Written by Gaspar Palmer on March 24, 2025
In addition to integrating OpenKM with SAP for document management, OpenKM can act as a secure repository and a structured information source for your company. This allows data and documents to be imported from SAP for storage, analysis, and the generation of new documents based on that information.
SAP allows exporting documents in various formats (PDF, XML, Excel, JSON), which can be processed by OpenKM.
Example workflow:
A user in SAP generates a purchase order or invoice.
SAP automatically exports the document as a PDF and an XML file containing structured data.
OpenKM receives and stores the document in the corresponding folder.
Key data is extracted via OCR or XML analysis.
The information is organised in OpenKM and can be used to generate new documents or reports.
Technologies used: SAP Output Management, SAP SmartForms, SAP Script.
OpenKM can access SAP data through its REST or SOAP API.
Example of API integration:
OpenKM requests information from SAP (e.g., order status).
SAP responds with the data in JSON or XML format.
OpenKM stores and processes the information, which can then be consulted without accessing SAP.
Advantages: Real-time integration with no manual intervention.
Example:
SAP generates an electronic invoice and stores it in OpenKM.
OpenKM indexes the invoice and allows searches by client, invoice number, date, etc.
The invoice can be accessed from SAP or OpenKM, even after being archived in SAP.
SAP uses databases such as SAP HANA, Oracle, SQL Server, or DB2. OpenKM can connect to these databases to extract information and generate documents automatically.
Example of data extraction from SAP HANA:
OpenKM runs an SQL query on the SAP database.
It extracts customer order data in JSON or CSV format.
An automated report is generated in OpenKM using the extracted data.
The report is stored and users are notified.
Advantage: Enables the handling of large volumes of data without affecting SAP performance.
In addition to storing documents from SAP, OpenKM can be used as a secure repository for key information and documents.
Example:
All invoices issued in SAP are automatically copied to OpenKM.
OpenKM classifies them by date and customer.
In case of SAP failure, invoices remain accessible in OpenKM.
Example: If a contract is updated in SAP, OpenKM stores the previous version and allows comparisons.
Example: Storing SAP tax documents in OpenKM while ensuring retention for the legally required period.
Once OpenKM has stored the data imported from SAP, new documents and reports can be automatically generated.
Example:
Sales data is extracted from SAP and stored in OpenKM.
OpenKM uses this data to generate a monthly report.
The report is automatically distributed to managers and finance teams.
Conclusion
Integrating SAP with OpenKM as a secure repository and structured information source brings multiple benefits:
Integrating SAP with OpenKM not only enhances document security and operational efficiency, but also drives your company's digital transformation.
If you're looking for a robust, adaptable solution capable of automating key processes, OpenKM is the tool you need.
Get in touch with us today and discover how we can help you design a tailor-made integration between SAP and OpenKM, adapted to your organisation's specific needs.
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