Option Analysis : SAP S4 HANA DMS vs SAP OpenText

Implementation Roadmap for SAP S/4HANA DMS vs. OpenText

Phase 1: Discover (2–4 Weeks)

Phase 2: Prepare (4–6 Weeks)

Phase 3: Realize (8–12 Weeks)

Phase 4: Deploy (2–4 Weeks)

Phase 5: Run (Ongoing)

Comparison: SAP S/4HANA DMS vs. OpenText Extended ECM

Cross-Module Integration

1. CRM:
• SAP DMS: Attach sales contracts to opportunities (Transaction CRMD_ORDER).
• OpenText: Sync Salesforce agreements via CMIS.

2. MM/Procurement:
• SAP DMS: Link invoices to material masters (Transaction MIRO).
• OpenText: Archive supplier contracts with retention policies.

3. PP:
• SAP DMS: Store production drawings in document BOMs.
• OpenText: Manage CAD files via SAP Engineering Control Center.

4. FICO:
• SAP DMS: Attach audit reports to FI documents.
• OpenText: Automate financial record retention.

5. Concur:
• SAP DMS: Upload expense receipts via Fiori apps.
• OpenText: Archive Concur travel invoices for compliance.

Recommendation

• Choose SAP DMS if prioritizing cost, native integration, and simplicity for HR/MM/FICO.

• Choose OpenText if needing hybrid cloud/on-prem archives, advanced compliance, or CAD-heavy workflows (e.g., PP).

1. Document Transfer from Jobylon

• Jobylon provides API access to retrieve candidate documents (resumes, offer letters, etc.)[4][8]. Ensure these documents are pushed to SAP HCM via middleware or direct integration.

• Configure Jobylon to include unique identifiers (e.g., candidate ID, job ID) in document metadata for SAP linkage.

2. SAP ArchiveLink Configuration for HR Documents

• Use transaction OAC3 to define HR document types (e.g., PREL for employee documents) and link them to ArchiveLink content repositories[5].

• Assign business object PREL (Employee Document) or BUS1065 (Employee) in OAC2 for HR document archiving[5].

• Configure an SAP-certified archive server (e.g., SAP Content Server) as the content repository for audit-proof storage[1].

3. PA48 Hiring Process with Document Attachment

• When hiring via PA48, use the "Assign Facsimile" option to attach documents from Jobylon to the employee record. This triggers ArchiveLink to:
1. Store the document in the configured repository.
2. Create a logical link in the ArchiveLink link table.

• If the system prompts for a barcode, ensure BASIS settings enable barcode generation for HR documents (standard SAP functionality).

4. Automated Archiving (Optional)

• Schedule a background job via transaction SM36 using program ILQBATCH to automate archiving of print lists or attached documents[3].

Key Considerations

• Integration: Use Jobylon’s API or pre-built connectors (e.g., LinkedIn Recruiter System Connect) to ensure seamless data flow[4][8].

• Compliance: ArchiveLink supports GDPR and GoBD requirements when paired with certified solutions like easy archive for SAP[1].

• Troubleshooting: If documents aren’t linking, verify:
• Business object assignments in OAC2/OAC3.
• Content repository connectivity[1][5].