3665128 - SAP Business ByDesign Attachment Extraction - New Self Service Feature

This document outlines the new Attachment Extraction feature, including:

1. Configuration Guide
2. Help Center Documentation
3. FAQ

SAP Business ByDesign

Attachment Extraction is a self-service tool that lets you download your attachments to SharePoint.  The Attachment Extraction view in the Application and User Management work center helps you extract attachments from SAP Business ByDesign solution.

Attachments are extracted in SharePoint and it can be either self-managed sharePoint or SAP managed SharePoint 

Self-Managed SharePoint: SharePoint is owned and managed by users within your organisation. With 2602, it is possible to enable self-managed SharePoint and configure the tenant to perform the extraction.

Self-Managed SharePoint provides greater control over the extraction process:

- The SAP managed SharePoint has a retention period of 15 days. Folders will be deleted or marked for deletion after 15 days of extraction completion.

- With self-managed SharePoint users have greater control over the extraction process and can easily track it without dependency on SAP.

- The SharePoint product limitations apply to both types of SharePoint.

You can use this self-service feature to extract all attachments and Output Documents from SAP Business ByDesign. This feature allows you to extract tenant-specific attachments from SAP Business ByDesign for a specific business object. The process involves two steps:

1. First, the system stages attachment data using the Attachment Preparation Run.
2. Then, the Attachment Extraction Run extracts the selected business object files to SharePoint.

You can view detailed data information on the Attachment Overview screen and reset processing statuses to reprocess failed records.

Important Information:

• To know more insight about this feature (Self Managed SharePoint), refer to the Help Center Documentation - Attachment Extraction Quick Guide

Note:

To assign above work center view to the respective users to access the Attachment Extraction Self Service.

The views - Attachment Extraction Run, Attachment Overview and Attachment Preparation Run 

To assign the views, follow the below steps

1. Go to Application and User Management work center
2. Go to Business Users view
3. Edit Access Rights
4. Assign the views Attachment Extraction Run, Attachment Overview and Attachment Preparation Run
5. Save the changes

In case of Business Role, assign the above view in the Business Role and update the changes

Additional Information:

• Download file numbers limited to 10000, these limitations are set by the Microsoft at the product level and hence cannot be changed. More details available on SharePoint Limitations in:
  • SharePoint limits - Service Descriptions | Microsoft Learn
  • Download files and folders from OneDrive or SharePoint - Microsoft Support
• In case of Contract Expiry, below are the important deadlines
  • 30 Days after contract end date – Tenant access is blocked and you will receive a notification. Blocking means that the User will not be able to access the system, tenant or data.
  • 60 Days after contract end date – Tenant is decommissioned and you will receive a final notification that the data has been removed from SAP data centers. Decommissioning means that the system, tenant(s) and data will be deleted and cannot be retrieved.

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