Issue Troubleshooting 

1.     Business Workspace is not opening

 

1.1  Unable to display business workspace

 

Behavior: Business workspace is not getting displayed however able to create /login to CS   from ebiz when opened CS URL in same browser (SSO working)

 

Error: Could not display page content does not allow to show in frames   (this error you will get only when opened from internet explorer and not from other browser)

 

Go to admin configurations -> configure security parameters

 

Disable  Frame Embedding option ( uncheck the checkbox )  

How Seamless xECM for Oracle integration looks like ?

Business work-space can be displayed in both OAF page and oracle forms seamlessly using simple oracle recommended personlizations, below are some sample screen how worksapce associated with oracle transaction can be rendered in Oracle EBS page/forms. 

Integrated Business worksapce also provides the breadcrumbs to easily navigate to actual EBS page,  business worksapce also supports the drag and drop functionality to copy documents inside the workspace within the EBS screen 

the chain of transactions in one glance ,  user can see you can see all purchase order related documents in one single screen

How worksapces associated with oracle EBS transactions are stored in OpenText EDMS/ ECM system ( Content server).

With open-text smart UI, oracle EBS user when logged into EDMS/ECM  system, his/her landing page can be configured based on the type of his work. Landing page can have graphical  or statistical representations of oracle transnational details and the corresponding documents can be accessed with the metadata. 

Below is the sample ECM home  screen ( landing page)  for Purchasing user

Below is the sample ECM home  screen ( landing page)  for Finance user

The employee Business work space

Below is the sample ECM home  screen ( landing page)  for Human Resource user (HR) 

XECM HRMS Solution for Employee document management ( Use case for Human resource)

The employee is the most important entity in HRMS, every organization has huge documentation associated with employees. Every document is a record for the organizations, it is very important to retain the documents such that it can be accessed whenever and wherever it is required. xECM HRMS solution provides the business workspace for every employee this each workspace will be used as a central repository to access all employee related documents from various departments. Person workspace will also show all self-service requests as related workspaces where all the supporting documents attached during submission of these request would be available. All Employee/ Applicant/ Ex-Applicant workspace will be the central point of access for any document stored in the context of an employee.

 Key benefits of the solution are, 

1)Workspace, where documents are stored, remains the same in the entire life cycle of an employee from Applicant to Ex-Employee, only metadata keeps changing based on the change in Oracle.

2)Non-oracle employee documents, as well as EBS attached employee documents, are stored in one place along with the transactional metadata from Oracle.

3)Employee all ESS request can be seen in one place based on the user security.

4)Automatic process of workspace creation prohibits manual work and manual creation of folders, which saves time and maintains the same template for all employees.

5)Apart from this, OpenText EDMS system provides extensive features of content managementLike minimal duplication, Version controlling, Search using metadata, Search within the document, Collaboration, Document scanning etc.

6)Folder level security can be managed within the workspace using ECM role and group management, which provides restricted access within the workspace when multiple departments are involved. Similarly, the Procure to pay and order to cash process can also be configured, where all the connected workspaces can be seen at one place in brand new smart UI.

Below is the screen shot showing the semaless integration of oracle HRMS with Opentext ECM using the xECM. 

HR user can  see customized landing page( ECM home page) based on his daily work, to make work easy and more lucrative with Smart UI interface. 

New Features of Extended ECM 16 EP2 for Oracle Applications 12.1.*/12.2.*

1) New “Native attachment” program is introduced with below features
2) Improvised Archival Program
i) Archival is supported for i-Recruitment candidate documents  with archival attachment program (Not with native attachment ) 
3) Workspace widget shown in Oracle can be switched to classic and smart view and this behavior can be changed for specific user /responsibility in Oracle by changing the profile option.

    i) Attachment can be migrated to a specific location in CS even when the corresponding workspace is not created. 

ii) Attachment can be migrated with its own category information which was the most important missing feature in xECM 10.5. Now we can apply facets directly to attachment metadata to filter out and reach to the required documents with more ease. 

iii)Migrating attachment without workspaces to a specific folder can also be a solution because attachment has metadata now.

iv) Document can be migrated with conditions like for specific business object, specific time period etc. 

         v) Document can be archived to any desired folder within the workspace. The earlier document was getting migrated to standard folder liked PO Headers, PO Lines. Now we can change these names to with custom relevant name.

ii) Documents attached to Absences’ that are in workflow (“Requested but not Approved”

        state) will be migrated, earlier only the approved absences documents were getting migrated.

4) Binders like permissions are possible with connected workspaces now. So the different access to folders within the same workspace is possible. 

5) Record management can be enabled at workspace level and document level directly from the content server.

6) Logs provided by the program are much descriptive and easy to troubleshoot.

    Custom widgets can be added at workspace level.

7) Workspace widget in smart view can be easily customized.

Prerequisites Being Oracle EBS technical consultant..

•         Form personalization’s
•         OAF personalization’s ( CO extensions , Seeded page personalization’s, Java )  
•        Collection in PLSQL
•                  Functional  understanding of data  flow for modules like SCM (P2P / O2C), Payables, Receivable,FA, GL, HRMS  etc. 
•     Basic understanding of OpenText content server,  OpenText Active directory, user permissions , facets, template level permissions etc. 
•     You will have to perform few DBA activities for the installation of xECM components like webservices, product class files for creating dedicated responsibility. Everything has been documented in installation guide.   

Why to use xECM for Oracle ? Benifit of EBS integration with ECM ?

1 System Context

OpenText provides a robust Extended ECM (xECM) platform that seamlessly integrates with modern enterprise applications through web service-based interfaces. It offers prebuilt adapters for leading enterprise solutions such as Oracle E-Business Suite (EBS), SAP, Salesforce, SharePoint, and others, ensuring a unified content management experience.

One such integration, Extended ECM for Oracle EBS (xECM for Oracle EBS) also known as  OpenText  Content Management for Oracle E-Business Suite , is specifically designed to enhance document management within the Oracle EBS ecosystem. This integration enables seamless connectivity between OpenText ECM and Oracle EBS, allowing businesses to efficiently manage and retrieve business-critical documents directly within their ERP workflows.

2 Architecture Overview

The xECM for Oracle EBS integration primarily involves the following components:

• Oracle E-Business Suite (EBS) – The core enterprise resource planning (ERP) system.
• OpenText Content Server – The ECM repository where business documents are stored.
• OpenText Directory Services (OTDS) – Manages authentication and user synchronization.

Deployment & Integration

The integration is implemented by deploying a custom patch on the Oracle EBS technology stack. This patch facilitates:

• Creation of custom application top, database schema, objects, concurrent programs, and business events.
• A dedicated OpenText responsibility within EBS, providing a UI for configuration and administration.

Importantly, this deployment does not alter any standard EBS functionality. Instead, it provides a seamless mechanism for accessing business-related content via integrated business workspaces, which can be easily launched from Oracle Forms and Oracle Application Framework (OAF) pages.

Communication & Data Exchange

• Web Services Integration: The Oracle EBS Java technology stack consumes OpenText web services (APIs) for seamless data exchange.
• Service Provider Interface (SPI): A dedicated SPI web service facilitates data mapping between EBS configurations and OpenText ECM business objects.
• Concurrent Programs: These programs automate key processes such as user synchronization, business workspace creation, and attachment archival.
• Business Events Automation: Business events trigger automatic workspace creation in OpenText ECM without manual intervention. For example, when a purchase order (PO) or invoice is created in EBS, a corresponding workspace is generated in OpenText ECM.

Security & Authentication

• Token-Based Authentication: OpenText ECM relies on a secure token-based authentication mechanism to facilitate communication and user impersonation.
• SSL Encryption: For enhanced security, organizations can enable SSL on both Oracle EBS and OpenText ECM, ensuring encrypted data exchange.

This integration ensures streamlined document management, enhanced compliance, and improved efficiency by linking structured data in Oracle EBS with unstructured content stored in OpenText ECM.

What is OpenText Enterprise Content Management (ECM /EDMS ) ?

Enterprise Content Management (ECM) is a formalized means of organizing and storing an organization's documents, and other content, that relate to the organization's processes. The term encompasses strategies, methods, and tools used throughout the lifecycle of the content.

EDMS - electronic document management system is a software program that manages the creation, storage and control of documents electronically. The primary function of an EDMS is to manage electronic information within an organization workflow. A basic EDMS should include document management, workflow, text retrieval, and imaging. An EDMS must be capable of providing secure access, maintaining the context, and executing disposition instructions for all records in the system.

Enterprise Content Management (ECM) is provided by many vendors like Open Text , Oracle , As of now oracle doesn't have any content management for oracle application ( 11i , R12 ). Oracle does have for Fusion middle ware called as oracle content management ( webcenters ) 

Most of organizations prefer Open Text as it provides easy enrich GUI to handle document management of enterprise , also maintain document security when it comes to organization level access to those documents.