Get to Know the Winshuttle Function Module – Part 2 in a 3 Part Series

By Jennifer Hwang on Sep 29, 2020

Welcome back to another installment of getting to know the Winshuttle Function Module (WFM). In our first post we went through a bit of history and got a quick overview. Now it’s time for a much deeper dive on some features that we tend to get the most questions about: attachments and long text. Both are challenging topics within SAP, just on their own, so Winshuttle tries to make it as easy as possible to work with them.

If you want to be able to attach documents to your SAP objects, we can help in different ways, depending on what best fits your document attachment and storage strategy. This functionality is available for a select set of commonly used SAP t-codes. Based on your company’s strategy you may be limited on what mode of attachment to choose. You can enable certain attachment types within the WFM administration page to match your strategy.

There are 3 main and different ways to attach documents with Winshuttle: BDS, DMS, and GOS. Let’s explore each in more detail.

Business Document Service (BDS) uses SAP t-codes OAOR / OAER to attach. These documents are physically stored in SAP database tables. Which table being used is based on the default for the existing class of the SAP object you are trying to attach to. This storage location can be changed in SAP, including choosing an external server to store the attachments.

Document Management System (DMS) uses t-code CV02N to attach. These documents are physically stored depending on the way you have customized that storage. If you use a content server storage category the data is stored on that content server.

Generic Object Services (GOS) offers two different options: Archive Link and Office. GOS is an SAP toolbar that provides some general functions within an SAP object, such as attachments or links. GOS – Archive Link uses the store business document option, while GOS-Office, a newer option in Winshuttle, uses the create attachment option. These documents are physically stored in the SOFFCONT1 table.

When you record a Winshuttle Studio script for a t-code, and it is supported by the attachment feature, select “Add File Attachment” in the mapper and which mode of attachment you want to create. Select the option that fits your company’s attachment strategy. You will only be able to select options that have been enabled.

Depending on your t-code, you will then see a series of different fields that will need to be mapped, including the actual field that will be a file path pointer to where the attachment file currently resides.

Keep in mind that the types of files that can be attached are limited by what is allowed within SAP and the size limitation of the file is also what is allowed by SAP. There is a Winshuttle limit for maximum file attachment size of 99MB. The default maximum file size is 30MB so you will need to adjust, if needed. The setting is found in Studio’s application options.

Long text is another challenging area for SAP users. Through the WFM, Winshuttle has made it easier than ever to add long text to commonly used SAP t-codes. Traditionally, long text was uploaded using Winshuttle via line-by-line 72-character fields. Winshuttle later added easier long text functionality where you could add in longer amounts of text, not limited by 72-characters, but that specific functionality was limited to one type of recording mode only, certain types of long text, and the UI could be confusing.

Nowadays when you record a Studio script for a t-code, and it is supported by the long text feature, select “Add Long Text” in the mapper and you will be prompted to select which long text you want to include. This list will include all long texts that are associated with that transaction, including custom long texts, and header texts as well as line item texts, if applicable.

Depending on the long text(s) selected, you will then see a series of different fields that will need to be mapped, including the actual field that will be the long text itself.

Both the attachment and long text options being used will generate their own set of log columns. Because both the attachment and long text are added separately from its main t-code’s actions, the unique logs make it easier to identify if the specific features are working properly or not.

We’ve tackled a couple big pieces of the WFM, some of its most popular features. There’s still more to discuss, so join me for the last post in this series where I’ll focus on some of the custom objects that the WFM provides so you can more easily work with certain SAP data.

About the author

Jennifer Hwang

Jennifer Hwang is a software consultant and business process analyst with 20+ years of experience implementing and optimizing various technical solutions. As a Solutions Engineer for Winshuttle, with 13 years of Winshuttle consulting expertise, she ensures customer success by being their trusted technical advisor.

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