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Maintain Conversion

In this phase we need to define the conversion specifications like conversion server name, conversion name, document type, status, source  application and target application. For this go to transaction SPRO, Cross Application Components, Document Management System, Conversion of Original Application Files and Define Conversion. Here give a name to the Conversion Specification and fill other details. Example Screen shot as shown below.  

Here you define the specification name, the source Workstation application and the target Workstation application.

Example: DOC to TXT

Then you define the status which should trigger the conversion process and also the Document Type. Here there is a subtile point to notice. If you are converting an original at a document level then the "CHECKOUT DEPTH" will be "ONE ORIGINAL APPLICATION FILE" as highlighted in blue. If you want to convert a document structure which houses several Document info records having originals, then you need to configure the "CHEKCOUT DEPTH" as "DOCUMENT STRUCTURE (SOURCE) TO INDIVIDUAL FILE (TARGET)".

Your First Conversion

Now we are ready for conversion.

To test the conversion utility, run the batch file RUNCONVUTIL.BAT on the conversion server. Create a document info record of the document type as configured in SPRO . Attach an original of the application type again as configured in SPRO . Check in the original. Trigger the conversion by changing the status appropriately and save the DIR. At this point, you have come out of the DIR. Hang on for 2-3 minutes. Then cv03n and you must be able to see the converted original attached along with the first original. If you are not able to see it, try to view the DIR after 5-10 minutes. 
So, the exact process that happens is:

1.       Conversion process is triggered.
2.       Original (of source application) is taken from the content server and sent to the conversion server for conversion.
3.       Conversion server converts it into the destination format as configured in SPRO and the info sent to R/3.
4.       LoIO ID and Phio ID are generated for the converted original and the converted original is checked in to the content server.
5.       All relevant tables are updated in R/3

The DIR will then show the converted original along with the original which was sent for conversion in the list of originals.
If the source Workstation application and the status are configured for content version, then we can create content versions for the converted original too.

Other transactions for conversion:

  • CONV02: - Converts single originals
  • CONV04: - Converting a document structure

Conversion Logs

After any conversion process you can observe the conversion log, to see the status. Execute transaction CONV01 and give the correct user-name. Then you can see if the conversion was successful else you can also view what went wrong with the conversion process. Based on this you can take further action.

Function Modules related to Conversion

The only things you need to know before you execute function module CONVT_CONV_FILES_IN_DOCUMENT are the conversion settings that are maintained in SPRO (i.e. the conditions for triggering the conversion process and the values for the IMPORT parameter for the FM CONVT_CONV_FILES_IN_DOCUMENT). The values for the IMPORT parameters for FM CONVT_CONV_FILES_IN_DOCUMENT are quite simple.

First is the structure WA_CONV_REQUESTED. Though the structure seems complicated at first, the values you need to input in that structure are only the document key fields. Next import parameter is the structure DOCUMENT_KEY for the document key fields. Next import parameter is the Document Status. Finally, the most important parameter is the FOREGROUND parameter. A value of 'X' means the conversion process will take place in the foreground and when you execute this FM, the program stops at the break-point you have placed in CVAPI_DOC_CHECKIN.  In transaction SE80 you will find the conversion related coding under:

Development class:


Function Group:


Function Modules: