enables searching
using objects in the where-used list. However, this lengthens the time needed to
generate documentation. The setting made for

Generating Documentation for

Metadata is used as the standard.

The Include Links in the Documentation setting relates to regular link

generation within the indexing job. Consequently, only the changed objects are
edited.

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Setting up Indexes for Initial Searches

Use
On the Indexing for a Search tab page, you find all necessary functions for checking and changing the status of the index and the index job. The position of
the functions on the tab page takes into account how often the individual functions are needed, according to the initial set-up of the index.
The following section looks at the sequence in which you have to (or can) call up the functions when setting up indexing for a search in documents for the first
time.

You can find additional information about each of the functions under Tab Page: Indexing for a Search.

Prerequisites
You have executed the activities described in the Business Information Warehouse Implementation Guide (IMG) under Documents for BW Objects:
Creation of an RFC Destination in the BW System
Creation of a Search Server Relation

Procedure
1. Set the Indexing Status to On.
2. If you have already edited documents without switching on the index, choose
3. If you want to generate online documentation, choose
4. Schedule the index job using

Re-Index All Documents .

Generation of Metadata Documentation .

Schedule Indexing Job .

5. Choose
Job Overview Indexing and check whether the index job was successful. If you have chosen the start date value Immediately when
scheduling the index job (step 4), you still have to release the job in the job overview.

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Generating Metadata Documentation Initially

Use
The
Generation of Metadata Documentation function on the Indexing for a Search tab page allows you to generate documentation for metadata initially.
After the initial generation, the system record changes to the metadata by default and takes these into account when next running the indexing job. You can
find additional information under Tab Page: Indexing for a Search, in the Additional Functions tab page.

Procedure
1. You get to the Creating and Checking-in Metadata Documentation from the Repository screen. Select the object types (TLOGO) for which you want to

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generate documentation.
all (*)
single values
an interval (using input help)
multiple selection (using )
2. Choose the version for which the documentation needs to be generated. You can generate documentation both for the active version as well as for the
content version.
You need the active version if you want to search in reporting or in the Administrator Workbench according to the current documentation for metadata.
You only need the content version then if you want to search in the Metadata Repository for the administrator workbench according to the
documentation in the content version. Content version generation takes some time to complete.
3. Specify whether the links for the dependent BW objects also need to be generated in the documentation. If you generate the links, the generation process
takes substantially longer, because the system creates a where-used list for all BW objects. Afterwards, you can also use the objects in the where-used
list to search for texts.

For example, if the Person Responsible characteristic is the attribute for the Cost Center characteristic, and you search in the documents
according to the Person Responsible name, then the search machine finds both characteristics (or their documentation). Without generating
links, the search machine only finds the Person Responsible characteristic (or its documentation).

The Generate Links indicator relates to the first one-time generation.

The program runtime depends on the number of objects and whether you are generating links to other objects in the documentation.
The program takes a while to run, so we recommend that you
restrict the selection
schedule the program to run as a background job ( Program -> Execute in the Background ).
only generate all the documentation the first time round, afterwards, only generate the BW InfoObjects that have been changed (see Take
Changes to Metadata into Account)
4. Choose

Execute . The system generates the online documentation for the BW objects that you selected, and puts them in the index queue.

Since online documentation is always generated dynamically, this is the only way that it can be indexed, and that you are able to access the
search function. You must call up this program for all installed languages.

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1.9.4 Tab Page: Generated Properties

Definition
Using the Generated Properties tab page in document management, you can check the characteristics that you want to use as properties of documents for
InfoProvider data, to see if document properties have been generated from them already.

Structure
In the table, you can see the characteristics that are document properties, along with their generation status.
If there are still errors, click on the

Generate Document Properties function to regenerate the document properties.

Integration
In the maintenance screens for characteristics, you have to set the Characteristic is a document property indicator for all the characteristics that you want
to use as properties of documents for InfoProvider data.
When the characteristics are activated, the system generates the document properties from these characteristics, and inserts them as instance-attributes for
the document classes for InfoProvider data (BW_PH_TRAN and BW_LO_TRAN).

You can look at these attributes and document classes in the Document Modeling Workbench in the BW (Business Information Warehouse)
document area.
When it creates them, the system writes the document properties to a transport request. This is for technical reasons. You must write the document classes
to a separate transport request that you do not transport. It is enough to transport the characteristics with the Characteristic is a document property setting.
When you have transported the characteristics, you must generate the document properties in the target system.
The generation process does not run automatically in the after-import handling of the characteristics. The system tells the database that the
generation process has not started yet. The process that generates the document properties is triggered the first time you call the document
management in the target system.
See also:

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Tab Page: General in characteristic maintenance

Characteristic is a Document Property

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Characteristic Is Document Property

The following example illustrates the use of the option characteristic is a document property in InfoObject maintenance (see

Tab Page: General).

Task
Comments are to be written in reports about the characteristic combination Country and Month.
The following comments are to be assigned to the characteristic value USA for the Country characteristic and the characteristic value "January" for the
Month characteristic:
Sales were bad in January in the USA because the exchange rate for the dollar was extremely low
Technical conversion
From a technical point of view, the comments are created with the document properties Country = USA and Month = January.
The characteristics Country and Month have to be activated with the indicator "Characteristic is document property". Under this condition, for each of these
characteristics, a property (attribute) is generated in the model for document management ( Document Modeling Workbench ).
Using the indicator Characteristic is document property, you can establish, both technically and semantically, for which characteristics documents for
InfoProvider data can be defined. All characteristics that are not activated as document property are not taken into account when documents are created or
selected.
As needed, you can activate more characteristics as document property.

We recommend activating as few characteristics as possible as document properties so that the display and selection of documents remains
clear.

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1.9.5 Tab Page: Online Documentation

Definition
On the Online Documentation tab page, you can determine if and which areas of online documentation are not to be generated. These determinations are
valid globally for all BW metadata objects.

Use
Online documentation for a BW object is constantly being updated from the metadata repository. For central objects, the where-used list or the data flow lists a
large number of objects so that online documentation is extensive. In these cases, building online documentation can take a long time. Thus on the Online
Documentation tab page you have the option of hiding the sections with links to objects that depend on online documentation.
Options on the online documentation tab page
Area of online documentation

Information

Do not generate Used by

Where-used list:
Links to online documentation for those objects that the current object uses are not
generated.

Do not generate Receives data from"

In data flow before:

Links to online documentation for those objects that the current object receives data
are not generated.

Do not generate Pass data on to

In data flow afterwards:

Links to online documentation for those objects to which the current object sends
data are not generated.

None of these options are marked as a default; accordingly, everything is generated.

See also:

Document as Online Documentation

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1.9.6 Valid File Types

Definition
File types that correspond to the Internet standard MIME (Multipurpose Internet Mail Extensions).
MIME determines the way in which message formats are specified. A file type (content type) is defined in the basis type/subtype form according to the MIME
concept.
You can assign one or more valid file name enhancements to each content type.

Use
The specification of MIME types is for the exchange of data, especially multimedia Internet data of fundamental importance.

Structure
The following table shows the MIME types delivered regularly by SAP with the BW system.

Official MIME types are registered by the IANA (Internet Assigned Numbers Authority). Private sub-types, received after being checked by the
IANA, begin with vnd. (in the form vnd.company-type or vnd.type) or prs.
Subtypes for locally permitted file formats for the server begin with x-type.
MIME Types
Basis Type

Subtype

Description

application
Type for files that are linked to a specific

/acad

AutoCAD File (by NCSA)

/dxf

AutoCAD File (by CERN)

/mif

Maker Interchange Format (Adobe

FrameMaker)

/msexcel

MS Excel File

/mspowerpoint

MS Power Point file

/msword

Microsoft Word

/pdf

PDF File (Adobe Acrobat

program

Reference

Exchange/Reader)
/rtf

Microsoft RTF (rich text format) file

/vnd.ms-excel

Excel File

/vnd.ms-powerpoint

MS Power Point file

/vnd.ms-word

Microsoft Word File

/winword

Microsoft Word File

/x-javascript

JavaScript File

/x-msmetafile

WMF File

/x-sapshortcut

SAP Shortcut / Session Manager

/x-zip-compressed

ZIP File

/x-pn-realaudio-plugin

RealAudio Plugin File

/bmp

Icon

/gif

GIF (graphics interchange format)

graphic

In Web Applications, you can use the

types /jpeg and /gif for the display in the

/ico

Icon (Windows)

same browser window (IS_INPLACE)

/ief

Image Exchange Format

RFC1314

(see

/jpeg, /jpg, /jpe

JPEG (Standard format graphic from the

Joint Photographic Experts group).

RFC2045, RFC2046

/tiff

TIFF(Tag Image File Format) Graphics

RFC2302

/x-rgb

RGB Graphics

/x-windowdump

X-Windows Dump

audio
Type for sound files
image
Type for graphics files

Single Document).

text

/calendar
Type for text files

/css

RFC2045, RFC2046

RFC2445
CSS Style Sheet File

/enriched

RFC2318
RFC1896

/htm, /html

HTML (Hypertext Markup Language)

/javascript

JavaScript File

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RFC2854

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video
Type for video files

/plain

Simple Text

RFC2646, RFC2046

/richtext

MIME Rich Text

RFC2045, RFC2046

/xml

HTML (Hypertext Markup Language)

RFC3023

/avi

Microsoft AVI Video

/x-msvideo

Microsoft AVI Video

/x-sgi-movie

Microsoft SGI Video

Integration
You can create additional, customer-specific MIME types. You can find additional information under Editing Valid File Types.

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1.9.6.1 Editing Valid File Types

Use
In order to create more file types for your documents in addition to those MIME types delivered by SAP (see Valid File Types), you can use this function to
enter the desired supplements into a table.

Procedure
1. You are in the Managing the BW Document Administration screen. Choose
for MIME Content Type (Customer Table) screen.

Edit Valid File Types . You arrive in the View File Name Enhancement

2. If you are in the display mode, choose

Display Change .
3. Choose New Entries . The New Entries: Overview Added Entries screen then appears. The system has set the table as being ready for entries.
4. Enter one or more MIME types and the respective file name enhancement. In doing so, be aware of MIME-standard compliance.

For example, if you want to add HTML in the table as the standard type for Web sites, enter the type of file (content type) in the form basic
type/subtype: text/html. The file name enhancement has a standard naming: .html or .htm.

The standard was established by the HTML work group for the World Wide Web Consortium (W3C) and was determined in the Request for
Comments (RFC) 2854 The 'text/html' Media Type (June 2000).
5. Save your entries. You arrive at the Workbench Request Query dialog box.
6. Choose a suitable request, and confirm the request.

Result
The MIME types that you entered in the table are also available for selection for the SAP-delivered MIME types when creating a new document for the
General tab page. You can find additional information under Creating Documents.

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1.10 BAdIs for Use in Documents

Use
BAdIs for use in documents are used in the SAP Business Information Warehouse (BW) component, package RSOD KW Document Connection . You can
find them in BW Customizing Implementation Guide under Business Information Warehouse BW Enhancements .

Note that the technology of document integration will be moved to the Java platform in the future. As in BW Release 3.0 and 3.5, the option of
modifying the standard will also be available there, but not with ABAP, with Java code instead. If you utilize BAdIs for use in documents, you
have to migrate your ABAP implementation to the Java platform.
The following tables provide an overview of the BAdIs and defined for use in documents and their methods:

BAdI for Documents (RSOD_DOC_BADI)

With this BAdI, you can access BW documents during saving and reading and make customer-specific changes. The following options are supported via the
individual methods:

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BAdI

Methods

CHANGE_PROPERTIES

Change properties of a document

CREATE_PROPERTIES

Create properties of a document

DELETE_PROPERTIES

Delete properties of a document

STORE_CONTENT

Write document contents to a database

SELECT

Selection of documents (AWB or Web application)

HIERARCHY_RESOLVE

Control of hierarchy resolution in Reporting

BAdI for the Web Item "Single Document" (RSOD_ITEM_DOC)

With this BAdI, you can change HTML generated by the Single Document Web item or you can define it completely yourself. The following application
options are possible:
Displaying further properties of the document (such as Last Changed By or Time Changed) in the Web application .
Displaying the contents of the document
Adding links or pushbuttons to change or create documents in the Web application.
Method

Description

CHANGE_RENDERING

Change output (HTML)

BAdI for the Web Item "List of Documents" (RSOD_ITEM_DOC_LIST)

With this BAdI, you can change HTML generated by the List of Documents Web item or you can define it completely yourself. An application example is the
display of documents with their content instead of just links.
Method

Description

CHANGE_RENDERING_CONTEXT

Change the context (the selection)

CHANGE_RENDERING_FUNCTIONS

Change the output of the pushbutton Further functions

CHANGE_RENDERING_LIST

Change output of document list

CHANGE_RENDERING

Change entire output of the item

BAdI for the Maintenance of Text Documents in the Web (RSOD_WWW_DOC_MAINT)

With this BAdI, you can adapt the maintenance of documents in the Web specific to customers. The following operations are supported:

Activation of version management of documents

Filling the contents of new documents from a source document
Determining the short text form the document property with new documents
Hiding properties (such as InfoProvider or query)
Prevent creation of new documents (for example when there is already a document for this combination of characteristics)

Method

Description

DETERMINE_VERSION_HANDLING

Determining version handling in the Web

BEFORE_RENDERING

Option of changing the document before display

Standard Settings
The BAdIs can be used multiple times and are not dependent on filter.

See also:
You can find more information in the system documentation for interface methods.

In order to display this documentation, you first have to branch to the interface by double clicking on the interface names. On the Methods
tab page of the Class Builders , select the desired method

Documentation .

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