easy archive
for SAP Solutions
Archiving in SAP
Seamless SAP integration
Secure archiving & comprehensive compliance
Holistic Information Lifecycle Management (ILM)
Flexible deployment options
easy contract
for SAP Solutions
Vertragsmanagement in SAP clever gestalten.
Vertragsmanagement direkt in SAP S/4HANA
Alle Verträge und Dokumente zentral im SAP-System
Desktop, Web und mobil – jederzeit verfügbar über SAP Fiori
archive every Document in SAP
easy archive for SAP® Solutions is the link between your SAP system, the documents in your company, and the archive. The underlying easy archive not only processes the data and documents from your SAP system, but also all those generated in other applications. This creates the basis for numerous functions of the easy solution that go beyond mere storage.
Features
easy archive for SAP Solutions works perfectly with your SAP system. This is no coincidence, as easy attaches great importance to the strict integration of SAP documents in accordance with SAP standards. The integration has already been certified several times for the latest SAP versions. As an independent add-on component, the archiving solution in SAP ensures that SAP documents are stored independently of the actual SAP system.
Archiving SAP documents
With easy archive for SAP Solutions, incoming and outgoing documents can be archived directly and natively from the SAP system. Access is fully integrated via the SAP client, so the user interface remains unchanged and no separate application is required. Archiving runs in the background via an external archive system that remains invisible to users. This seamless integration ensures a smooth user experience and guarantees smooth integration into existing SAP processes. This significantly speeds up document filing processes and reduces manual effort.
SAP-native integration
Incoming & outgoing documents
Access via SAP client
“Our SAP users archive and access documents directly from the familiar SAP interface – without even noticing the separate archive system.”
Integration of external documents
SAP Retrieval allows non-SAP documents and external company documents to be integrated directly into the SAP system. This creates a document management-like functionality within SAP without impacting the performance of the ERP system. The solution expands the SAP knowledge base with additional, context-relevant information and creates a logical link between SAP data and external content. This improves information availability and enables a holistic view of business-relevant processes.
Non-SAP documents
Document management
SAP Knowledge Base
Information LifeCycle Management (ILM)
SAP ILM enables you to define and manage retention policies for data and documents in compliance with legal requirements. It supports rule-based locking and deletion of information in accordance with legal requirements, in particular the GDPR, as well as internal company guidelines. The automated implementation of these policies ensures compliance with regulations and enables efficient management of growing data volumes. ILM thus contributes to legally compliant archiving and sustainable data hygiene in the SAP environment.
Retention policies
Blocking & deleting
Compliance
For IT managers, secure archiving is a top priority. With easy, we meet data protection requirements and remain compliant at all times.
Into the future with easy & CMIS
The SAP-certified interface, easy archive CMIS Service, revolutionises the flexible use of easy applications in the SAP S/4HANA Cloud. Simplify your processes and turn your filing system into an information center.
Extensions for archiving in SAP
SmartAttach
Automated assignment of documents to SAP receipts
easy SmartAttach links stored documents to an existing SAP data record (SAP Business Object). easy SmartAttach for SAP Solutions is a mass solution for linking external documents to SAP postings. This allows you, for example, to assign service tickets to your outgoing invoices, enabling you to prove the services you have provided at any time.
WebDAV for SAP ILM
archiving documents and data in compliance with data protection regulations
easy WebDAV for SAP ILM (SAP ILM) meets all requirements for SAP ILM-enabled storage of archive data and archive documents. This integration provides you with the basis for sustainable lifecycle management of your data and ensures that you are well prepared for the requirements of digitalisation. The retention policies and retention periods you have set up in ILM are transparently linked to the deletion processes in the archive. In addition, your company complies with the requirements of the GDPR.
SING
Document indexing for access without SAP access
The SING module adds additional business metadata to the stored original documents. This gives you access to and the ability to search all your SAP documents via the easy archive client. You can use the convenient full-text search function independently of the SAP system. But the real advantage is the ability to search other systems directly from the SAP user interface and to search across multiple systems from the WebClient.
Retrieval
Universal access to archives via SAP systems
easy Retrieval enables users of the SAP system to easily access all company documents (SAP and non-SAP documents) stored in easy archive from their familiar environment. For example, when creating shipping documents, you can access test certificates that are stored in a separate easy archive.
Advantages of archiving in SAP
Increased process transparency and efficiency in SAP
Seamless integration into the SAP system creates comprehensive transparency across the entire process – from document capture to archiving. SAP users can work faster and more flexibly, as search times for information are significantly reduced and all relevant documents are available directly in the SAP client. This reduces manual administrative effort, avoids redundant data and documents, and optimises operational processes in the long term by integrating additional enterprise applications.
Legally compliant and paperless archiving
Certified audit-proof archiving ensures maximum compliance and auditability. Standards such as data protection regulations are met thanks to the immutability, traceability, and availability of documents. Detailed migration logs and integrated audit security facilitate audits. The solution also supports the transition to paperless processes, avoids media breaks, reduces costs, and improves the environmental balance.
Relieving the SAP system
Archiving sustainably relieves the productive system by reducing the volume of data that unnecessarily ties up resources, thereby ensuring the performance of the SAP modules. It also saves costs for in-memory databases. At the same time, the solution enables location-independent access to archived documents. A comprehensive archive also reduces licensing and administration costs across the entire IT landscape.
Flexible data access
The archive provides easy and versatile access to all relevant information. SAP users can access archived documents directly from their familiar SAP interface without noticing a separate archive system. At the same time, the solution ensures location-independent access to all documents.
FAQ – frequently asked questions
How is data security in the cloud guaranteed?
easy archive is based in Germany and ISO 27001 certified. It operates in a 24/7 data center across multiple fire compartments. Emergency support is available, as is data backup and optional geo-redundant data backup. easy archive for SAP Solutions can also be operated on-premises.
How does the migration of our existing SAP archive data to the cloud work?
The migration takes place in just a few steps: First, easy archive requires read access to the SAP system in order to read the TOA tables. These contain information about previously archived documents. Next, the existing archive is accessed in read-only mode and each document is migrated individually. After the migrated data has been verified, a migration log is created. This is also relevant for auditors to ensure the traceability of the SAP data migration and thus auditability. After the log has been validated, the connection to the legacy system is terminated and all new archiving operations run via the cloud.
What deployment options are available for easy archive for SAP Solutions?
You have the flexibility to either obtain easy archive for SAP Solutions from the cloud or operate it on-premises in your own data center. The cloud solution is currently primarily located in Germany, but is also available in Switzerland or the USA as an option. This allows the deployment strategy to be optimally adapted to your company’s guidelines and infrastructure.
What is the pricing model for easy archive?
The cloud version of easy archive is based on a consumption-based pricing model. Please contact us to receive an initial price indication for a specific SAP migration project or a new archiving solution.
Will future technologies such as AI be used to generate added value from archived SAP data?
easy’s vision is to use AI processes to create added value from digitally archived documents in the future. Digital document storage is the first step toward developing a digital data hub within your organisation based on this data.
Does the solution also support other SAP modules beyond classic archiving?
The easy portfolio is based on an electronic archiving system and also includes document management and workflow systems that cover specific areas such as easy hr, easy invoice, and easy contract. This means that the archiving solution can be used in a variety of ways in different SAP modules and business processes.
