MailCenter archiving for mails from SAP – With the MailCenter archiving module, munich enterprise software offers a powerful solution for the audit-proof storage of incoming and outgoing emails directly in the SAP system. Archiving is carried out via SAP ArchiveLink and significantly relieves the SAP database – without media discontinuities or manual intermediate steps.
Thanks to the complete integration into SAP ECC and S/4HANA, all relevant correspondence is assigned to the associated business transaction – for example, quotations, orders or sales orders. All information is available centrally, which increases transparency, reduces search times and makes the workflow more efficient.
Archiving data and documents is an important process for managing and retaining critical information and complying with legal requirements for data storage.
SAP provides several tools and functions for archiving data and documents, including ArchiveLink, SAP Business Object Linked, and SAP Data Archiving. ArchiveLink is a certified interface that enables integration with external filing systems, such as enterprise content management systems.
This enables the archiving of data and documents such as invoices and purchase orders outside the SAP system. SAP S/4HANA also has the ArchiveLink interface to link the archived data to the live data. With SAP standard functions, the archiving process can be automated and the secure and compliant storage of data and documents can be guaranteed.
Note:
It is important to note that the archiving of personal data is subject to certain legal requirements and regulations.
It is important to ensure that all data archiving solutions comply with these regulations.
SAP Mail Archiving – When sending emails from the SAP system, the storage of emails and their attachments is often done via SAPOffice technology. By default, the contents and attachments are placed in the SOFFCONT1 table.
After a reorganization of this storage, access to the data stored there is no longer guaranteed.
With regular use of this method, the database also grows rapidly in a short time. The storage of the data in the system database is expensive and expensive for today’s conditions. Reducing the burden on the database will result in significant cost savings.
Do not save emails permanently in the SAPOffice tables
In fact, however, exactly the opposite happens with about 90% of all ERP systems. The e-mails are stored exactly via this table. This is because the SAPOffice functions are often unknown in detail. As a result, the table is SOFFCONT1 in the top 10 largest tables in practically every ERP system. By moving the content to an HTTP content server as described in Note 530792, you move parts of the content (the attachments). However, the mail texts still remain in the SAP database. These texts could be moved separately to ArchiveLink via transaction SOY8. This means that they are stored separately from the systems. All in all, a procedure that is hardly used anywhere in practice.
The result in practice without an add-on:
Mail texts are never archived in SAP. The audit security of the e-mail storage system is more than questionable, although of course there are various standards for daily e-mail traffic. In addition, the nature of the storage creates difficulties in maintenance and reorganization. In addition, the databases grow through SAPOffice objects. There are difficulties in the performance of mail attachments on content servers. Ultimately, SAPOffice technology is a discontinued model that SAP AG will no longer develop.
General reasons for archiving
There are system-technical and legal reasons for archiving application data.
Data archiving ensures that
E-mail archiving via ArchiveLink
The advantages of mail archiving via ArchiveLink are obvious. The outsourced storage relieves the burden on SAP databases and system administration. The reduced database size does not only become interesting with the in-memory database HANA (keyword: document-free ERP). This is because less memory means significant savings in memory costs. In addition, existing installations benefit from a leaner database.
The ArchiveLink interface is a well-known and future-proof technology. The e-mails are stored as a whole via the ArchiveLink interface when they are sent. The maintainability of the SAP system is also improved and the reorganization of the SAPOffice table is considerably simplified. Simple, safe and without additional effort.
Use
Scope of the solution
The application is available in German and English.
In addition to the provision of the programs, we take over the initial setup.
The program is easy and quick to implement.
You don’t need any other hardware or software.
Services
Implementation – Quick setup of the integration through standardized procedure
The SAP configuration is based on the standardized project roadmap. For this purpose, we determine your requirements at the start of the project with the help of a predefined list of questions. The transports are then imported and the test system and client are configured. In doing so, we adapt the product exactly to your needs. Finally, you will receive the briefing. This standardized approach speeds up implementation and conserve your resources.
You will also receive documentation of the technical settings as well as documentation for the application. Finally, selected key users check the correct setup of the application. At this stage, our consultants will provide you with advice and assistance. During the production start and operation phase, you will receive support from our support.
In addition, our service support ensures the smooth operation of the SAP expansion in your company. In addition, we provide you with regularly updated program versions via our customer portal. For this purpose, you as a customer will have access to the Download area MailCenter. There you will find all documents and documents as well as updates to the program.
Technology
System requirement
Product versions from:
Software component versions from:
Technical Data
Order Confirmations
Easy maintenance of order confirmations and ASNs for purchase orders.
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