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SAP Netweaver Folder Management (ex-Records Management)

SAP Records Management has been renamed as SAP Netweaver Folder Management. The product offering and the maintenance contracts remain the same. Please check Wiki page for details. SAP Netweaver Folder Management is a Content Integration Framework offering records and case management capabilities. It is based on Service-Oriented Architecture and can be extended. It has the flexibility to be integrated and aligned with your business processes. It gives you a single, integrated view for content generated across the business landscape. It is for a content integration platform and can be modeled to support the content integration and management along the business context. Due to SOA, it is able to support rapid prototyping. Check out the Getting Started with Records Management for a general description of folder management.

It provides a framework to set up a solution designed to solve problems in the following areas:

  • Management of increase in digital content volume while reducing the operational costs of organization
  • Case file management for change management and approval processes
  • Comply with document retention and retrieval regulations while insuring that needed paper and digital content is properly preserved
  • Leverage digital content to improve internal processes and service delivery to the citizens/customers
      Check out the Wiki page for business overview & latest updates on the product & strategy. 

Currently SAP FM does not have a forum in sdn. Hence, for any queries, please post them in any forum with keywords "RECORDS MANAGEMENT" or "FOLDER MANAGEMENT or "NWFM". Search will be done on these keywords & queries will be answered.Alternatively, you can join linkedin group SAP NetWeaver Folders Management (old name: SAP Records and Case Management) and post your queries over there.

Topics in Detail

Benefits You Will Realize by Using SAP Netweaver Folder Management

From the user's perspective:

  • Faster creation & retrieval of records
  • Increased efficiency
  • Improved overview of the processes & content
  • 360° degree view on information needed for the process

Rapid prototyping Manage access control 

  • Secure storage of digital content 
  • Classification of digital content via flexible attribute configuration 
  • Complete adherence to policies for records management & disposal 
  • Reduced service processing times 
  • Seamless integration in SAP landscape 
  • Scalable - it can be rolled out for usage by many users in SAPGUI & works for large number of documents & records

From the IT manager's perspective:

Advantages of Using SAP NW Folder Management

  • All authorized employees have central access to all required information.
  • Business transactions are clearer and more effective.
  • Ability to design & execute ad-hoc processes on the fly thus, improving your processes efficiency
  • Paper records and electronic records area are managed in the same system.
  • Scanned documents can be stored.
  • Storage costs of paper records are reduced.
  • The transport time of files is reduced or eliminated completely.
  • Storage costs for records are reduced.
  • It is possible to connect the IT-supported case processing to existing procedures.
  • Fast administration and quick access to information for users.
  • Viewing and submitting records to external authorities is possible without any time-consuming record transports.
  • Disposal & retention for records is made possible
  • The functions for processing requests and filing documents in records are fully integrated.
  • Fully compliant with Record Management legislation - DOMEA, TNA & DOD certified variants part of the delivered solution

Customer Success Stories:

Magistrat der Stadt Villach   

Gemeinsames Gebietsrechenzentrum Munster   

LBIO Netherlands

Examples of Integration in SAP Landscape

NW FM is reused for content management & process management in many Business Suite applications like:

  • Dispute Management
  • CRM Case Management
  • Organization management(Defence offering)
  • Governance, Risk & Compliance
  • Supplier Relationship Management
  • Procurement Record for MM (value pack by LGD)

Human Capital Management

  • ACS Social Services
  • Real Estate Management
  • Machinery Record(value pack by LGD)
  • Investigative Case Management

Related News Items

SAP Netweaver Folder Management is important part of SAP ECM’s strategy  (January 7, 2009)  Computerwoche reports on 'Document Management: SAP Gets Down to Business with its ECM Strategy'. SAP Netweaver Folder Management plays a central role in within SAP's ECM strategy. SAP is starting an offensive with software for product data administration, records management, and SOA, reports Computerwoche editor Sascha Alexander. According to analysts, SAP has offered an extensive product portfolio in document management for a long time. However, the products were neither harmonized systematically, nor positioned as an offer related to Enterprise Content Management (ECM), as SAP competitors IBM, Oracle, or EMC are striving to do. SAP's offer is still named after document management systems (DMS), such as Product Lifecycle Management (PLM), SAP NetWeaver Records Management, and Knowledge Management.

A main focus in development is traditionally laid on Product Lifecycle Management (SAP PLM), which is mainly used to administrate structured information. In addition to its PLM offerings, SAP has developed SAP Netweaver Records Management as another important component in ECM environments. In Germany alone, more than 300 customers are already deploying this offering as a platform for document-oriented processes. According to Andreas Engel, Solution Manager at SAP, users can not only administrate documents and URLs in their files (customers, orders), but also links to SAP Business Objects, such as bills or accounts. The SAP GUI serves as a user interface; access via the Windows Explorer is planned for mid-2009. According to SAP, SAP Netweaver Folder Management meets most of today's requirements in records management.
(Full article in German)

8th SAP Public Services Ecosystem Summit 2008   (February 14th, 2008) 

High interest in SAP's ECM strategy adopted to Public Services and the SAP Netweaver Folder Management presentations at the 8th SAP Public Services Ecosystem Summit 2008 12th-14th February in Mannheim. Education Conference in Bangalore. At the 8th SAP Public Services Ecosystem Summit 2008 there was high interest on the presentation on SAP's ECM strategy (1MB) and the SAP Records Management development roadmap.

RM In Detail

SAP Netweaver Folder Management is a standard solution for the electronic management of records & to control & manage your ad-hoc processes efficiently.

The record provides a universal view of all the information objects that exist for a business process. Access to information is facilitated. You, no longer, have to navigate through systems to find information objects, because all the information objects for the whole record are available in one structured view which is exactly aligned with your business process(since you can define it).

By converting paper records to electronic records, you can enjoy all the advantages of a paper-free office: No storage costs for records, no cost-intensive copying procedures, and optimal retrieval of information.

However, SAP Netweaver Folder Management not only provides an electronic representation of the conventional paper record, but also offers functions that far exceed those available for conventional records management: you have fast and secure access to archived documents. You can enter Office documents and notes directly in a record, using document templates if required. You can include Internet or intranet pages in a record. In addition to documents, you can also integrate other perse electronic elements (the elements can originate from the local SAP system, from other SAP systems, or from non-SAP systems).

Releases & Contacts

Previous Releases and Contact Information for Records Management   

View the current and previous release information as well as SAP representatives for the SAP Folder Management areas and pertinent information in where to find links to more detailed information.

Basic Topics

How to setup a simple scenario using SAP Netweaver Folder Management (English version)

How to Add an Attribute to a Case, Record and a Document  

This document details steps to add a new attribute to a record, document & a case.This will be useful if you have just started working with NW FM & are trying to add a new custom attribute to objects you want to create.

Advanced Topics

How to Integrate & Use Process Route from SAP Records Management in Your Application  

The workflow path (Process Route) is an application independent workflow tool that supports ad hoc definition and changes of processes by end users (dynamically insert, change and delete process steps with activities and agents).This document explains the process of integrating and using the Process Route in your application.

Automatically Inserting ArchiveLink Documents  

The following tutorial is aimed at consultants who are implementing NW Folder Management. Prerequisites are a working knowledge of Folder Management, ArchiveLink, and the ABAP programming language. Customers often want records to be filled automatically, to save users extra work. One typical requirement is for ArchiveLink documents to be inserted in records automatically. This tutorial uses a concrete example to show you how to meet this requirement in a user-friendly way.

Document Management in Records Management  

This document describes the architecture of the component Document Management within NW Folder Management, as well as the options available for changing or enhancing the existing functions.

NW Folder Management Reference Documentation  

The service provider framework enables different applications to communicate with each other so that the sum of the applications appears externally as one logical unit, although the inpidual applications do not communicate directly with each other.  German version

Integration of Records Management as a GUI Control  

To make the best use of this document, you require a good working knowledge of the technical terminology and architecture of the NW Folder Management Framework. For more information, see the Folder Management reference documentation for developers.

Starting a Workflow in a Record   

The following tutorial is aimed at consultants who are implementing NW Folder Management. Prerequisites are a working knowledge of NW Folder Management, SAP Business Workflow, and ABAP objects. Customers often want user workflows to be triggered directly from a record. This tutorial shows you a user - friendly way of meeting this requirement.

How to Guide: Cross SP search based on Property Unification  

The Property Unification (short PU) defines a set of generic (SP independent) classroles and interfaces for attribute data and metadata access. PU forces a clean separation between backend, frontend and controller logic and PU forces a clean separation between data and metadata handling. Each SP is able to connect to PU by implementing mandatory PU classroles (interfaces) or by re-using the default implementations.

How to Guide: Using Default Property Repository via Property Unification  

The Property Unification (short PU) defines a set of generic (SP independent) classroles and interfaces for attribute data and metadata access. PU forces a clean separation between backend, frontend and controller logic and PU forces a clean separation between data and metadata handling. Each SP is able to connect to PU by implementing mandatory PU classroles (interfaces) or by re-using the default implementations. This document focuses on last part, the re-use.

How to Guide: Writing a "connector" to Property Unification   

The Property Unification (short PU) defines a set of generic (SP independent) classroles and interfaces for attribute data and metadata access. PU forces a clean separation between backend, frontend and controller logic and PU forces a clean separation between data and metadata handling. Each SP is able to connect to PU by implementing mandatory PU classroles (interfaces) or by re-using the default implementations.

NW Folder Management Upgrade Masterguide  

NW Folder Management is a standard solution for the electronic management of records. Quick access to information is an essential factor for successful transaction processing. NW Folder Management is a tool that enables this quick access: In a record, all documents and all the other information objects required for a business process can be grouped together in an overview hierarchy with any number of levels: documents, applications, processes. This means: NW Folder Management is not just a document or content management s ystem.

Tutorial: Implementing a Service Provider  

This document contains a tutorial about implementing a service provider. Prerequisites are a sound working knowledge of the terminology and architecture of the NW Folder Management Framework. For more information about this, and a systematic representation of service provider methods, see the NW Folder Management reference documentation for developers. We recommend that you study this tutorial and the reference documentation together. German version

Visualization of NW Folder Management in BSP   

To make the best use of this document, you require a sound working knowledge of the following areas:

  • Technical terminology and architecture of the NW Folder Management Framework. For more information, see the NW Folder Management reference documentation for developers.

  • Business Server Pages and the Portal

German version

Archiving Records and Documents in SAP NW Folder Management

You can use archiving to store records that are no longer required in archives and then physically remove them from the database. You can archive all elements that are based on the generic Service Provider back end. These elements are referred to as all documents in the following. You can archive both document content and all of the document's attributes.

Archiving Cases in SAP NW Folder Management

You can use archiving to store cases that are no longer required in archives and then physically remove them from the database. You can select the components in the case that you want to archive here. You can archive the following components: Case, records, Notes, Protocol, Process route.

Automatically Inserting Business Objects in SAP NW Folder Management Records’ and Setting Up Navigation Between Business Objects and Records

This tutorial is for those of you who are engaged in implementation of NW Folder Management & its usage for integrating content across various application for a single business process. Such integrated scenarios sometimes, need filling up of records automatically. The tutorial demonstrates how you can add business objects in records automatically.

Integrating a Pushbutton for Navigating to the Record from an Application Transaction in SAP NW Folder Management

This tutorial is also applicable for colleagues who are implementing NW Folder Management & are using it for integrating content across various application for a single business process. This tutorial demonstrates how you can add a button to navigate to the correct record or case attached to your application object from your own application screen.

(New)  Is SAP Folder Mgt(ex-Records Mgt) accessible from SAP Business Warehouse?

This blog gives a brief snapshot of the existing support for SAP Business Warehouse integration in SAP NW Folder Management(ex-Records Mgt).

(New)  Easy Application Integration: How to use the Records Management Call Handler Framework

This article describes how you can use the SAP Records Management Call Handler framework in order to integrate SAP applications into SAP Records Management or into other SAP applications.

(New)  How to user SRMGS_DOCTOOL

This article describes how SRMGS_DOCTOOL program can be used to check and repair the record, record model, document & templates, if they get corrupted and user is facing problem in visualization of them or in accessing them in transactions SCASE, ORGANIZER, SCASEPS.

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