VIM 7 5 Upgrade Guide
VIM 7 5 Upgrade Guide
VIM 7 5 Upgrade Guide
Upgrade Guide
Version 7.5
May 8, 2015
Upgrading from VIM 6.0 SP2 and older versions/SPs has some specifics in regard to the processing of the
workflows started before the upgrade using VIM Workplace and reporting on those workflows in the
new 7.5 VIM Analytics report. Please see the sections describing corresponding migrations steps later in
this document.
We recommend upgrading to the latest VIM 7.5 SP currently available. You can perform the SP
installation in the same step as the installation of the upgrade package with SAP’s SAINT environment.
Please note that you will still have to perform post-installation steps for each additional SP you are
installing.
An upgrade involves several steps. Whether all of them are necessary depends on your project needs.
The corresponding section describes different ways to perform the upgrade depending on the goals you
set.
There are two major upgrade options. Both have potential effect only on the Document Processing
component of VIM. The other modules like Approvals, Parked or Blocked process are not affected by the
upgrade (apart from the obsolete features).
The simplest option is to perform a purely technical upgrade to VIM 7.5 without migration to the new
business rules framework / logic modules (BRF/LM) functionality. This allows you to benefit from the
new support lifecycle time frame, get the latest fixes, and potentially start using new features that do
not require a full upgrade. A technical upgrade involves installing upgrade packages, performing the
post-installation steps, migrating document type and indexing screen settings (in case pre-7.0 document
types and screens are used) and setting a technical version switch (a new Z-constant) that makes 7.5
behave in the same way as 7.0 in terms of BRF/LM.
In general, if you are upgrading a VIM 6.0 system to VIM 7.5, it will include many steps you would do
when upgrading to VIM 7.0. If a 7.0 system is being upgraded, many steps will not be necessary. For
VIM 7.5 Upgrade Guide 4
example, if you are using the new 7.0 indexing screen and new document types, the settings for those
will not need to be migrated. However, the business logic will be affected in case you do a full migration.
Please note that even if you perform a technical upgrade only, it does not reinstate VIM features that
are declared obsolete. You may choose to continue using them however, although OpenText does not
provide development support for them anymore.
A full upgrade means that you perform a technical upgrade, with the exception of the technical version
switch, thus making the BRF/LM functionality fully active for your document processing. In this case,
even documents of old (migrated, pre-7.5) DP document types will be processed using the new BRF/LM
logic. While you can keep the old process types running for the old document types, the logic modules
will always be called depending on the customizing settings (with some LMs called for all document
types regardless of the migration status).
If you decide to fully use the new BRF/LM logic, you have to perform a full upgrade. It is not possible to
let some processes run in 7.0-fashion, while others use the BRF/LM.
The Business Rules Framework and Logic Modules are described in detail in the VIM 7.5 configuration
guide. The upgrade aspects of BRF/LM are described later in this upgrade guide.
New baseline DP document types configured for use with the new indexing screen and standard
configuration of Business Rules Framework / Logic Modules.
New VIM Analytics report (VIMI-10922)
Automatic Posting (VIMI-12814)
Business Rule Framework (VIMI-10179)
Logic Modules (VIMI-10178)
Single Click Entry Integration (VIMI-10467)
Invoice references for credit memos (VIMI-3480)
Old VIM Analytics available in VIM 7.0 and earlier versions: Use new VIM Analytics released in
VIM 7.5 SP1.
Old COA –Chart of Authority available in VIM 7.0 and earlier versions, for Non-PO invoices: Use
new COA released in VIM 7.0 SP1/SP2.
VIM 7.5 Upgrade Guide 5
Old Simple /Manager Approval Flow available in VIM 7.0 and earlier versions, for Non-PO
invoices: Use new Approval Flow released in VIM 7.0 SP1/SP2.
Old Indexing available in VIM 7.0 and earlier versions: Use new Indexing released in VIM 7.0
Integrated Invoice Cockpit (IIC) available in VIM 7.0 and earlier versions: Use VIM Workplace
released in VIM 7.0
Old UI of Web Portal available in VIM 7.0 and earlier versions: Use New UI of Web Portal
released in VIM 7.0 SP2.
For complete information refer to OpenText Vendor Invoice Management 7.5 documentation.
VIM 7.5 contains of six ABAP add-on components with one to three packages each and of two non-ABAP
components. Only the main component (OTEXVIM) is mandatory, the other components are optional.
The installation of Vendor Invoice Management 7.5 is described in OpenText Vendor Invoice
Management for SAP Solutions 7.5 -Installation Guide (VIM-IGD).
To ensure the integrity of the installed transports, you must perform and validate the following
procedures:
For complete information of post installation activities please refer to OpenText Vendor Invoice
Management for SAP Solutions 7.5 -Installation Guide (VIM-IGD).
The following documentation is available for VIM in the OpenText Knowledge Center
(https://knowledge.opentext.com/knowledge/cs.dll/Open/10151494) (KC):
Open Text Vendor Invoice Management for SAP Solutions - Installation Guide (VIM-IGD): This
guide describes the installation of all VIM components.
Open Text Vendor Invoice Management for SAP Solutions - Configuration Guide (VIM-CGD): This
guide describes the technical aspects of configuring VIM.
Open Text Vendor Invoice Management for SAP Solutions - Administration Guide (VIM-AGD):
This guide describes the technical and functional aspects of administering VIM.
Open Text Vendor Invoice Management for SAP Solutions - User Guide (VIM-UGD): This guide
describes the typical tasks for end users in VIM.
Open Text Vendor Invoice Management for SAP Solutions - Scenario Guide (VIM-CCS): This guide
describes functional and technical scenarios of VIM.
Open Text Vendor Invoice Management for SAP Solutions - Reference Guide (VIM-RGD). This
guide collects reference information for VIM.
In our baseline, the characteristic is the country. So in general, the attributes of the country specific
document types of the older VIM version can be adopted easily to the global document types. However,
attributes in the main screen configuration of the document type definition cannot be switched by
characteristics. So if you have country-dependent differences in these settings, you have to use
dedicated document types, or you have to handle the differences in available exits.
VIM 7.5 SP2 introduces the new report /OPT/VIM_IDX_UPD. The report updates the configurations in
the areas of document type and indexing screen for existing VIM 6.0 document types in a VIM7.5
environment and reduces the effort of manual entries in configurations.
The report updates the following configuration areas for the following document types.
PO document types:
The report /OPT/VIM_IDX_UPD will be used after post-upgrade. For technical details of this report, see
section 5.2: Migration Tool/Steps Documentation.
Add the process type for the selected country in ‘Characteristic Specific Document type Configuration”
and deactivate it.
Add the process type for all other countries in ‘Characteristic Specific Document type Configuration” and
activate it.
2.1.2 Using different line item matching procedures for different countries or company
codes if using the global doctype
You cannot do that by configuration. It is possible to configure different logic on document type level.
For upgrading to the new indexing screen, VIM 7.5 SP2 introduces the new report /OPT/VIM_IDX_UPD.
The report updates the configurations in the areas of document type and indexing screen for existing
VIM 6.0 document types in a VIM7.5 environment and reduces the effort of manual entry in
configurations. Please refer to section 8.2 Migration Tool/Steps Documentation for execution of this
report. Perform the following task after upgrading the new indexing screen.
For PO document types, select the Show Match check box in the Index Screen Options for all processes
with role PO_AP_PROC.
Note the following additional points to be considered for the new indexing screen:
2.2.4 What about the two fields PO_List and DN_List which have been removed from
/OPT/VIM_1HEAD?
If the upgrade has been performed according to the Installation Guide, the field contents have been
saved into the new table /OPT/VIM_1PO_DN by running a program before the upgrade. If you have
forgotten to run this tool, the data is lost. This is not very serious, however, because the PO numbers are
contained in the line items.
In the old, simple approval, the flow calculates the amount based on the gross amount value of the total
invoice. The simple approval flow is based on manager’s information provided in the “old” Chart of Authority
(COA).
Level-based approvals can be done as line-based (sequential or parallel flow) and header-based approvals.
Whereas in Header-based approval the invoice can be approved as a whole on header level, in Line-based
approval each line item of the invoice can be approved separately. Moreover, the line-based approval
approach allows to approve different line items either in sequential manner (in one flow) or in some parallel
flows.
The new approval approach makes use of the new Chart of Authority (new COA) to determine the
approvers for each approval step.
For more information please refer to the newest version of the Configuration Guide of VIM 7.5 –
Chapter 13 – Invoice Approval.
If you are migrating from country specific document types to global document types, you need to verify
whether all expected process types are configured in characteristics in the same way you were using
them in the document types directly. Potentially present custom process types can be migrated to
characteristic specific process types.
Please note that if you were using custom subscreens with the old indexing screen, those will not be
compatible with the new one. You will first need to verify, whether the custom functionality can be
eliminated if the new screen supports the same as a standard feature. If this is not possible, new
subscreens to support the custom functions will need to be developed.
4 Upgrade options
If the constant is set to 700, the logic modules will not be called even for 7.5-specific document types.
The business rules (document process types) will be called according to their definition. To return to
standard 7.5 behavior, make the constant value empty or completely delete the record from the table.
If you are doing a full upgrade, you need to review the process in regard to logic modules and Business
Rules Framework, as described below in the section “Functional Migration Areas”. Don’t forget that, as
described in the section about the upgrade options, there are some logic modules, like the one of PO
invoice line items determination, that in a baseline configuration are running for all DP document types,
including old pre-VIM 7.5 ones.
1. Approval processes which are created before upgrading can be processed further with the old
approval approach using the old COA.
VIM 7.5 Upgrade Guide 15
Note: Although the old approval process is not supported for Non-PO invoices anymore, the workflows
started before the upgrade will be considered as exception. Even in this case, Open Text will not be
providing any patches for the old approval functionality if it’s specific to Non-PO processing.
2. If you plan to make use of the new approval approach for the invoices that are already in the
approval flow before the upgrade, you must perform the following actions for all invoices after
Upgrade:
- Kill (Recall) the active approval workflows of all invoices in consideration.
- Maintain AFS for the document type of all invoices in consideration, or change document type of
all invoices (see 8.2.3 Approval Workflow Migration Tool – Report for mass approval actions)
- Maintain new COA (see 8.2.2 COA migration).
- Resubmit the invoice for approval again.
The first action and the fourth action can be done in mass mode using the migration tool – the Report
“Mass Approval Actions”. The second action must be done manually.
1. Which new approval options shall be used for invoices in consideration? - create AFS
accordingly. See Configuration Guide.
2. New COA must be maintained fully and available in the production system.
3. Decide which invoices will “jump” into new approval. Consider that the new approval will be
applied to all invoices of one document type. It is not possible to use new approval for some
invoices of a certain document type but old approval for other invoices of the same document
type.
4. Do you want to use the new document type for all invoices in consideration, or keep the old
document type but with the new AFS settings maintained for it. If the new document type must
be used, make sure that this document type is available in the production system.
5. Decide to which extent you can use the report “Mass Approval Actions”. Note that an invoice
can be recalled and resubmitted outside of the Report individually.
General information
In the course of the upgrade planning, you will need to decide whether you will keep running VIM in the
7.0-fashion, when logic modules will not be called (using the technical version switch), or you make a full
upgrade and start using logic modules. In the case of full upgrade, it is recommended to migrate
business rules that update the data into logic modules, setting them in the manner similar to how the
standard 7.5 document types NPO_75 and PO_75 are set up.
Verification and migration of business rules to logic modules in case of full upgrade
In general, each process type used by “old” DP document types has to be verified:
Simple check: compare your process type list against baseline 7.5, standard document types. If it is still
present in standard – it should normally work with no changes. Otherwise, verify:
Is it just a check? (Business rule) – If yes, it remains a business rule. In addition, verify if the new BRF
configuration (vendor groups etc.) can or must be used.
Does your old business rule update the data? If yes, migrate the business rule to a logic module.
Verify standard migrated process types, find which logic modules they are migrated to, and make sure
the corresponding processing is activated. Example: process types 109 and 110 has been migrated to LM
P_ITEM_001 and BR 113.
If you have some custom updating business rules, convert them into custom LMs. Decide on their
processing type (start/rerun).
Note: As of now, VIM 7.5 BRF does not prevent you from updating the data inside of business rules.
However this may be changed in the future and we recommend to migrate updating business rules to
logic modules as quickly as possible.
PO line determination – 109+110 has been migrated to LM P_ITEM_001 and BR 113. Please note that if
you are doing a full migration and will be therefore using the new business rule 113 (Manual Check
Needed / Missing Data for Indexing Lines), you will need to decide on the logic of this rule and
potentially configure it, as described in a next section.
Localization for Russia - Map single service PO, migrated from BR 109 into LM G_HEAD_012. Note: If still
using 109, the logic will NOT be called after the full upgrade!
4.3.2 Business rule 113 – “Manual Check Needed / Missing Data for Indexing Lines”.
The old 7.0 business rule 110 – “Manual Check Needed / Missing Data for Indexing Lines” has been
migrated to the logic module P_ITEM_001 and the new business rule 113 (with the check function
module /OPT/VIM_DETERMINE_PROC_108).
In case the line items data will be changed by the logic module by matching with the proposal, DP
process will stop with a generic exception allowing you to verify the changed data. The business rule 113
is now only checking the completeness of line items using the same logic as the older rule 110. In
addition, in contrast to pre-7.5 business rule, this new version also checks if the invoiced quantity on
each line does not exceed the GR quantity (that has not been invoiced yet). For service POs, SES is
checked similarly. This additional check can be switched off if needed, to have the 7.5 business rule to
make only completeness checks, which will be same as in VIM 7.0 and older.
The additional GR/SES check is made by default in VIM 7.5, and when doing a full upgrade and migration
to VIM 7.5, you need to verify which check logic is suitable for your process. To switch the additional
checks off, create a new entry in the table /PTGWFI/Z_CONST, using the transaction SM30:
If upgrading from VIM versions 6.0 SP2 and older – decide whether migration reports for VAN and
Workplace need to be scheduled in a periodic job.
The report updates the following configuration areas for the following document types.
PO document types:
First, click the radio button Adjust Document Type Configuration (6.0 ->7.5).Enter the reference
document type PO_75 or any other document type as shown below. Click to run the report.
Application toolbar
ALV Grid
Document view
ALV Grid
Document view
Update Entries: updates the selected VIM6.0 Document type to VIM 7.5 Document Type
Configuration features.
Select All: Select all displayed document types
Deselect All: Deselect all displayed document types
Document view: The Document View (ALV Grid) presents the following columns.
Selection option
Select this check box to consider only document types that need to be upgraded to VIM7.5 document
type features. It includes document type main screen configuration changes along with indexing screen
changes.
Document type
Will display all existing VIM 6.0 document type to be upgraded to VIM7.5 document type’s configuration
features.
Reference document
This field is filled with the value from the selection screen input.
This program will update the PO line automation configurations tables with values of below Z-Constants,
from /OPT/VIM_ZCONST table. Product code is 005.
Level Preference
This program will update values of Z Constant LEVEL_PREFERENCE from /OPT/VIM_ZCONST table
maintained in VIM6.0.
The user has the option to configure PO/delivery note either at header level (H), or line level (L), or both
levels (B).
Updates the global control from “No” to “Yes” for new indexing screen field.
Updates new indexing screen programs along with screen numbers.
Updates the initial tab for each DP process type & role by taking reference as document type given in
the selection screen. Updates the initial tab with the following indexing screens:
Basic Data: Shows the basic indexing information, which is also available on the invoice
document.
Line Item Data: Shows the relevant line items.
Accounting Data: Shows additional SAP specific data for the accountant to post the document.
Tax Data: Shows relevant tax information.
For PO document types: updates the PO tab strip control tab for all fields with the following options by
taking reference as document type given in the selection screen.
There are some special fields that are not in the database but can be displayed in the indexing screen.
To use them, you must configure the Field Stat column for the following parameters.
NOTE: Add the below parameters manually in the indexing screen header configuration, as the
migration program does not process header fields.
VORGANG
To display Subsequent Debit and Subsequent Credit for PO in the index screen, under Invoice Data,
Transaction field, set the parameter VORGANG to Input.
DIFFERENZ
To display the Balance traffic light in the indexing screen, under Invoice Data, set the parameter
DIFFERENZ to Display Only.
DN_LIST, PO_LIST
To display the DN List and PO List buttons in the indexing screen, under Invoice Data, set the parameters
DN_LIST and PO_LIST to Input.
5.2.1.6 Identify the difference between Document types of VIM6.0 & VIM7.5
Enter VIM6.0 and VIM7.5 document type and click the Execute button.
This will display the configuration differences for both document types. See the following screenshot.
Note: There may be different ways to migrate the COA setup depending on your
project specifics. OpenText attempts to provide migration programs to support a very general
case. If your project requires different migration logic, custom migration reports must be
created.
Prerequisites:
Before starting the migration process, you must have decided on the following:
1. AFS ID of Level Based Approval, against which Coder Determination settings must be
migrated.
2. Maintain the “Approver Limits/Level” tab of the new COA.
3. List of coders and requesters per company code.
User Details, Preference, Substitutions remains unchanged and do not need migration.
Note:
1. No change logs are generated during the migration.
2. Data in old COA remains as is post migration.
VIM 7.5 Upgrade Guide 26
5.2.2.1 Migration of Coder Determination (Table /OPT/BL_AP_CODER)
All coder determination entries are migrated to the new COA, for specific AFS ID.
Program: /OPT/COA_CODER_UPG
Input:
Notes:
1) Coder determination setting on AFS ID must be the same as the Coder Determination constant
(CODER_DETERMING) value, to migrate data from old COA.
2) Migration is not possible if constant CODER_DETERMING is S (Use Requestor).
3) Existing data for given AFS ID is overwritten in the new COA, if any.
4) During migration, only the relevant fields as per constant CODER_DETERMING are considered.
In case of Test Run, except for actual update, the rest of the process remains the same.
Program: /OPT/COA_APPR_UPG
Input:
1. Company Code
2. Delete New COA approval Data(/OPT/APPR_COA) – (radio button; Delete the data for given
company code(s))
3. Migrate Data – from old COA to new COA
3.1. Approval level matching rule:
3.1.1.Lower (radio button)
3.1.2.Higher (radio button)
3.1.3.Nearest (radio button)
3.2. Approval limit currency:
3.2.1.1. Local currency (radio button)
3.2.1.2. Fixed currency (radio button) - Currency field
3.2.2.Conversion Date
VIM 7.5 Upgrade Guide 30
3.3. Coder and Requester List – Input file:
(CSV file format: Company Code, User ID, Indicator (C – Coder or R – Requestor). No header line.
Sample Record(s):
1000, CODER1, C
1000, REQUESTER1, R
Approach:
Coders (Tab: COA Details > Coder/Requester Details): Old COA Approver (/OPT/BL_APPCOA)
users are mapped to Level 0 along with cost elements as defined in the old COA, if the user is
marked as Coder in the input file. If a coder has more than one record in the old COA, with
“unique” combination of cost elements, then all are replicated into the new COA at level 0.
Requesters (Tab: COA Details > Coder/Requester Details): Old COA Approver (/OPT/BL_APPCOA)
users are mapped to Level 1 along with cost elements as defined in the old COA, if the user is
marked as Requester in the input file. If a requester has more than one record in the old COA,
with “unique” combination of cost elements, then all are replicated into the new COA at level 1.
Approver (Tab: COA Details > Approver Details): Remaining approver users of the old COA
(/OPT/BL_APPCOA) are mapped to the respective level of the new COA, based on the “Approval
Limit/Level” according to the following rules:
o Lower: to the level, when its corresponding amount (in new COA) is same as the old
COA Amount of the User. If equal amount is not found in “Approval Limit/Level”, then
Example:
Note:
If the approval limit of a user is in between Level 2 and 3, then the user gets mapped to
Level 2.
If the approval limit of a user is in between Level 1 and 2, then the user is not mapped to
any level. (Except if the user is present in Coder & Requester Input file).
o Higher: to the level, when its corresponding amount (in the new COA) is the same as the
old COA Amount of the user. If equal amount is not found in “Approval Limit/Level”,
then the migration tool looks for the next higher amount and map the user to the
respective level.
o Near: to the level, when its corresponding amount (in the new COA) is the same as the
old COA Amount of the user. If equal amount is not found in “Approval Limit/Level”,
Example:
Currency handling:
1) In case of Fixed currency, convert all other currencies from the old COA into given currency,
before applying the rules.
2) In case of Local Currency, convert all other currencies into the local currency of the company
code, before applying the rules.
- Local Currency: If amounts defined in “Approval Limit/Level” are in local currencies for a
company code, all company codes can be processed/migrated in one go.
- Fixed Currency: If amounts defined in “Approval Limit/Level” are in Fixed currencies for a
company code, all company codes with the same local currency (in other words, for a given
country) can be processed/migrated in one go.
Notes:
1) Company code and ‘Expense Type’ combination of the old COA must exist in the ‘Approver
Limits/Level’ tab of the new COA. Else, migration of those records from the old COA is not
possible.
2) Migration is not possible if Company Code is not part of the ‘active’ cost elements (according to
table OPT/BL_T401) in the old COA.
3) Approvers data is not migrated if Company code OR Expense type is * in the old COA.
4) Z-constant “IAP 000 MULTI_ACCT_ASSIGN” must be set as “X”, if multi account assignment
functionality is used, while migrating to Level Based Approval/new CoA.
Additional Notes:
1) During migration, no change documents are generated for the new COA. Thereafter, any
changes to the COA generate change documents.
2) Data in old COA remains the same.
5.2.3 Approval Workflow Migration Tool – Report for mass approval actions
The report is designed in a way that it helps to execute the actions Recall Approval and Resubmit for
Approval in bulk/mass mode. This is a one-time report designed for the administrator to support the
transition phase after upgrading from old VIM versions to VIM 7.5.
VIM 7.5 Upgrade Guide 34
The report delivers 3 functionalities: Mass Recall, Mass Resubmit and Display Report.
Notes:
- System landscape settings must be configured properly before running the report, also in
case of single backend system.
- Assign the authorization to execute the report to a dedicated user. The user should have
authorization to execute all approval work items.
- Maintain the role so that after recalling the workflow will not run into error status because
of no agent is found. Since recall works similar to rejection, it makes sense to test rejection
functionality before doing recalling.
- The date of executing upgrading should be ready to be used as Input. Only invoices with
approval workflows which have been created before this date will be considered.
- If resubmit should be executed by the report, take care that all recalled document will not
be touched until resubmit is done.
5.2.3.1.2 Functionality
Call the SE38 transaction and run the program: /OPT/VR_MASS_AWF_ACTIONS.
2 checkboxes:
- Workitem not intact : List all WI that are unnormal and should be handled manually.
- Workitem intact : List all WI that are correct and can be recalled. Only intact WI will be
considered in the Recalling function.
Output list
All invoices that are in an approval process which has been started before the Upgrade Date will be
displayed in the output list:
Invoices that have been recalled will be removed from the output list. You can see them in the Display
Report.
Apart from the self-explaining fields, the following fields are available:
Last Agent: The last agent who got the work item in his inbox for the current approval WF.
First Agent: The very first agent who processed the invoice in the current approval WF.
Approval Type: can be A_DPNPO, A_DPPO for DP, A_PRKNPO, A_PRKPO for parked document approval,
A_PSTNPO, A_PSTPO for posted document approval.
Reference Key (Object Key) and Reference Transaction (Object Type): Those values are unique for an
approval WF.
Message Details
Error: No SAP data found for the Approval No SAP document found for
WF posted/parked VIM document
Recall failed : Approval Workitem not For some reason the WI has been
available: WI ID executed, deleted, cancelled
Recall failed : Top Approval Workflow not For some reason the parent approval
available: Top WI ID workflow has been executed, deleted,
cancelled
1. Only active Approval WFs which have been started BEFORE upgrading will be considered by
the report.
- The Administrator who executes the report should have full authorization to execute all VIM
work items.
- Recall report has been executed. All recalled invoices have been untouched.
- AFS is maintained. Consider that PO approval is not supported in baseline LBA yet. You can
use AFS for PO document type only if a corresponding custom class for PO approval is
implemented.
- Document type is correctly adjusted and mapped to the correct AFS (see the Document
Type chapter). It is strongly recommended to test thoroughly some new approval workflow
with new document type before executing the Resubmit report.
- All Custom Enhancement and exits are examined and updated to the new approval WF
template.
- The Mass Resubmit action simulates the process option “Resubmit for Approval”, which can
be executed in the Dashboards. It will use the baseline process option IDs as default:
The process option IDs are maintained in the following order with separator “comma” and
no space between values:
5.2.3.2.2 Functionality
Call the SE38 transaction and run the program: /OPT/VR_MASS_AWF_ACTIONS.
Invoices which have been successfully recalled will be shown in the list.
Select invoices which need to be resubmitted and click the Resubmit button. All selected invoices will be
resubmitted for approval.
After executing Mass Resubmit, the selected invoices will be updated with the current status (field Work
item Status) in the output list. Those items will not be included in the output list in the next run, but can
be displayed on demand, executing the same report and selecting the “Display report” option on the
selection screen.
Last Agent: The last agent who got the work item in his inbox in the recalled approval WF. This field is
only relevant for recalling function.
First Agent: The very first agent who processed the invoice in the recalled approval WF. This field is only
relevant for recalling function.
Approval Type: can be A_DPNPO, A_DPPO for DP, A_PRKNPO, A_PRKPO for parked document approval,
A_PSTNPO, A_PSTPO for posted document approval.
Reference Key (Object Key) and Reference Transaction (Object Type): those values are unique for an
approval WF.
Resubmit failed: Invoice Something wrong with parent WF: it may be error or completed.
Workflow is not available.
Please check.
Resubmit failed: Doc is not The document type in use is not maintained for Posted Approval.
maintained for Posted
Approval.
Resubmit failed: Invoice not After being recalled, the top (parent) workflow of the invoice will
ready for resubmit. Please be active again. The status of this top workflow will be checked
check. before doing Resubmit. If there is something wrong with the top
WF, the invoice should be handled manually. Some examples:
1. In some case after being recalled, the top workflow will run
into error, since the role determination fails and no agent is
found for the next work item.
5.2.3.2.3 Remarks/Restrictions
1. Only active Approval WF which have been started before upgrading and successfully
recalled by Mass Recall Report after upgrading will be considered by the report.
2. All Approval WF which start after upgrading (with new Approval Template) or recalled by
other means will not be considered.
4. No explicit log implemented. The resubmit simulates some process options, therefore logs
for such process options will be used.
5. For Resubmit of posted invoice, comment is allowed only for single resubmit.
All invoices which have been recalled or resubmitted by the report will be shown in the output list:
Workitem status
Possible statuses
Last Agent: The last agent who got the work item in his inbox in the recalled approval WF. This field is
only relevant for recalling function.
First Agent: The very first agent who processed the invoice in the recalled approval WF. This field is only
relevant for recalling function.
Approval Type: can be A_DPNPO, A_DPPO for DP, A_PRKNPO, A_PRKPO for parked document approval,
A_PSTNPO, A_PSTPO for posted document approval.
Reference Key (Object Key) and Reference Transaction (Object Type): those values are unique for an
approval WF.
005 DP_DASHBOARD_TASK_ID
PIR PIR_PSS_TASK_ID
LIX PRK_PSS_TASK_ID
IAP APPROVAL_TASK
2. Check that all roles are maintained correctly in transaction /OPT/VIM_7CX1 - Simple /
Manager Approval - Chart of Authority Maintenance. The WF can run into error after being
recalled if there is no agent found for the WF after invoice is recalled.
3. Before Resubmit, check that Coder will be determined correctly in the old COA (if old
Approval will be used further on) or in the new COA (if new Approval will be used instead).
The Approval WF can run into error if there is no agent found for the WF after invoice is
resubmitted.
4. If WF runs into error after being recalled or resubmitted, see chapter “Troubleshooting and
Monitoring” in the Administration Guide.
These tables are filled consistently during the runtime of the work item.
Document Selection:
Update Properties
- Test Run: If you select this check box, the report will not update any values in the database
tables. This mode can be used to runtime measurement before planning the actual productive
run.
Note: If this check box is not selected, you must also unselect two options in Extended Display
Option (see below).
Note: these options are only available in Test mode. In Productive mode both options must be
unselected.
- Display calculation results: If this check box is selected, the report will show a list comparing the
current database values with the ones calculated by the report (see next section). This mode can
especially be used to analyze issues with content of the tables for single documents.
- Only show inconsistent data: Only relevant in combination with option “Display calculation
results”. If this check box is set, the protocol will only show lines with differing content between
database and calculation. If the check box is cleared, the protocol will show all database content
compared to the calculated values.
5.2.4.4 Output
- “Display calculation results” not selected:
VIM 7.5 Upgrade Guide 48
The report will show a protocol about successful or unsuccessful execution which can be accessed in the
Job Spool when running in the background.
The report will calculate all values within the selection range and display them in intervals according to
the “select charge” setting. On the main screen, the tables can be analyzed for these intervals by
pressing the respective button. The button “Go to next interval” will start the calculation of the next
interval.
The table view will show a list of all values already present in the database and compares them to the
calculated value. The first line is representing the current value in the database, the second line the
calculated value.
- Current work items: For all currently running workflows (started before the upgrade and not
finished), a migration is mandatory. Highest priority for migration, needs to be done before the
users start working after the upgrade.
- Finished work items, relevant for current analysis (that means relevant for the current fiscal
year): These work items should be migrated with second priority. As these workflows are
already finished, the migration can also be done after the users started to process current work
items.
- Finished work items, relevant for historical analysis (that means data from the last fiscal year):
These work items can be migrated with third priority.
- Finished work items, not relevant for analysis: for older data, which is not relevant for analysis
using VIM Analytics, a migration is not necessary. If the migration is not done for these items,
they will not occur in the new VIM Analytics. This will also improve the runtime.
Additionally, the optimal size for one run can be calculated. Parallel processing is possible, overlapping
ranges of DocIDs have to be avoided.
With this data and the consideration done in chapter 5.2.4.5.2, the migration can be planned.
OpenText recommends that you finish most of these old instances before the upgrade. If this is not
possible, the migration report should be executed as described in the chapters before. The old work
items can be processed normally via SAP business workplace (SBWP) or in the approval.
Note that the updates done during this processing will not be reflected in VIM Analytics. For these cases,
the migration report can be executed again to refresh the tables. The report can be scheduled to run
periodically until the last workflow started before the upgrade will be finished. For each of such
workflows, it is important that the report runs at least once after the workflow and all subsequent
processes complete.
If this is not possible, these referrals can be processed and finished after the upgrade via SAP business
workplace.
These tables are filled consistently during the runtime of the work item.
5.2.5.3 Prerequisite
This report is based on data contained in /OPT/VIM_1PROC. This table is initially filled by the VAN
migration report, which is documented separately. Therefore it is obligatory, that the VAN migration
report is planned and executed before the workplace migration report.
Document Selection:
Update Properties
- Test Run: If this check box is selected, the report will not update any values in the database
tables. This mode can be used to runtime measurement before planning the actual productive
run.
Note: If this check box is not selected, you must unselect also 2 options in Extended Display
Option (see below).
Note: these options are only available in Test mode. In Productive mode both options must be
unselected.
- Display calculation results: If this check box is selected, the report will show a list comparing the
current database values with the ones calculated by the report (see next chapter). This mode
can especially be used to analyze issues with content of the tables for single documents.
- Show inconsistent data only: Only relevant in combination with option “Display calculation
results”. If this check box is selected, the protocol will only show lines with differing content
between database and calculation. If the check box is not selected, the protocol will show all
database content compared to the calculated values.
The report will show a protocol about successful or unsuccessful execution, which can be accessed in
the Job Spool when running in the background.
The report will calculate all values within the selection range and display them in intervals according to
the “select charge” setting. On the main screen, the tables can be analyzed for these intervals by
pressing the respective button. The button “Go to next interval” will start the calculation of the next
interval.
- Current work items: For all currently running workflows (started before the upgrade and not
finished), a migration is mandatory. This has the highest priority for migration, it needs to be
done before the users start working after the upgrade. These items will occur in the “My Inbox”
and “My Pending” view of the VIM Workplace only.
- Finished work items, relevant for current analysis (that means relevant for the current fiscal
year): These work items should be migrated with second priority. As these workflows are
already finished, the migration can also be done after the users started to process current work
items. These items will occur in the “My Completed” View of the VIM Workplace only.
- Finished work items, relevant for historical analysis (that means data from the last fiscal year):
These work items can be migrated with third priority. These items will occur in the “My
Completed” view of the VIM Workplace only.
Starting with small amounts of invoices (that means, starting with 100), the overall runtime of the
migration can be calculated. The runtime of the report is scaling linear, so an estimate for the runtime of
the whole migration can be calculated based on these tests.
Additionally, the optimal size for one run can be calculated. Parallel processing is possible, overlapping
ranges of DocIDs must be avoided.
With this data and the consideration done in chapter 5.2.5.6.2, the migration can be planned.
When migrating VIM Workplace data for workflows started before the upgrade, the same problems may
arise as for the migration of VIM Analytics data. Please see “Known issues” in the section “VAN
Migration Report”.
6 Contact Information
OpenText Corporation
Email: support@opentext.com
Disclaimer
No Warranties and Limitation of Liability Every effort has been made to ensure the accuracy of the features and techniques presented in this
publication. However, Open Text Corporation and its affiliates accept no responsibility and offer no warranty whether expressed or implied, for
the accuracy of this publication.