OpenText Core Content Management (CCM) integrates with business systems such as SAP, Microsoft 365 or Salesforce to centralize documentation and improve information management. As we have seen in previous articles, that is exactly one of the great advantages of this solution.
Many organizations that intend digitize your document managementl, they realize that the information is distributed between different systems such as ERP, CRM or collaboration tools, which can cause duplication, lack of documentary control or difficulties in locating information. But by implementing this system in a transparent way with SAP, it will allow us to centralize documentation, improve information traceability and facilitate access to documents directly from business applications. That is, everything from a single point.
Next, we'll see how this integration works and how it looks in the system.
Integration between SAP and OpenText CCM: the bridge is the Workspace
In business systems such as SAP, each business process is usually associated with different business objects. These can be Purchase Orders, suppliers, customers, projects, etc. Each of these objects contains key information, metadata and users who interact with it within the system.
The integration of OpenText Core Content Management with SAP allows each of these objects to have their representation within the document manager through a concept called Workspace, which will have a specific folder structure and which will always be the same structure that we define by object.
What is an OpenText Workspace and how does it work?
The OpenText workspace functions as a centralized space where all the documentation related to that business object is stored. Each workspace includes a predefined folder structure, metadata associated with the SAP object, automatic access permissions, and relationships with other business objects. In this way, all the documentation linked to a process is organized in a structured way and easily accessible.
The standardized structure of the documentation is key
On a practical level, all Purchase orders they're going to have the same folder structure. This means that every time a Workspace (the representation of my object in SAP) is created, a series of associated permissions will be created.
For example:
- all purchase orders will have the same folder structure.
- all suppliers will have their own defined structure.
- all clients will have their own documentary space.
This makes it possible to standardize the organization of documentation within the company, making it easier to locate and manage it.
Automatic permission and security management between SAP and OpenText CCM
When you create a workspace associated with a business object, the corresponding access permissions are also automatically generated. This means that only authorized users will be able to access the documentation and that the permissions will be aligned with the roles defined in the business system. In addition, access to sensitive information by unauthorized users is prevented. This approach ensures secure and controlled document management, especially important in critical processes such as purchasing, contracts or supplier management.
Synchronized metadata between SAP and the document manager
Another key aspect is metadata synchronization. The workspace created in OpenText inherit the metadata of the business object in SAP, which makes it possible to classify automatically documentation, searching for documents using information from the ERP system and maintaining consistency between systems. Thanks to this synchronization, users can locate documents using business criteria such as order number, supplier or customer.
Navigating between related objects
Working with Core Content and SAP together also makes it possible to establish relationships between different business objects. For example, from a purchase order it is possible to directly access the Workspace from the partner vendor and consult all documentation related to that vendor. This greatly facilitates navigation between information and provides a complete view of the documentary context of each process.
Access to documentation directly from SAP
One of the big ones advantages of integrating Core Content Management with SAP is that users can access documentation without having to leave the system, that is, everything is within SAP in a native and transparent way (Seamless).
This means that from the ERP system itself it is possible to carry out various tasks such as consulting documents associated with an object, adding new documentation or browsing the corresponding workspace. This allows users to always work within their normal environment, avoiding application changes and improving productivity. At the same time, all documents are still stored in the document manager, ensuring centralized information management.
The integration between OpenText Core Content Management and SAP provides numerous advantages, as we have seen.
Do you want to integrate your document manager with SAP?
In Brait we help organizations integrate OpenText document management solutions, such as OpenText ECM o Core Content, with its business systems, optimizing access to information and improving the efficiency of business processes. If you want to find out how OpenText Core Content Management can be integrated with SAP or other business applications, our team can help you analyze your case and define the best implementation strategy.
Contact us to learn how to improve the document management of your organization.
