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Important Note: The information provided in this blog entry is obsolete now. Please refer to the wiki page Additional Attributes in the Attachment List and the SAP Knowledge Article 1513057 for updated information about this functionality.

The Generic Object Services (GOS) attachment list offers only a limited set of ArchiveLink document attributes. Sometimes this is not sufficient to correctly determine the content of an attachment, especially as the title of stored documents can be ambiguous. The SAP standard functionality only allows showing the ArchiveLink document type description in the title field of the attachment list:

image

This clearly shows a necessity to include a meaningful description to every document, or at least to have the possibility to display the original file name in the attachment list. This is why SAP has decided to extend the functionality of the GOS attachment list to include more attributes to easily identify the stored documents. This new functionality will be delivered in two parts, which are described below.

Recently, the developer responsible for the GOS has released the SAP Note 1560955 which adds the ‘Filename’ attribute to the attachment list. This note is valid for attachments uploaded via ‘Create Attachment’, so ArchiveLink documents (uploaded via ‘Store Business Document’) are not affected by this advance development.

At the same time, the ArchiveLink developers have created the SAP Note 1451769 to add this functionality to ArchiveLink documents. This note contains an advance development and it has a ‘Pilot‘ status, meaning that it is not formally released and that it is being tested with selected customers, so it is not visible in the SAP Service Marketplace.

This is how the attachment list looks like with the note implemented:

image

However, there are scenarios like storing incoming documents using barcodes and/or workflow where ArchiveLink is not designed to store/display these file attributes (file name, creator name). Hence, this enhancement is only applicable in manual storing scenarios and display through GOS scenario.

The new functionality is available as of SAP Basis Release 700 as an advance development, but due to the high number of requests, we have decided to further test it with more customers in order to release it as standard functionality as of SAP Basis Release 731, but this depends on the quality assurance results. So, please leave a comment below in case you are interested in having this new functionality in your system. We will be accepting a few testers who have to commit to provide feedback to SAP regarding this development.

There are a few things to consider before importing this note into your system:

  1. The functionality is delivered as an advance development, so make sure you read the SAP Note 170272 first.
  2. Make sure you read the GOS note 1560955 as well, since this is a prerequisite for the ArchiveLink note.
  3. The advance development is available for the following versions only:
    • Release 700 From SAPKB70019
    • Release 701 From SAPKB70104
    • Release 702 All Support Package levels
  4. There are no plans to extend this development to any other release.

*** UPDATE: July 14, 2011 ***

After a successful testing phase, the note 1451769 has been released for all customers now. All customers will be able to download and implement the note via SNOTE only. Thanks to those who participated in the testing phase.

*** UPDATE: August 9, 2012  ***

The note is currently unavailable due to quality maintenance. The functionality will remain the same. The estimated date of release is end of August, 2012.

*** UPDATE: January 16, 2013 ***

The blog entry is now obsolete. Refer to the wiki page Additional Attributes in the Attachment List for updated information about this functionality. Comments for the blog entry are closed.

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47 Comments

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  1. Carlos Cunha
    De juan, he estado siguiendo el blog (ArchiveLink). Fue una información muy útil. Estoy trabajando en este tema. Tengo un Duvia. Es posible activar los objetos de servicio para la transacción F-47?

    Utilice el parámetro: SD_SWU_ACTIVE para activar Caja de Herramientas de flujo de trabajo para VA03 VA02 y. Más no se encuentra el parámetro para el F-47. ¿Me pueden ayudar?
    Gracias de antemano!

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  2. Aupa Laura

    Hi Juan,

    I’ve implemented the notes related, and it works when you upload documents manually, but it doesn’t work when you are storing documents with the standard functionality of output messages.

    In our case, we are storing SD invoices automatically when the invoice is printed. But the creator name, time is empty.

    Do you know any solution for it?

    thanks a lot,

    Laura

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    1. Janos Dezsi

      Hi Laura,

      this advanced developement only works, if you attach the documnet with the “GOS button -> Store business document” function. Sorry, but currently there is no solution for other attachment processes.

      Best regards,

      Janos

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  3. Luca Pranzo

    Hi Juan,

    I’m trying to install Note1451769, but it’s not released anymore. Do you know when it will be available again?

    Thanks a lot,

    Luca

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      1. Neil Mclaren

        Hi Janos,

        Thank you very much for the update.

        Are you able explain why Note 1451769 is currently being reworked because the functionality was working initially?

        Can you confirm this functionality will still be avaiable after the “fix” – it is not that this new functionality will now be permanently removed?

        Regards,

        Neil

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        1. Janos Dezsi

          Hi Neil,

          sorry but I have no info about what modifications will be done in the next version of the note.

          And as far as I know it will be released with the same purpose: allow the users to find the differences between the submitted ArchiveLink files in the GOS attachment list window.

          Regards,

          Janos

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  4. Jeff James

    Looking forward to the re-release of this note. This is a often requested functionality that has been unavailable for archivelink documents without custom enhancement for too many years.

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  5. Anu Yadav

    Dear  Juan Pablo Barcenas,

    I read you inputs on the above topic. I wanted to know when would SAP Note 1451769 be released? Also as you said this version would be for one of the  Release 700 From SAPKB70019.

    Actually SAP Basis which we have is Release 700 Level 14 and Highest support SAPKB70014. Is there any SAP Note for the same issue for this? We need to implement it as many of our customers have asked for the same.If you could give me inputs on this it would be good.

    Thanks

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    1. Janos Dezsi

      Dear Anu,

      as you can see, the note 1451769 is released again today, but it’s only available in 700 from SP19 (SAPKB70019).

      Best Regards,

      Janos

      (0) 
      1. Anu Yadav

        Thanks Janos. I just need to know one thing. For this functionality do i have to implement first the notes 1560955 and  then 1451769?

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        1. Janos Dezsi

          Yes, thats right. If your SP doesn’t contain the corrections of the note 1560955, than yu have to implement it first. After this 1451769. I hope, it’ll work.

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          1. Anu Yadav

            Thanks Janos.

            Do you know how to install support packages?

            I have downloaded the SP 19. It downloaded a file name KB70019.SAR. What do i have to do next? If you could help me in this it would be good. I am installing SP for the first time.

            (0) 
              1. Anu Yadav

                Dear Janos,

                As i am doing the installations of SPs for the first time. Could you tell me how much time does it take approximately for on SP o be installed? I mean the downtime.

                (0) 
                1. Janos Dezsi

                  Hi Anu,

                  I think this is not the right place in the SCN to discuss upgrade issues. This blog post (and the area of it) basically deals with other questions. Please do a search on the SCN, and post this question to a more appropriate area. Thanks for your understanding!

                  Best Regards,

                  Janos

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  6. Janos Dezsi

    Hi All!

    Also a short info: From now on the note 1451769 is a standard code correction, and not an advanced development. And will be included in higher SP levels.

    Best Regards,

    Janos

    (0) 
    1. Neil Mclaren

      Hi Janos,

      We have implemented all the notes – but the functionality is not entirely working.

      When attaching documents – we get the pop up to add our own description & the document saves correctly. All the attributes are also writing to table TOAAT correctly.

      However when we open the Attachment List – we see the old screen. Ie. Document Type, Creator <blank>, Date. Exactly like the first screen shot in this post.

      Any ideas what could be wrong?

      Kind regards,

      Neil

      (0) 
      1. Janos Dezsi

        Hi Neil,

        first please make sure, that all the manual and automatic corrections are applied from the notes 1560955 and 1451769.

        Are you usung the GOS -> Create Business Document funtion, when you store these documents?

        Best Regards,

        Janos

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          1. Janos Dezsi

            Hi Neil,

            thats interessting. For the filename column you have to maintain the layout that’s sure. But it needs some debugging, why the creator name doesn’t get displayed.

            If I could have a look on your system I would do the following:

            From note  1560955
            – data element BITM_FILENAME created
            – structure SGOS_ATTA extended
            – all these activated

            – check the automatic corrections via SNOTE
            – check the automatic correction’s modifications manually

            From note 1451769
            – TOAAT table created
            – text simboles added to SAPLOPTL
            – all these activates

            – check the automatic corrections via SNOTE
            – check the automatic correction’s modifications manually

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  7. Firoz Ashraf

    Thanks for providing the help.

    We first implemented the SAP note 1451769 and then1560955. This did not work and we were not getting thre result.

    Then we reversed the order; first SAP note 1560955, then 1451769. It worked !!

    Thanks,

    Firoz.

    (0) 
    1. Firoz Ashraf

      Hi GIO BUI,

      Have you applied the note in proper oder? First 1560955, then 1451769?

      Have you done the manual corrections?

      Could you check through SNOTE whether the notes have been applied correctly?

      Regards,

      Firoz.

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    2. Jeff James

      If you are get getting the new Dialog to add the Description during the GOS operation “Store Business Document” then I would verify that you have set active Reserved 1 in OAG1.

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    1. Jeff James

      I have implemented with SAP Archiving and Document Access 9.8.0. The Extended GOS Attributes do not display in DocuLink as they come from a different table (TOAAT). DocuLink document display node still only presents the information from the TOA* Link Table. I have not yet found a good way to get the values from TOAAT to display as a table value node as the document display node will not pass on the document id number.

      Perhaps Open Text will now enhance also. 😉

      I have not yet looked into what capabilities that ArchiveLink PLUS that is promised on the SAP Archiving and Document Access by Open Text product road map for version 10.

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      1. Mark Funnell

        Thanks Jeff!

        I guess I didnt read the note fully to see the additional attirubtes are in a different table and not directly in the link table.  Im interested in Doculink seeing as thats how my current client accesses their documents as opposed to via the GOS.

        I think it might be possible to pull the additional attributes via a user exit in Doculink.  Im waiting on a demo system to be available to try this out.  If I figure it out, I’ll let you know.

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        1. Jeff James

          ArchiveLink PLUS promises many more options and will work with more scenarios than just GOS “Store Business Document”. The implementation is rather complex and requires creating yet another new table, however this allows for capturing much more information especially if using Enhanced Office Documents with built-in fields matched to the SAP document. It also appears that ADA version 10 has the ability to utilize Content Server for full-text indexing of the NON-Coded Data. I guess ADA 10 is going to be Extended ECM lite!! 😉

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    2. Jeff James

      The extended attributes can be seen in the Business Document Navigator if you have left that function enabled in your view.

      The standard document display node still only have the options of showing document type document type description and archving date.

      (0) 
  8. vineela mallangi

    Hi Juan & Janos,

    1)    I have implemented the SAP NOTE  (1451769),     Created (  FILENAME , DESCR , CREATOR ) imported parameters for the function module  ARCHIV_CONNECTION_INSERT as per the NOTE 1451769.

    3)      When I try to attach a document from  CRM WEBUI (incident ) : after attaching the file I am not finding the filename still it is showing the file extenion.

    For the function  module

     

    When I was debugging the stadnard code for the function module ARCHIV_CONNECTION_INSERT ,from the standard the filename and description not beeing sent .

    can you please help me in this.Am I missing anything here? Do I need to do any coding ?

    Thanks in advance,

    Vineela.

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    1. Janos Dezsi

      Dear Vineela,

      this development works only, if you store the document with the GOS buttons’s “Store Business Document” function.

      Best Regards,

      Janos

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  9. Anu Yadav

    Dear Juan Pablo Barcenas,

    As you said that this advanced development would work if you attach the documnet with the “GOS button -> Store business document” function. I wanted to know if i use the function module ARCHIV_CONNECTION_INSERT and attach a document would this functionality work then?

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    1. Janos Dezsi

      Hello Anu,

      as you can see the function module have these 3 attributes:

      FILENAME TYPE TOAAT-FILENAME

      DESCR TYPE TOAAT-DESCR

      CREATOR TYPE TOAAT-CREATOR

      So I assume, that it will work, but there is no garantee, and I wouldn’t suggest it. Please check the note 109533, because this is a not released function module, therefor no SAP support will be available if any error occurs. You can check the code corrections of the notes and debug an example storing to get more detailes on how it works.

      Best regards,

      Janos

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