Adobe Interactive Forms for SAP

Solution to create forms-based processes that link with existing SAP System (automate of workflows and key processes), to eliminate traditional document processing : how to generate personalized forms directly from SAP applications , enable users to reliably receive information from, and submit data to, structured core system.

1. Initial situation (old scenario):

- Manual data entry of informations basis on a paper form. - Re-keying from paper form in SAP system (using the right transaction) via multiple screens for data entry.

The paper form is scanned and sends to the SAP system

The applicant fills in the paper form

SAP System

Re-keying data via multiple screens

2. Requirements:
- Replacing manual process with an electronic forms-based process. - Avoiding re-keying.

3. Modern situation: The interactive Forms solution

Paper-based forms are error-prone, quickly outdated, frequently redundant, and often require manual data entry that leads to inaccurate data. => The solution: Create electronic forms that can be used as an interface (front-end) to SAP processes.

3.1. SAP Interactive Forms solutions (PDF Forms):

The Adobe interactive forms solution integrates interactive forms and print forms with business processes. This solution uses Portable Document Format (PDF) and software from Adobe Systems that has been integrated into SAP environment. We can: -Create interactive forms PDF format that allow users to fill out the form on the screen and save their entries in XML format in the form. When the SAP system receives the PDF form, it extracts the data saved in the form, and can process it further. -Merge a form template with current system data to generate a PDF document that can then be printed or sent by e-mail. * Integration: SAP Interactive Forms by Adobe is included in SAP Web Application Server and can be used by any applications that are based on SAP NetWeaver 04 or later.

SAP Interactive Forms is based on the following technology components from SAP:

 SAP NetWeaver Application Server (SAP NetWeaver AS) component: includes a java Platform, J2EE Engine that contain the Web Dynpro runtime, SAP NetWeaver Developer Studio ( a development environment for Java that enables the creation of Web Dynpro applications containing SAP Interactive Forms) and ABAP Workbench (development environment for ABAP). PDF Object: An encapsulated object that presents a API for Adobe Document Services calls. This API is offered for both Java and ABAP. SAP Interactive Forms includes the following Adobe technology components: Adobe LiveCycle Designer: a design-time environment for creating interactive forms in an easy-to-use, drag-and-drop manner. Adobe LiveCycle Designer is fully integrated with two proven SAP development environments: SAP NetWeaver Developer Studio for the development of Java-based SAP applications, and ABAP Workbench for the development of SAP applications using the ABAP programming language. Adobe Document Services (ADS): a set of runtime services, deployed on the SAP NetWeaver Application Server. ADS run on SAP J2EE Engine, this means that you must install the java stack of SAP Web Application Server, regardless of the development language of your application (ABAP or Java). Adobe Document Services: - Convert XML form templates (created using Adobe LiveCycle Designer) to PDF and various print formats. - Set Adobe reader rights to enable users to annotate forms, save them locally, and include digital signature for authentication using the free Adobe Reader software. - Extract data from SAP applications into SAP Interactive Forms and transfer from data back into SAP applications using XML. - Support certification of form templates to ensure the authenticity and integrity of the form template.

 Adobe Reader: The universal reader is all that is needed by end users to display SAP Interactive Forms at runtime. Forms created using SAP Interactive Forms are displayed either in a browser using Adobe Reader plug-in or by the stand-alone Adobe Reader.

Components

*3 scenarios for Adobe interactive Forms: a. Online interactive forms: In an online form scenario, the user maintains a connection to the SAP application (for example through a company portal).The form is filled out by the user and submitted to the server in the same online session. The form may also include some prefilled information based on the recipients name, role in the organization, title, and so forth. Here is how an online form scenario functions:

- Triggered by an end user working in Web Dynpro, Adobe Document Services generates an interactive form and populates it with relevant application data. -The interactive form is displayed using the Adobe Reader plug-in during execution of Web Dynpro in a browser. -Web Dynpro receives the displayed data or completed PDF document, the Adobe Document Services extracts the data from the PDF file, and the application writes the user-entred data to the back-end system. b. Offline interactive forms: In an online form scenario, the user may download and save the interactive PDF form for later entry and submission: -The user downloads an interactive form from a Web site to a local hard drive. -The form is displayed locally using Adobe reader. -The user can make changes to the interactive form using Adobe Reader. -The user then uploads the interactive form from the local file system to the Web site. Alternatively, an interactive form can be sent to a user via e-mail from a Java application using the Java Mail API or from an ABAP-based application using the SAP Business Communication Service. Then the user either uploads the form using Web Dynpro, as described previously, or submits the form to the application via e-mail using E-mail Submit button included in the form. c. Forms for Printing, E-Mail or Fax: SAP Interactive Forms can also be used for forms that require no direct interaction with the user. For example, business processes using forms that are entirely prefilled by an application and then distributed to recipients. Here is how document generation functions: -Based on the data received via the business logic (ABAP or Java application) and a form template, Adobe Document Services merge the forms and their data. The form can then be emailed, printed or faxed to employees, partners, or customers.

-Outgoing forms can be archived in PDF format for future use. * Interactive Forms, how do they work?

Deploy

Generate View, Fill, Submit

4. Case Study:
4.1. Business example:
The business example in this document is an online scenario Request to increase budget of a project by which an employee will be able to fill bank information and send this information back so can be updated in the system. The employee access to the company portal , completes the form and sends it back. The data from the PDF form is retrieved and the corresponding tables are updated in the system.

4.2. Steps to create PDF Form based on a Web Dynpro application:

- Create a Web Dynpro application. - Embded an interactive form element to a We Dynpro iview. - Define Data context for the interactive form (the DataSource to be used in the interactive form). - Editing the form layout. - Define action for the form: Coding (Data retrieval and processing, start form processing), integration of Check Fields and Submit button (code in the script editor of Adobe LiveCycle Designer). - Deploy and test the application.

4.3. Effort for custom implementation:

The time of implementation depends on the type of scenario. It took: - Form Design (creation of the form, the choice of fields to include, the layout of the form...): 2-5 days. - Web Dynpro application creation and integration of forms: ( jai aucune ide , ya pas mal de traitement faire, de programation ABAP ou Java et du code JavaScript).

4.4. Example of PDF Form: