How to connect from SAP to SharePoint to show related documents
Use case:
In SAP we have the registration of objects, and we want to link relevant documents or forms to these objects. Instead of the options SAP DMS, Web Dynpro or Adobe forms, we want to make use of SharePoint for this purpose.
So related documents are stored in SharePoint. But how to get to them, how to upload them and link them to the SAP objects?
Solution:
With some modest customization of SAP it is possible to present an option (under the button) to open a browser with a constructed url based on the metadata from SAP. For example: http://sp2010/objectinfo/default.aspx?ObjectID=obj000333
The first part of the url is static:"http://sp2010/objectinfo/default.aspx?ObjectID=", and the ID of the SAP object is added: "obj000333".
This url will connect to the default page of a Document Center site in SharePoint.
What should the user experience be like?
First of all we want to show a selection of documents and pictures based on the ID of the SAP object. This can be done with the help of a Query String (URL) Filter webpart that gets the value of the Query String Parameter: ObjectID. Then we connect to send the filter values to the Documents and Pictures webpart.
We should also be able to add new documents or pictures to the libraries and have the object ID added to them automatically after upload. With the help of javascript we are able to store the Object ID and current user ID as session variables, so the values can be used after upload to modify the properties of the (new) documents and pictures. This is one of the Off-The-Shelf scripts that I have described in an earlier post.
Finally we want to show an input box with the Object ID as default value, and the manual input can be used to change the filter value on the spot.
When the documents are stored in more than one location it's better to fire a search query from SAP.
Add the ObjectID as managed property to your search administration, so it will be indexed and can be used as keyword in the search query.
The url should be like: http://sp2010/SearchCenter/Pages/results.aspx?k=ObjectID%3A%22obj000333%22
Adding metadata to uploaded documents automaticly, based on the context from where the Upload action was started.
From a dashboard (webpart page with related lists and library combined) I want to be able to start an upload action to add project documents to the library and want metadata (like project number, document type) added automaticly afterwards. Well this is certainly not OOTB SharePoint. Normally you would set default values to columns before the upload, or use the Edit in Datasheet view to copy and paste properties to the documents after the upload.
We are going to combine several Off-The-Shelf scripts to get to the solution.
TextToHTML-script from PathToSharePoint to render HTML-code from a calculated column so I can show an icon as upload "button" in the list view with a hyperlink that will call a javascript function with project data as variables.
“sessvars.js” from Thomas Frank, also frequently used by Alexander from SharePoint JavaScripts, that let you use JavaScript session variables without using cookies. In this way I am able to store the context before the upload, and use it afterwards.
SPServices, a jQuery Library for SharePoint Web Services, to use the function $().SPServices.SPUpdateMultipleListItems to update the document properties after the upload.
Download the scripts and add them to a Javascripts library in the site collection.
So I have a list for my projects and I will add a calculated column with HTML-code:
="<a href='javascript:upload('"&Projectnumber&"','Reports');'><img src='/_layouts/images/upload.gif' border='0' alt='Reports'></a>"
Then add a CEWP at the bottom of the dashboard page and paste the following script in the Source editor:
<script src="/Javascripts/sessvars.js" type="text/javascript"></script>
<script type="text/javascript">
sessvars.$.clearMem();
function upload(projectNumber,docType){
sessvars.projectNumber = projectNumber;
sessvars.docType = docType;
sessvars.userId = _spUserId;
var targetUrl = "/_layouts/Upload.aspx?List=%7BE69813A0%2D6E90%2D4D26%2D852A%2DBE0952C165CB%7D&RootFolder=%2FDocuments&Source=http%3A%2F%2Fwww%2Esharepointserver%2Eeu%2FPages%2FJavascript%2Easpx&MultipleUpload=1";
window.location.href = targetUrl;
}
</script>
<script type="text/javascript">
/*
Text to HTML Lite - version 2.1.1
Questions and comments: Christophe@PathToSharePoint.com
*/
function TextToHTML(NodeSet, HTMLregexp) {
var CellContent = "";
var i=0;
while (i < NodeSet.length){
try {
CellContent = NodeSet[i].innerText || NodeSet[i].textContent;
if (HTMLregexp.test(CellContent)) {NodeSet[i].innerHTML = CellContent;}
}
catch(err){}
i=i+1;
}
}
// Calendar views
var regexpA = new RegExp("\\s*<([a-zA-Z]*)(.|\\s)*/\\1?>\\s*");
TextToHTML(document.getElementsByTagName("a"),regexpA);
// List views
var regexpTD = new RegExp("^\\s*<([a-zA-Z]*)(.|\\s)*/\\1?>\\s*$");
TextToHTML(document.getElementsByTagName("TD"),regexpTD);
</script>
The list view will show an upload button thanks to the TextToHTML script.
The javascript function will add the project number, document type and current user to the session variables, followed by a redirect to the standard upload page. You should replace the targetUrl with your own (click Upload Multiple Documents in the target library and copy the url). The source parameter refers to another page with javascript: /Pages/Javascript.aspx
Next step is to create this web part page, add a CEWP and paste the following script in the Source editor:
The session variables are read out and the values are used to update the documents that are selected by the CAML query: Created By the current user and no project number.
Finally the memory of the session variables is cleared and there's a redirect back to the dashboard page that will show the update document properties.
