Explaining Document Collaboration in SAP Integrated Product Development

The Change Coordinator (Collaboration creator) creates the folders within Collaboration and uploads the files to the Collaboration. After this is completed, the other members of the Collaboration will provide their input on the files.

1. Choose the My Collaborations SAP Fiori tile.

   

2. Open the Collaboration that you want to add a folder to. Once the Collaboration is opened, choose the Shared Documents tab, then select Folder from the Create dropdown, and enter a name for your new folder.

   

3. Choose Save.

   To rename a folder, select the pencil icon (Rename), and then enter a new name for the folder.

1. In a collaboration, choose the Shared Documents tab.

2. To upload a file, choose Create, and then select Document.

3. Browse for the required file and then choose OK.

   

1. In a collaboration, choose the History tab. This section of the Collaboration allows you to sort, filter, and show the history of changes to folders and files.

You can move files and folders within a Collaboration by performing the following steps.

1. In a collaboration, choose the Shared Documents tab.

2. Select the required files and folders to move

3. Choose (Move) and then select Move or Copy.

4. Go to the folder where you want to place the files, and choose Move Here or Copy Here.

1. To search for files and folders, use the Search field.

   The search is applied only to the file and displayed folder names. The content within the folders is not searched.

2. To return to the folder from where you started the search, choose the folder in the breadcrumbs.

3. To sort the list of files and folders, choose (Sort), and then select the required option. The files and folders are sorted by name, with the folder names before the file names.

   

You can create different versions of a file and access any of them anytime by performing the following steps.

1. In a collaboration, choose the Shared Documents tab.

2. Select the file for which you want to create a new version.

3. Choose Manage Document, then choose to Check Out to download the file for editing.

4. Edit the file on your local system and then choose Manage Document→Check In to upload the new version.

   If you want to cancel the creation of the new file version, choose Manage Document→Cancel Checkout.

5. Choose the required check-in option, enter a comment if necessary, and then choose OK.

6. To view the versions of a file, select the file, and then choose "I" (Show Properties).

   Result: The properties are displayed. The Versions section displays information such as the file versions, who modified the file, the date of modification, comments, and the actions allowed on the file.

7. When you select a particular version of a file, you can download it.

   To avoid duplicate versioning, no other collaboration participant is allowed to edit a file while you are editing it.

Use the following steps to open files or documents within the Shared Product Data tab. The Collaboration Participant would do this to access documents from the shared product data tab easily and to organize which documents are associated with which shared product data objects.

1. In a collaboration, choose the Shared Documents tab.

2. Select the file to open.

3. Choose Open in Shared Product Data.

   The selected file opens within the Shared Product Data tab.

   

The Upload to Visualization feature in Shared Documents allows users to create a Visualization of a single object by combining several assemblies and part (CAD) files of an object.

1. In Shared Documents, create a folder using the Create button.

2. Name the folder and choose Save.

3. Open the folder, then upload or drag and drop all the interlinked CAD files into this folder. Wait until the Upload of all the part files is completed. (This may take up to several minutes).

4. Navigate back to the parent folder in step 2.

5. Select the folder you have just created and upload the files.

6. Select the Upload to Visualization button. The Upload to visualization button remains disabled until a folder is selected.

   Result: A pop-up dialog box appears.

7. Select the primary design file. (File which associates the assembly of all part files to a visualization; example - NameofObjectPartCATProduct).

8. Choose OK and wait for the page to refresh.

9. Choose the Design Model tab.

   An image of the object (for which you uploaded the part files) is displayed just before the primary design file name.

10. Once the import is successful, click on the design model entry to open in Visualization.

This is a mandatory destination used for sending e-mail notifications to registered users when they are added as participants in collaborations. It is also used for sending e-mail notifications to assignees of workflows and work items when added in collaborations and for subscribed event notifications for document changes.

1. You can either import or create the destination. To import the destination, save the following template as a file.

   Type=MAIL

   Name=bpmworkflowruntime_mail

   mail.user=

   mail.password=

   mail.smtp.host=mail.example.com

   mail.smtp.port=587

   mail.transport.protocol=smtp

   mail.smtp.starttls.enable=true

   mail.smtp.starttls.required=true

   mail.smtp.auth=true

   mail.smtp.from=notification@example.com

   mail.smtp.ssl.checkserveridentity=true

   mail.epdc.participant.invite=true

   Import the destination from the file, and set the values for user, password, host, port, and from address.

2. Use the following information when creating the destination.

   Field	Value
   Name	bpmworkflowruntime_mail
   Type	MAIL
   Description	Used for sending mail to participants when they are added to collaborations.
   User	Enter the user for logging in to the mail server.
   Password	Enter the password for logging in to the mail server.

3. Under the Additional Properties panel, the following properties must be maintained.

   To create a property, choose New Property. In the drop-down field, enter the property name as mentioned in the following table, and then specify the value.

   Property	Value
   mail.transport.protocol	smtp
   mail.smtp.auth	true
   mail.smtp.starttls.enable	true
   mail.smtp.starttls.required	true
   mail.smtp.host	Host name of your mail server
   mail.smtp.port	Port on which your mail server listens for connections (typically 587, in rare cases 465)
   mail.smtp.from	Enter the user entered in the destination, in the format user@domain.com. This address must belong to an existing mailbox.
   mail.smtp.ssl.checkserveridentity	(Optional) true or false; default is true if no value is provided.
   mail.epdc.participant.invite	true

4. Optional: you can integrate SAP Document Management Service (DMS) with SAP Integrated Product Development (IPD). This would allow you to select files from within DMS and upload/download them into IPD. For our purposes, this has not been configured. But below is some reference information for your understanding, but it will not be demonstrated in this training.

   You can integrate Document Management (DMS) with the collaboration capability in SAP Integrated Product Development by following the steps listed here: https://help.sap.com/docs/SAP_S4HANA_ON-PREMISE/1317b7d3a93c4763a041b49532666fd7/22ce63e4075643978f3972f0d65630f9.html?version=2021.001