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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

 

11 Comments
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  • 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.

     

     

    • 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

  • 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

     

      • 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 .

         

         

  • 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

    • 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

  • 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