DMS Consolidation Advice

[Former Member]

Hi,

I think the way to approach this problem is numerous and different people would do it in different ways.

We certainly go about a mass check out and check in of documents but let me start by sketching the scenario.

A company has several SAP Instances, each instance having their own Content Servers, totaling 9.

They want to:

a) Move all meta data of the various systems to a new single instance. For this, one would typically ALE the information over. Would the links to the documents in the various KPRO's remain intact? Also, would the object links that were created in the old systems remain intact, if those objects are recreated in the new consolidated system?

b) Let's put a different spin on this, assuming that the material masters from the different systems caused duplicates. E.g. Material 100 on system one, is also found on System 2, 3 and 4 etc, but the materials are different. As part of the consolidation, you change all materials to have a letter as part of the number, e.g. Material 100 in system 1 now becomes E100, in system 2, F100 etc.

The DIR for system 1 would have an object link to material 100. The meta data that has been transferred, will show that. Do you user a BAPI to update the DIR, and if so, would it sever the old Object link and create the new one?

Any ideas on this.

What is the best way to approach such a consolidation in a smooth as possible manner. We always end up spending days writing ABAP's and LSMW's etc et al.

Regards,

Freddie.

[christoph_hopf · Accepted solution]

Hi Freddie,

regarding your first topic (move original data to a new instance and Content Server) I think that maybe report RSCMSEX and RSCMSIM could be useful for this issue. With this reports a storage category could be transferred from one content server to a new one. For further infromation please see also SAP note 445057. Generally it is recommended to use one content server per system to avoid any duplicate LOIO- and PHIO-IDs and problems with the originals.

Regarding the transfer of object link data I can inform you that the data from table DRAD in the source system will be transferred to the target system as well and stored in table DRAD. So the object link data will be available in both systems afterwards.

Best regards,

Christoph

[Former Member · Accepted solution]

Hi Christoph,

Thanks for the response.

This is the scenario

All data, e.g. Classification, DIR's, Config etc. will be moved to the new system. Am I correct in this assuming that the links to the originals in KPRO will remain intact and the documents will be accessible? The client want to keep the current Content Servers that they have as they are distributed all over the country.

The objects from the other systems, e.g. Materials, will essentially no longer exist, as they will have new numbers. For this, I am assuming a BAPI to change the DIR to point to the new object in the consolidated system? The general idea would be to decommission the other SAP instances, and to only use the new SAP instance located centrally, with the documents still stored on the content servers located country wide.

Best regards,

Freddie.

Edited by: Freddie Botha on Apr 7, 2010 10:58 AM

[christoph_hopf · Accepted solution]

Hi Freddie,

normally the original files should be available after the ALE transport. For further information on this kind of scenario please see the SAP notes 1027056 and 919676 which contain very useful information on the ALE transport of original data.

For editing the object link data in the new system, BAPI_DOCUMENT_CHANGE2 should be useful. Maybe also a BADI implementation of DOCUMENT_MAIN01 with method BEFORE_SAVE could help to edit the object link data before the document info record gets saved in the new system.

Best regards,

Christoph

[Former Member]

Additional Thoughts...

Hi Crhistoph,

I have some additional thoughts I would like to pitch to you:

The scenario is this, multiple content servers, and multiple SAP Instances. Multiple document types, with DIR's in various statusses.

The new scenario is this, same multiple content servers, 1 single SAP Instance, all DIR's moved to the new system

What I was thinking is that I create an additional temp status for the document types on the old systems, called MI - Migrate. ALE all the DIR's to the new system, and before they are created, update the object links to reflect the new values. Once the DIR's are in the new system, they will all be in status MI.

Then run the program to change those DIR's in the new system, back to their original statusses, as it was in the old systems.

Do you think this is a viable option?

Best regards.

Freddie.

Edited by: Freddie Botha on Apr 8, 2010 4:00 PM

Hi Crhistoph,

I have some additional thoughts I would like to pitch to you:

The scenario is this, multiple content servers, and multiple SAP Instances. Multiple document types, with DIR's in various statusses.

The new scenario is this, same multiple content servers, 1 single SAP Instance, all DIR's moved to the new system

What I was thinking is that I create an additional temp status for the document types on the old systems, called MI - Migrate. ALE all the DIR's to the new system, and before they are created, update the object links to reflect the new values. Once the DIR's are in the new system, they will all be in status MI.

Then run the program to change those DIR's in the new system, back to their original statusses, as it was in the old systems.

Do you think this is a viable option?

Best regards.

Freddie.