The Document Builder ES bundle enables users to interface with SAP Document Builder so that they can generate simple to complex documents quickly and easily, using customer-defined formats, templates, and clause content, all in the context of their business processes.
The SAP Document Builder application lets you generate simple to complex documents quickly and easily, using customer-defined formats, templates, and clause content. The Document Builder ES Bundle enables the application to do all these things in the context of your business processes.
The Document Builder ES bundle uses enterprise services to provide communications between SAP Supplier Relationship Management (SAP SRM), SAP Document Builder, and SAP Procurement for Public Sector.
Any type of industry or company that needs to generate simple to complex documents based on standardized texts, templates, and rules will find SAP Document Builder and the Document Builder ES bundle useful. Some examples of industries that can profitably use the Document Builder ES bundle are utilities, mining, professional services, engineering and construction, media and telco, oil and gas, and aerospace and defense. However, at present, this bundle and SAP Document Builder itself is used by SAP Procurement for Public Sector.
Document Builder (click to enlarge)
The business roles that will use this bundle include:
- System administrator (implementer)
How to Use This ES Bundle
Organizations that deploy SAP Document Builder and the Document Builder ES bundle will find that they can assemble complex documents, such as the RFXs required during the procurement process, with greater speed and flexibility than ever before. The assembly of documents that are typically hundreds of pages long and worked on by multiple parties can be streamlined. In the past, such documents have been generated using word processing alone. However, the process of assembling complex RFX documents is sufficiently complex that using an application such as SAP Document Builder streamlines the process and allows the effort to be focused where such effort is needed, speeding document assembly and providing for the conditional inclusion of certain materials depending on the needs of the document. The enterprise services in the Document Builder ES bundle enable this tool to be integrated into a wide variety of business processes.
Cost savings can be realized by streamlining the process and ensuring compliance with internal and external processes, leading to improved relationships with vendors and avoiding legal repercussions that result from noncompliance. Furthermore, efficiency is greatly improved since information is entered once and assembled in a way such that only data that should or must be changed can be changed. The Document Builder ES bundle extends the reach of the application and allows organizations to design composite applications that create or change documents as part of their business process.
Use Case 1: Creating a Document
A city's Department of Transportation needs to purchase a new fleet of trucks, so it is sending a request for quotation (RFX) to a number of vendors throughout the region. The RFX is somewhat complex and will include a variety of standard and customized legal clauses, along with the terms and conditions under which the quotations can be submitted and the transaction ultimately conducted. It will also contain several extra forms and a schedule.
Working within SAP Procurement for Public Sector and SAP Supplier Relationship Management, the department's managing buyer clicks a link that will take her to SAP Document Builder. Clicking that link invokes the Create Document service operation, which uses the Document business object. Based on data mapped from SAP PPS and SAP SRM, the appropriate document will be created and all respective fields populated.
Once the basic information is in place, the buyer can click the Dialog tab and answer any relevant questions there. These pertain to document data groups such as general information about the proposed vendor, dollar values, memo fields, and contract type.
Next, the buyer can click the Document Summary tab. Based on the data entered on the previous tab, this section will be automatically populated with all required clauses, forms, terms, and conditions. Before proceeding, the buyer can review the information here, make necessary changes, and add any pertinent custom data. She can edit any element in the document by using the application's word processing features, preview the document before printing, and add attachments as she sees fit (such as the aforementioned forms and schedule) via the Preview and Attachment tabs, respectively.
When the buyer is ready, she can save the document by clicking the Hold button, whereby it will still be available for further modification, or she can release it for routing through the rest of its workflow. Once the document has been released, it cannot be changed in any way. Upon saving the document, the Update Document service operation is invoked and the buyer returned to SAP SRM. Should the buyer release the RFX, the Release Document service operation is triggered and the RFX, is channeled into the next stage of the overall process.
SAP Document Builder Dialog tab (click to enlarge)
Use Case 2: Updating a Document
In the previous scenario, the buyer for a city's Department of Transportation created an RFX document and then saved it for review by her colleagues, who have suggested some revisions before the RFX is released to selected vendors.
SAP Document Builder Document Summary tab (click to enlarge)
To access the original RFX, the buyer selects it from the same location within SAP Supplier Relationship Management where she originally created the document. The Update Document service operation is automatically invoked and all mapped data is refreshed.
Just as she did when she created the RFX, the buyer can once again click the Dialog tab and make any required changes to the information there. She can then proceed through each of the tabs in the SAP Document Builder application, adding, deleting, or changing information to suit her needs. To see what the RFX will look like in its printed form, she can view it on the Preview tab.
When she is satisfied that the RFX meets all departmental standards and local, state, and federal regulations, she can release it, whereupon the Release Document service operation is triggered. As in the previous scenario, the document is channeled into the next stage of the overall process.
Use Case 3: Creating a Document Based on a Another Document
The last two scenarios demonstrated how the buyer for a city's Department of Transportation could create an RFX for submission to vendors who are competing to sell the department a new fleet of trucks. In this scenario, the department has awarded the contract to a local vendor and now wants to copy data from the RFX into the award contract before adding further data that is unique to the award.
SAP Document Builder preview of document (click to enlarge)
To begin, the buyer clicks the appropriate link in her calling application, which is SAP SRM, thus invoking the Create Document Version service operation, which uses the Document business object. At this time, the initial document is copied to created the follow-on document. Any data mapped from SAP SRM will also be refreshed and included in the new award contract.
When she created the RFX, the buyer added, deleted, and changed information on a series of tabs, including the Dialog, Document Summary, Preview, and Attachments tabs. She can follow the same procedure in this case, adjusting the award contract to suit her tastes while ensuring that it adheres to all pertinent regulations and standards.
She can then either hold the contract for more work and review by clicking the hold button or release the contract for the next phase in the process, which triggers the Release Document service operation.
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Using This ES Bundle with an Existing Test Application
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Using the Services in This ES Bundle with SAP Applications
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Using This ES Bundle with Partner Applications
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Existing Sample Code
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The Document Builder ES bundle is currently only available as a component of the SAP Procurement for Public Sector license. Plans are currently underway to make the bundle available with other industry packages. These may include Budget Preparation, Grants Management, and Public Security, as well as other non-Public Sector packages.
Enterprise Services Community Engagement
- View activity for this ES bundle on the ES Community
- SAP Procurement for Public Sector
- SAP NetWeaver 2004S
- SAP Document Builder 3.0 or later (the enterprise services in this ES bundle are delivered with SAP Document Builder 3.0 and later)
- Microsoft Word 2003 or later (recommended)
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- More usage notes appear in the page describing each enterprise service operation.
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