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Author's profile photo Sagar Shridhar Bhide

Content Repository Migration in mind ?

Dear Reader,

I am a Product Expert for the area of Knowledge Provider (KPro). KPro is a framework that is used in Document Manage Systems.

I receive queries on performing the migration of the content repositories. In this post, I would like to introduce to possible ways in which you can perform the migration of the content repositories.

 

Approach 1) SAP report RSIRPIRL SAP Note  389366 and 1536325

This report works with attachments that are stored with applications like DMS (Transaction CV0*N / Attachment Service), CRM (CRM attachments), GOS (Generic object services / Services for object), SRM (SAP Records and Case Management), SOLMAN attachments and so on.

The report would use the PHIO class header table to get the list of attachments; and thus if the attachments are stored via Archivelink, the attachments would remain untouched in the repository.There may be some orphan/corrupt/dummy attachments which would remain untouched in the original repository.

The report copies the attachments from the source repository to the destination repository and then deletes them from the source repository. Therefore, you must take a backup of the repositories before performing the migration with this report.

This report has the following inputs:-

Document Area:– In case, you would like to perform the migration for all PHIO Classes within a document area.                                    (I have not seen anyone using this actively.)

PHIO Class         :-  PHIO Class which is used for storing the attachments.

Target Category :-  Destination category where you would like to move the documents(Transaction OACT).

Source Category:- Current storage category which is used for storing the attachments(Transaction OACT).

DATUM                :- Creation date of the documents.

Test Run             :- The documents would not be moved (if the test run is checked) but (and) customer would get a list of the documents what would be moved.

You should make sure that the storage category should point to different content repositories ( content repositories are created with transaction OAC0).

Approach 2 ) SAP Development provided report Z_DOC_COPY  SAP note 2774469 

This report works with documents that are stored with the SAP repository (Database / SAP HTTP repository). Report requests content server for document list to the content server ( Command  ‘adminContRep’ & operation ‘docIdList’).  This command would provide the list of attachments from the content server.

The report would use a list of attachments received from the content server and copy the attachments from the source repository to the destination repository one by one. This report also compares the list of attachments from between source and destination before actual copy and thus even if the report gets terminated for any reason, restart is possible.

Destination Repository  < P_REPDST > Repository from Transaction OAC0

Source Repository  < P_REPSRC > Repository from Transaction OAC0

Document List  < SEL_LIST > This should be used in case you want to copy the specific documents and do not want to copy all the documents.

Approach 3 ) Z_MIGRATE_ARCHIVELINK  SAP note 1043676 – Migration of ArchiveLink Documents.

This report is specifically for Archivelink attachments where the attachment selection is done based on the link tables of Archivelink. The report will get the link entries from all the link tables (TOA01, TOA02, TOA03, TOAHR…) for a given repository and then perform a copy of the attachments from the source repository to destination repository.

The report would also adjust the link table entries. The documents are not deleted from the source repository. Link tables are updated with newly generated document ID and destination repository. Old documents remain orphans in the source repository. 

Approach  4 ) RSGOS_RELOCATE_ATTA  2293171 For GOS attachments. 

You need to relocate the contents of SAPoffice documents relevant to the GOS attachments that are managed by KPro from one category to another.

This report works similar to RSIRPIRL and it has the GOS context attached. Selection screens have GOS related options.

This should be used when the customer wants to move the attachments created from certain applications only e.g. Mail attachments.

Approach 5 ) DMS_RELOCATE_CONTENT.

Not much documentation available but again similar to RSIRPIRL and adds DMS context to it. In other words, it works for DIR (Document Info Record).

This should be used when the customer wants to move the attachments created with specific document types (e.g. DRW / FOL / SRF and so on) and Document status.

Approach 6 ) SRM_KPRO_CONTENT_RELOCATION.

This should be used when the customer wants to move the attachments created with SAP Records and Case Management.

Approach 7) Migration of the documents via Transport Layer.

There are also other reports RSCMSEXT / RSCMSEXA /  RSCMSIM / RSCMSCPY using SAPKPROTP. I have seen some issues. Also, it uses transport files. Troubleshooting is very difficult in the case of SAPKPROTP.  This is not usually recommended for large migration. You can use this report if you have a small list of documents that you want to migrate.

 

Recommendation.

In cases where you are aware of the application that is used to store the attachment. Please use the program from the corresponding application That will give users more control over what is being migrated. In case you just want to copy the documents irrespective of the application you can use report Z_DOC_COPY.

In the next blog post I am planning to explain the difference in Report RSIRPIRL, Z_DOC_COPY, Z_MIGRATE_ARCHIVELINK

 

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      Author's profile photo Sagar Shridhar Bhide
      Sagar Shridhar Bhide
      Blog Post Author

      Dear Reader,

      You can check the Part II here 

      Regards

      S S B

      Author's profile photo Sarang Akhare
      Sarang Akhare

      HI Sagar,

      Thank you for the informative document.

      I am new to the Content Repository Migration functionality and thus I need your expert inputs for the requirement that we have from the client.

      Requirement - The current content repository is external and is Archivelink repository as an HTTP content server. This repository is going sunset. The requirement is to store all the documents (Invoices in PDF ) in local repository i.e in SAP database itself.

      For this I have created a new Archivelink repository of storage type "SAP System Database". This is working and all the new documents data is getting stored in SAP database Z table as defined in the local repository. The link table TOA01 is also getting updated with the new document ID and new content repository ID.

      Issue I am facing is to migrate the already present documents in OLD HTTP Archivelink repository to new Local SAP Database table Archivelink repository.

      As per the details in the blog post, I tried with Z_MIGRATE_ARCHIVELINK  SAP note 1043676 – Migration of ArchiveLink Documents. But I see via this report, the links in the table TOA01 get created as per the new Local repository but the actual document data is not moved from the old external ArchiveLink content server to the new SAP Database table Archivelink Content repository Z table.

      Can you please guide as in how to move all the already present document data from the external content  server to the SAP database in a  Z table as defined in the Local Archivelink Cotent repository?

      Regards,

      Sarang Akhare.

       

       

      Author's profile photo Sarang Akhare
      Sarang Akhare

      Hi Sagar,

      The issue I was facing is resolved now. The documents were not getting copied to the SAP database tables via program  "Z_MIGRATE_ARCHIVELINK  SAP note 104367", was because the connection with the source HTTP ArchiveLink Content Repository was not active. Once the connection was activated again, it program "Z_MIGRATE_ARCHIVELINK" stared working as expected.

       

      Regards,

      Sarang Akhare

      Author's profile photo Faisal Wajeehullah
      Faisal Wajeehullah

      Seems like this is a good place to ask about migration questions. My use case is to migrate attachments from vault storage to external content server (SharePoint) . We are using a DM4SAP third party product and it works fine storing into SharePoint document libraries.  For DMS originals migration I'm planning to use two convert reports "DMS_KPRO_CONVERT" and "DMS_KPRO_CONVERT2."  It will be great if you throw some inside on these reports beside generic documentation.

      https://answers.sap.com/questions/13013468/migrating-dms-atttachments-from-vault-to-external.html

       

      Author's profile photo Sagar Shridhar Bhide
      Sagar Shridhar Bhide
      Blog Post Author

      Dear Faisal Not really Sure Sorry 🙁

      Author's profile photo Faisal Wajeehullah
      Faisal Wajeehullah

      Thanks for the reply. sorry for a late reply

       

      I do have another question to ask, If documents are attach to business objects using custom GOS menu option using archivelink how do we move those attachments from custom menu to Attachment List?? I believe there must be a way to do this

      I;m migrating documents from opentext to SharePoint and all attachments done using custom GOS instead of "store business document" option .

       

       

      Author's profile photo AbdulRahiman Nadaf
      AbdulRahiman Nadaf

      Hello Sagar,

      Very Nice post..!!
      However I m facing some issue while relocating the attachments.

      Program RSGOS_RELOCATE_ATTA is not migrating text documents or .txt files to external server. Do you know any procedure for the same?

       

      Also, why execution of this program does not have any data in linkage tables like TOA01, TOA02, TOA03. Please clarify.

       

      Best Regards,

      Abdul

      Author's profile photo Sagar Shridhar Bhide
      Sagar Shridhar Bhide
      Blog Post Author

      Dear Abdul,

       

      GOS sometimes handle Text attachment differently and they if the attachments are not stored with KPro thus they are untouched / migrated.

      Regards

      SSB

      Author's profile photo Sonja Koehler
      Sonja Koehler

      I want to migrate DMS documents to KPRO in target system. Do you only need DMS_KPRO_CONVERT2 to do this? What are the other steps involved? Can you provide more information for this please? Thanks

      Author's profile photo Sagar Shridhar Bhide
      Sagar Shridhar Bhide
      Blog Post Author

      Dear Sonja,

       

      Can you add more details? Do you mean you want to convert the documents from the vault to KPro?

       

      Regards

      SSB

      Author's profile photo Offshore SISL
      Offshore SISL

      Hi Sagar,

       

      Thanks for sharing the steps. I am having problem transferring documents which are in IA status(in work and not released). How do we transfer such documents.

      Author's profile photo Sagar Shridhar Bhide
      Sagar Shridhar Bhide
      Blog Post Author

      Which report you are using ? Your document status in CV0*N does not matter if you are using report RSIRPIRL. The status of your DIR and Actual document are independent

       

      Regards

      Author's profile photo Mohanraj Govindasamy
      Mohanraj Govindasamy

      Hi Sagar, Could you help me. I have migrated Kpro document SOFFPHIO(From table storage to external storage). But for DMS this is first time, details :Already attachment are storing in SAP contact server and need to migrate to opentext. But if i use the report RSIRPIRL, i have input fields as

      PHIO Class : DMS_PCD1

      target category : ?

      source category : ?

      Current Category AA -> tagged Repo as A1 -> which has 123 as content server name

      Target category also AA, because in the CV03N attachment list, for respective file attachment, business user will continue to select the storage category as AA(as per business functional spec designed- manual select)  and shouldn't change the process design on category selection in CV03N for shake migration activity.

      so do i need to create a AB as dummy category (AB->A2 content node -> which has 456 as content server name) ?, with below 

      Actions need can follow ?:

      AA source category -> tagged Repo as A1 -> which has server as 123 as SAP CONTENT server

      Migration to target below

      AB target category -> tagged Repo as A2 -> which has server as 456 as opentext server name.

      PHIO Class : DMS_PCD1

      target category : AB (opentext)

      source category : AA (SAP content)

      once all documents migration is done(above actions), moved to AB, Below actions

       

      then, change the A1 repository server as 456 as opentext server from 123 content server, trigger migration

      AB source category -> tagged Repo as A2 -> which has server as 456 as opentext server name.

      Migration to target below

      AA target category -> tagged Repo as A1 -> which has server as 456 as opentext server name.

      trigger migration report

      PHIO Class : DMS_PCD1

      target category : AB (opentext)

      source category : AA (OPENTEXT)

       

      This is the solution for DMS migration or any other  migration report, will work ? Please guide me

       

       

      Author's profile photo Raaj Ch
      Raaj Ch

       

      Hi Sagar,

      Can we migrate data from the Opentext content server to SAP DMS or SAP Content Server via standard SAP program?

      We had a requirement like to move our data(pdf files and other formats) from an external content server repository (OpenText) to SAP DMS.

      We used to store our Report shipping MSDS/SDS  files in the External content Repository and now we want to move those data completely to our SAP DMS.

      Regards

      Raaj Ch

       

      .

      Author's profile photo Sagar Shridhar Bhide
      Sagar Shridhar Bhide
      Blog Post Author

      Dear Raaj,

       

      You can use report RSIRPRIL for this migration.  Report Z_DOC_COPY may not work and you need to give the list of documents that you want to copy if you want to use Z_DOC_COPY

      Regards

      Sagar S Bhide

      Author's profile photo Hussaini Syed Shoeb
      Hussaini Syed Shoeb

      Hello Sagar,

       

      Thanks for the post which helped in understanding the migration. We are going through an issue - recently we migrated out SAP Content Server from 650 to 753. We can able to retrieve all documents. But after migrating SAP application to new hardware the same documents are not opening but newly created docs we can able to open. It would be great if you provide some in inputs on this.

       

      Regards,

      Shoeb

      Author's profile photo Sagar Shridhar Bhide
      Sagar Shridhar Bhide
      Blog Post Author

      I do not have enough information to comment on this . Please get in touch with SAP Support.

      Author's profile photo Sivarajan Selvarajan
      Sivarajan Selvarajan

      Gm Sagar,

       

      We are planning to upgrade our DMS from 6.40 to 7.53. Can this be done in the same sever (Linux).  Is it possible to do in-plan upgrade?   Thanks for the support..

       

      Regards,

      Selva

       

      Author's profile photo MANGESH PANDE
      MANGESH PANDE

      Hi Sagar,

       

      This is very Good Information. But I am still Confused. I have seen various blogs but There is no clarity. I would like to see a proper Way of informative blog

       

      1. Business Scenario
      2. Detail Requirement
      3. High level Architecture of Tech Solution
      4. Details of Each step.

      Your information is good but not in details for us to understand. There are various level of Functional and Technical consultant who don't understand  whats written.

      I hope you will take it in positive way and help us in better way.

       

      With Warm Regards

       

      Mangesh Pande

      Author's profile photo Shailaja Stalin
      Shailaja Stalin

      Hi Sagar,

       

      In my scenario Existing ECC system - Documents are stored in GOS as attachment and now we are planning to move it to S4 system, but in S4 we have DMS setup.  Can we migrate the GOS documents to DMS, do we have any standard program to perform this activity. Can you please provide guidance on this

      Author's profile photo Sagar Shridhar Bhide
      Sagar Shridhar Bhide
      Blog Post Author

      Dear Shailaja,

      I am sorry but I cannot answer specific question. What I believe is that you have GOS attachments in ECC and they will not be converted to DMS, New documents will get created with DMS. I am not aware of any program which will perform conversion of GOS attachments to DMS.

      Regards

      SSB

      Author's profile photo Hussaini Syed Shoeb
      Hussaini Syed Shoeb

      Thanks for the document. It helped in understanding the different approaches for Migration.

      Author's profile photo Pugazendhi Shanmugam
      Pugazendhi Shanmugam

      Hi Sagar,

       

      Your detailed post was very helpfull and interesting. Thanks for the same.

      I have a scenario where we are migrating SAP DMS ocuments from one SAP system to another. In the source SAP system originals are stored in SAP Database. In the target SAP System, customer wants to have documents saved in content server. Is there any approach to migrate the documents when the IDOCs are processed in the target system?

      One approach we tested is to migrate the document to SAP Database in the target SAP system and run standard DMS_KPRO_CONVERT program to migrate to content server. This approach works but it makes the work double.

      We are looking for an approch where this storage migration can happen as part of IDOC processing.

      Please let me know if you have any thougts or solution for this requirements

      Author's profile photo M. RAHAMAN
      M. RAHAMAN

      Hi Sagar,

       

      I have a scenario whereby we had a custom program which used Logical File Path to store atatchments for financial documents in FB03. Is there any way to migrate those documents from File share to content repository?

       

      Thanks,

      Mofizur

      Author's profile photo Sagar Shridhar Bhide
      Sagar Shridhar Bhide
      Blog Post Author

      Dear Mofizur,

       

      This is surely possible you may need to develop custom program for the same.

      Regards

      SSB