Linking archived documents by using the Cold program

Edit online

The Cold program links archived documents by generating an entry, for each document, in the SAP table of open external bar codes and then creating a link for each document in the SAP print-list tables. In this way, the documents become accessible from the SAP GUI. The documents can be stored in IBM Content Manager, in Content Manager OnDemand, or in FileNet P8.

Procedure

Create an input file that contains all archived documents.
For each document, this input file must contain the document ID, the archiving date, and the SAP business object ID, separated by commas, for example:
```
document1,20160103,199912348888d
document2,20160102,1999432421abc
document3,20160101,1999zzzzzzzzzz
```
The input file must be in UTF-8 format.

You can also use an input file that is created by the scanning application that stored the documents. Make sure, however, that the input file contains the required entries, separated by commas.
Create an entry for each document that is listed in the input file in the SAP table of open external bar codes:
1. In the SAP GUI, enter the transaction code ZCSL to open the IBM Content Collector for SAP Applications - List Importer window.
2. In the ARCHIVID field, type the ID of the logical archive that contains the documents that are to be linked.
  The default value is A1.
3. In the DOCTYPE field, specify the document type.
  For incoming documents, the default value is fax.
4. In the TIMEFROM and TIMETO fields, specify the period during which the documents must be archived in order to be linked.
  The default start date is 01.01.1999. The default end date is 31.12.9999.
5. Select the TESTRUN check box to open the SAP report but to suppress the processing of the input file. If the check box is selected, no entries are generated in the table of open external bar codes.
  For this example, select the check box.
6. In the FNIMPORT field, type the physical location and the case-sensitive name of the input file.
  On Linux® and UNIX systems, the default path is /usr/sap/put/transfer/base/import.txt.
7. In the POS1 field, type the position of the ID of the archived document in the input file.
  The type is character and the maximum length is 40. The default value is 1.
8. In the POS2 field, type the position of the archiving date in the input file.
  The type is character and the format is yyyymmdd. The default value is 2.
9. In the POS3 field, type the position of the object ID in the input file.
  The type is character and the maximum length is 50. The default value is 3.
10. Select the IGNORE check box if the first line in the input file is to be ignored.
  For this example, do not select the check box.
11. Select the DELFLAG check box if the input file is to be deleted after it is processed.
  For this example, do not select the check box.
12. In the FNERROR field, the fully qualified path to the error file.
  On Linux and UNIX systems, the default path is /usr/sap/put/transfer/base/error.txt
13. Select the APP check box if the existing error file is to be kept and further errors are to be appended to this file.
  For this example, do not select the check box.
14. Click the Execute icon .
The Cold program processes all documents within the specified date range. It uses the SAP business object ID as bar code and places the bar code in the SAP table of open external bar codes. Faulty entries are written to the error file that you specified in step 2.l.
Linking documents that are not archived yet by using the Cold program.
Create a link for each document in the SAP print-list tables by completing step 2 through step 12.

Results

The documents are now accessible from the SAP GUI.