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SAP GLM: large document sizes

Nov 14, 2016 at 10:35 AM

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Hi,

we are using the labelling workbench within SAP GLM. When using labels with integrated freetext-documents we have the problem that the file size of the labels gets too big. Especially when we use two A5-sized labels printed onto an A4 paper label stock. As an example, when integrating a freetext Word document (size about 250kB) into a label the single resulting label size is about 2.6MB (!!) and when we try to preview the label on a A4 label stock Word crashes with a "There is not enough memory or diskspace to complete the operation" error message. When running report from template the label rtf file is created on the WWI server and the resulting 5MB file is downloaded to the frontend into the SAPGUI temp folder but the document cannot be opened.

Any idea how we can reduce the size of the end label document?

Kind regards, Michael

ehs | wwi | glm
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8 Answers

Christoph Bergemann Nov 17, 2016 at 07:54 PM
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Dear Michael

I have not checked that "finding" in our system. But this is more or less "word" stuff (with some WWI part).

May be there are some OSS note for "user defined text" (using e.g. RTF documents) used in WWI document (but I have some doubts).

Honestly: for SDS or similar topic: this is "easier". But if i check your "doubts" the issue might be "simple"

Because of design of Label you need to "embeed" the document "often" (may be 2 - 6 times).

Depending on "size" of RTF to be embedded (may be 250 kb) you will end upwith the "MBs" you are referring to.

I am sorry to say: i don't believe that SAP will "really" find a solution for this, It is quite "common" that WinWord get "issues" if you have "embedded" many documents (ok: here the embedding is not done using "OLE" mechanism; but in any case).

Just make an "experiment" on your side. Open "word" and "enter" objects via "emebedding" (like WWI ill do) as often as they have to be embedded as part of layout. I am pretty sure that you will get 1 - 2 MB files; and there is a good chance that Word is not "stable" and therefore "WWI" is not stable as well

C.B.

PS: quite interesting demand which you have here.. Generelly. for lables the use of "embedded documents" (as in your case) is not a "good" idea (according to our experiences)

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Michael Schmalfeldt Nov 21, 2016 at 11:15 AM
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Hi Christoph,

many years ago there was also an issue regarding embedded graphic files. The size of WWI reports was growing rapidly after the insertion of graphics and there was an option in the registry to switch off a Word option which caused the graphic data to be stored twice within the Word Document. I was hoping that such a option/feature would also help me in my situation with embedded Word files in the newer Word version (2013)...

The reason why we make use of embedded Word documents is to handle complex user-specific label requirements by using just a single label template.

Kind regards, Michael

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Dear Michael

years ago we have used "similar" approach; but the issues are so "high" so that we stopped that. The "high concern" is the "formatting" of word/rtf document to be embedded in a different Word document (which may be contain different formatting)

The proposal of Mark:

"Another - even more complicated workaround - might be to save the created word document as PDF or Picture and attach the created PDF or Picture to your Spec.This however will only work if it is a one page document (which I assume since you're trying to print labels)."

was used on ourside as well. but as the results are > 5 years old (and we have stopped any activity there (I can not judge today. We have now a "better" WWI with more capabilities etc. So this proposal of Mark is as well a good one.

C.B

PS: be aware of the fact that "rtf" development is stopped by Microsoft. The "docx" fromat (now used by WinWord) (if I remember correct) is now so "special" that you can not "convert" all new feature s in there to a "RTF" like document

For reference: check https://www.microsoft.com/en-us/download/details.aspx?id=10725

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Mark Pfister
Nov 21, 2016 at 12:43 PM
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Hi Michael,

Do you attach a word file (*.doc, *.docx) or an RTF (*.rtf) file?

I had a scenario where word files created huge generated files.

If i choose RFT Files instead the result was not as huge anymore.
In addition make sure that the RTF File that you are attaching is as small as possible. Saving it with Word Pad instead of MS Word makes in most cases the files quite a bit smaller. In fact copying (CTR+C) the text out of MS Word and pasting (CTR+V) it in WordPad can make a big difference in file size. I addition try to eliminate all unnecessary formatting and graphics.


Why do you need files / why is a formatted long text not good enough?

Do you files contain graphics?

Hope this helps

Mark

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Michael Schmalfeldt Nov 22, 2016 at 04:56 PM
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Hi Mark,

thanks for the input. Yes, the users create the freetext documents as Word and not as RTF documents. And yes the Word files contain also graphics. But also tables.

Kind regards, Michael

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Hi Michael,

Try to save the word files as RTFs - either from within word or with copy and case into WordPad - and check if you get smaller size documents after WWI generation.

Another - even more complicated workaround - might be to save the created word document as PDF or Picture and attach the created PDF or Picture to your Spec.This however will only work if it is a one page document (which I assume since you're trying to print labels).

Kind Reagrds

Mark

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Dear Mark

in the past we have used this approach as well (embed RTF in e.g. SDS). For Label we did not succeed to get a "good" result (for many reasons). May be with the new WWI etc. you might get better result.

Looking on https://blogs.sap.com/2014/07/24/what-is-a-label-and-how-support-sap-ehs-management-labeling/

and some legal needs (which come up somehow) the "better" option might be the picture. Here once again the topic of "size" is important (it is a different storyto use "bmp", "jpg" etc. formats.

In the area of e.g. crop protection chemistry of many kind the legal requirement is quite "big". This can not always solves using WWI standard option. But if possible one should avoid to "embed" documents as discussed here for label purposes

C.B.

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Christoph Bergemann Jan 14, 2017 at 01:10 PM
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Dear Michael

any progress here? (based on the feedbacks (refer above)

C:B.

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Christoph Bergemann Oct 08, 2017 at 07:02 AM
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Dear Michael

one potential option is always: check WWI SP version on your side and compare with current version in Marketplace. Sometimes correction in WWI area could help to avoid the trouble you have. Using now WinWord many years: as explained : this is a "known" issue in word Therefore. Whcih Word version do you use? Can you switch and do a "recheck"? May be using combinaion "newest WinnWord" and newest WWI version can help toavoid this issue

C.B.

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Gernot Ditten Oct 17, 2017 at 10:11 AM
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Hi colleagues,

I have no soultion but this sounds similar to an issue in our System. But we face the issue in a layout which is 3.5 MB and when it is converted to rtf which is the Format SAP stores it, it has more than 115 MB. And this layout does not contain any embedded graphics. We still assume that all the formatting gives rise to this tremendous growth.

Best regards,

Gernot

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Hello all

sorry. But we need more informaiton: what type of WWI template are you using? E.g. because of REACH we have the "Annex" and for the Annex we have special WWI solutions; we are not using it like designed by SAP; but may be this is the reason for the size

But if there is NO graphic in the document (or similar stuff(,. then allwed is only 1 MB (at max); i have nether seen documents which are larger than that (only pdf files but tis is different story)

may be check this: if you have "chapters" in your WWI template. Seperate them; assign to a gen variant and check; may be by doing like that you will find the "chapter/paragrah" which increas the size to 100 MB (or more)

C.:B

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Michael Schmalfeldt May 29 at 03:18 PM
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Hi, unfortunately the problem still exists. No solution found so far...

Kind regards, Michael

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