Although SAP offers robustness in transactions and structured data, in many companies, much of the daily work is still being done outside of SAP, involving opening documents, sending emails or moving information between systems. This happens because each department has its repository, its way of working, or because corporate information is not digitized and a lot of paper is still being used. In addition, when there is no standard in terms of document management, each user ends up having their own dynamics and saves files on their own computer, shares other versions via email, etc.
Making a integration of the SAP system with a Intelligent Document Manager like OpenText Extended ECM for SAP Solutions can make all the difference and be the solution to this problem that has such an impact on business performance. This type of solution allows documents and processes to be integrated and automated. Let's see how.
Workflows and Automation with Extended ECM
Traditional processes face several challenges, such as manually reviewing documents and approvals and searching for information scattered across folders and emails. This generates transaction errors due to incomplete information and, often, lack of traceability in audits, which results in wasted time and increased operational risks.
OpenText Extended ECM for SAP Solutions allows you to design intelligent document workflows, directly integrated with SAP and other business systems, using components that amplify their capabilities:
• Smart View, Mobile and Classic View: user interfaces that ensure the consistent execution of workflows in any environment. Users access documents, workflows and Business Workspaces through a modern and uniform UI, maintaining the same process logic.
• WebReports: internal scripting and reporting environment that allows you to automate processes, generate reports, configure alerts and consolidate compliance metrics. It also makes it possible to trigger actions in documents or workflows according to predefined rules, acting as an automation engine within Extended ECM.
• Bots: pre-configured scripts or services that automate repetitive tasks, such as creating Business Workspaces, updating metadata or generating documents and notifications, all without manual intervention.
By integrating these components, each document follows the correct flow from capture to archiving or approval, ensuring consistency, traceability and regulatory compliance.
Practical technical example
Let's imagine a vendor contract approval process:
- The document is automatically uploaded to the corresponding Business Workspace in Extended ECM.
- The workflow sends notifications to approvers, based on roles defined in SAP and business rules configured in WebReports.
- Digital signatures are collected automatically, either with DocuSign, Signaturit or Core Signature, and they are registered in the system, ensuring full traceability.
- Once approved, the contract is archived in SAP, preserving metadata, revision history and auditing actions.
All this without the need for manual intervention and, at the same time, ensuring that information follows the correct flow within the process, complies with corporate policies and regulatory requirements, and is fully integrated and accessible in SAP.
Specialized technical configuration with Brait's OpenText equipment
Every company has different needs and challenges depending on the volume of documents, existing processes and regulatory requirements. Correctly defining an intelligent workflow model is key to maximizing the results of a Document Manager. For that, a good previous analysis and an experienced and qualified team.
Having experience in document integration and automation is essential to ensure a effective digitization project, including their workflows. At Brait, we have accumulated many years of experience and a long list of successful implementations between OpenText Extended ECM and SAP, thanks a highly qualified department and fully dedicated to this solution. In addition, we have an internal team of Developers in case there is a need to customize your system.
¡Contact us HMyself!
