xft document composer
Document Generation
with SAP and
Microsoft Word
With xft document composer, xft provides
yet another component for a fully integrated process and document management
within SAP. xft docu­ment composer enables
you to generate documents straight from
SAP applications – centrally, flexibly, and
seamlessly integrating with both your SAP
and your office environment. Because users
can still use the word processor they know
best: Microsoft Word.
Integrating your
business processes
Highlights
From Complexity to Simplicity
Scope for Flexibility
One-Stop Solution
With xft document composer, end users work
with the tool that they usually know best: Microsoft Word. Document creation, on the other
hand, is triggered straight from the SAP application and the resulting document is automatically included in the relevant process context.
This means that the SAP system becomes the
central information instance for the entire process, without users having to reconcile data between systems.
No programming skills are required to create
templates, because this is done mainly in Microsoft Word. As a result, a company’s business
departments can create new templates and any
required variants themselves. With nested text
modules, an even greater degree of adaptation
to the context in question can be achieved. And
if this is not enough – for example, because
individual agreements are common – xft document composer allows to edit documents directly in Microsoft Word .
xft document composer can be fully integrated
into the existing SAP and does not require an infrastructure of its own. The templates and data
staging are maintained centrally within SAP and
are thus available system-wide, across applications and throughout the company.
xft document composer: Document Generation with SAP and Microsoft Word
Document Generation in SAP – with Microsoft Word
A holistic document and process management is only really complete if
not only existing documents are made centrally available and included
in the process context, but also newly created documents. On the other
hand, users are reluctant to use anything else but their tried-and-true
word-processing program – and in most cases, this is Microsoft Word.
xft document composer makes both possible. Documents can be generated directly from the SAP applications, and they are processed completely
centrally in the SAP system. However, users work with Microsoft Word as
the viewer and editor. As a result, there are no longer any discontinuities
between the documents and the data contained in them and, what’s more,
a bridge is built between the SAP system and the users’ regular ­office
application environment.
Scope of Application
Personnel management: certifications, circulars,
HR ­master data sheets... Purchasing: quotations,
contracts... Customer care and service: letters, messages,
customer fact sheets... Invoice receipt processing: invoice
returns, vendor master data sheets... Product lifecycle:
sampling documents, c­ ollaborative engineering, release
documents, vendor summaries, test results sheets...
xft document composer: Document Generation with SAP and Microsoft Word
Benefits
»» Documents are generated directly in SAP and do not leave the
integrated process environment at any time.
»» Documents can be generated directly in the context of the process
– even automatically, in the background, without user activity.
»» Central data storage in SAP enables direct access to data from the
SAP applications, without data replication or additional interfaces,
plus a high reusability of processed data and text modules.
»» Thanks to the use of the SAP authorization system for access to
templates, modules, and data, sensitive information and processes
are optimally protected.
»» There’s no need to set up a dedicated, separate infrastructure:
xft document composer runs on your existing SAP system. No
installation is necessary on the client side – users just need
Microsoft Word for displaying and editing documents.
»» Because the documents that are generated can also be edited, xft
document composer is also suitable for producing texts in contexts
that are not fully regulated or standardized.
Templates – the Foundation of Documents
The basis of a template is a normal Word file
into which placeholders for data, text modules,
or tables are inserted. The data is mapped in
xft document composer simply using drag and
drop. You don’t need special programming skills
to create templates, which means this task can
also be done by business departments. With the
condition editor, rules can be formulated according to which certain placeholders are filled
when a document is generated. Furthermore,
different variants can be created for a template
(for example, for different organizational units
in a company), and the correct one is selected
automatically later.
Template management: the template builder
xft document composer: Document Generation with SAP and Microsoft Word
Creating Documents
Document creation can be triggered in a number
of ways:
1.by calling a special SAP transaction, either
directly in SAP or using a button available in
the relevant SAP application;
2.at the document cockpit, which shows the
user’s templates, favorites, and recently
created and edited documents;
3.automatically in the background, without
active involvement of a user.
Based on application-specific attributes, the
system first automatically selects the correct
variant of the template. Then the document
opens or a user dialog appears (depending on
the implementation and the application context). This dialog can offer a selection of appropriate templates or can prompt more information that is not yet known from the application
context.
Generating a return letter for an invoice from the invoice receipt monitor
xft document composer: Document Generation with SAP and Microsoft Word
Features
SAP Integration
»» 100% SAP-based, completely integrated into the existing SAP
system and the SAP applications
»» No additional infrastructure necessary
»» Data staging directly in ABAP, using predefined, reusable interfaces
»» Cross-template reusability of text modules and application data
»» Central installation and processing, no client-side installation
necessary
»» Use of the SAP authorization system for access to templates, data,
and documents
»» Companywide roll-out of templates
Templates
»» Creation and editing of templates in Microsoft Word (including
definition of placeholders)
»» Placeholders for data, text modules, tables; complex text modules
are possible (nested modules)
»» Simple data mapping with drag and drop
»» Maintenance of template variants; automatic selection of the
formally correct variant
»» Version management for templates and modules
»» Release status and validity periods (valid to/from date) for all
versions
»» Condition editor to formulate rules for creating documents
xft document composer: Document Generation with SAP and Microsoft Word
Document Creation
»» One-click creation straight from the application
»» Direct access using the SAP transaction code
»» Interactive dialog for template selection (with the option to
request additional data)
»» Automatic document creation using a background process is
possible
»» Editing directly in Microsoft Word
»» Storage of documents in SAP, linked with the process context
Extensibility
»» Service-oriented architecture and consistent use of open
SAP standard interfaces enable individual adjustments and
enhancements
»» Release processes for templates and variants
»» Extraction of data from documents that have been filled out
(content of placeholders) and further processing in SAP
»» Automatic conversion of created documents into a format that can
be easily and securely processed (e. g. PDF)
About xft
About xft
xft GmbH
Who we are
What makes us special
xft is a growing SAP partner company specializing in the integration and optimization of
business processes in SAP. We create our own
software products based on SAP NetWeaver and
complement them with individual, customerspecific solutions. Our SAP exper tise and our
solid technical and industry knowledge attract a
range of customers from medium-sized companies to international publicly traded companies
in almost every industry sector.
xft distinguishes itself through its close
relationship with SAP, in terms of expertise,
location, and professional ties. The founders of
xft worked in the major development departments of the Walldorf-based software giant for
many years. As an official SAP partner, we offer
solutions directly within the SAP context. Many
well-known sales and implementation partners
include xft products in their solution portfolios.
SAP Partner-Port
Altrottstr. 31
69190 Walldorf
GERMANY
Tel. +49 6227 54 555 0
Fax +49 6227 54 555 44
[email protected]
www.xft.com
What we do
We provide a central access point to all relevant
business and process information (documents,
e-mails, or electronic records), fully integrated
within the process context. Our products include all types of record management solutions,
from digital personnel files, invoice management and contract management to project and
change management in production. In the background, xft basic components manage business
processes and maintain connections with other
systems.