June 16, 2020

Microsoft 365 & Gimmal: The Modern Approach to SAP Archiving

13 minute read
|

Your organization has made the move to Microsoft 365, a modern Content Services platformEvery day users are creating content, collaborating, and searching for information. Processes are managed, projects are being organized, and dashboards are generated. You’re in the cloud and you’re productiveSo why is your SAP archiving based on an ECM architecture of the past 

You’ve made the investment, now learn how to get the most out of that investment by enabling Microsoft 365 as your SAP archiving platform.  In this blog post, learn how Gimmal Document Management for SAP Solutions archives content directly to SharePoint Online without disrupting the SAP user experience. As a result, you increase the value of your information, expand its reach, and integrate it into your information governance and content services strategy. 

Increasing the Value of Information 

Your information has value, and that value increases when it’s timely, accessible, and in the context of related information. If information remains locked in the SAP database or archived to a legacy archiving solution with limited accessibility, only users trained in SAP or the legacy ECM have access to it. It’s stuck in an information silo, out of context with your Microsoft 365 platform and the rest of your enterprise.  

Unlike legacy ECM solutions, Microsoft 365 is typically accessible to every desktop in an organization. There are over 200 million active, monthly Microsoft 365 users1By archiving information to Microsoft 365 SharePoint Online, access to information expands exponentiallyGimmal Document Management for SAP Solutions automatically moves content to the proper location in SharePoint Online, populating properties and metadata from SAP transaction data. This information is exposed and available to all of the services provided by the Microsoft 365 platform like Power AutomatePower BIDelve and more. By combining your information into a single platformyou gain context and expand accessibility. The value of your information increases.  

Expanding the Reach 

As we mentioned above, Microsoft 365 paired with Gimmal’s solution expand the reach of your information. By creating broader access, you enable and empower your users to make better business decisions. Business processes can interact with SAP users and Microsoft 365 users, decreasing response time and improving efficiency. Microsoft 365 users can see the content that originated in SAP. Content can be uploaded to SharePoint Online and automatically attached to SAP transactions, making it available to the SAP usersLet’s look at a couple of use cases. 

Use Case One: A maintenance technician in the field is assigned a work order. He’s been instructed to repair a broken piece of equipment. Using a mobile browser, or the SharePoint mobile app, he can easily access all the related maintenance documentation and drawings since they have been archived from SAP to SharePoint.  He uses the work order number to look up relevant documentation. When he’s finished the job, he uses the mobile device to capture a picture of the completed work and uploads it to SharePoint. He enters the work order number as metadata and the image is automatically linked back to the work order and visible in the SAP attachment list. 

Use Case Two: An invoice is received and scanned into SAP. The invoice is associated to the vendor and payment processing begins. In the background, Gimmal Document Management for SAP Solutions archives the invoice to a SharePoint library based on the vendor ID. Since a new document was added to the library, a Power Automate (or Flow) is automatically triggered. Power Automate places a link to the invoice into a Teams Channel for that vendor, notifying business users a new invoice has been received. The business user can review the invoice and reply with their approval through Teams. Accounts Payable processes the invoice for payment in SAP. 

Consistent Information Governance 

Information Governance is important to every organization today. Regulations like GDPR, CCPA and others have forced us to look at how information is managed, retained and disposed of. When information is locked away in an information silo like SAP or a legacy ECM, it falls outside your corporate governance policies. It becomes difficult to discover and integrate into your corporate retention schedule. 

By archiving information to Microsoft 365, you can apply consistent information governance. Microsoft 365 labels can be used to classify information in SharePoint Online. Gimmal Records Management, with its manage in-place approach, allows you to centralize your retention schedule and manage policy on content in SharePoint Online as well as other content sources. Retention policies can be applied to content in SharePoint Online, network file shares, physical records and other content sources in a consistent fashion. Disposition can be centrally managed by your records management team with destruction certificates and detailed audit trails for all records.  

Conclusion 

Microsoft 365 is the platform of the future for many organizations. The applications and services it provides are in use in every department by hundreds or even thousands of users. If SAP is your system of record, doesn’t it make sense to make the information stored in SAP available to the entire organization? Gimmal Document Management for SAP Solutions allows you to empower your users with higher value information in a timely manner. This leads to better decision making and improved business practices. 

Want to know more about how Gimmal can help you upgrade from your legacy ECM? Learn more here!

 

1 Source: https://view.officeapps.live.com/op/view.aspx?src=https://c.s-microsoft.com/en-us/CMSFiles/TranscriptFY20Q1.docx?version=be2962be-e9f2-6dad-c9da-99da2c3077fa

Receive News Updates As Soon As They Happen