SUCCESS STORY
SAP Vistex Agreements approved in DocuSign via OpenText Extended ECM
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CUSTOMER
Industry: Life Science / MedTech
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SOLUTIONS
→ SAP ERP with Vistex module
→ SAP Extended ECM
→ DocuSign
→ IseoSign for DocuSign -
RESULTS
→ Completely automated signature process in OpenText Content Server & DocuSign
→ Synced SAP Business Object data & documents between SAP & DMS
→ OpenText Business Workspaces provide access to signed agreements inside and outside SAP
PROJECT BRIEF
Business Department: Sales
Application Profile: Business critical application SAP ERP / Vistex, validated OpenText Content Suite Platform incl. RIMS, validated OpenText Archive Centre, DocuSign
Approach: Extended ECM standard synchronisation for custom objects, automatic triggering of process based on status, elimination of manual steps in OpenText-DocuSign integration, report back status to SAP upon completion
CHALLENGE
Our MedTech customer already used SAP ERP and the Vistex solution to generate agreements. The agreements had not been signed by the distributors formally. Running OpenText Extended ECM as well as DocuSign as a digital signature tool, the customer planned to integrate the systems allowing a completely automated signature process.
Triggered by a status change of the Vistex Workflow in SAP, the final secure storage of the signed agreement in the OpenText Archive Centre was requested. Challenges included the synchronisation of custom SAP Vistex objects, a redesign of the OpenText DocuSign integration feature that by default requires at least 2 manual steps, and the status of the completed signature processes that needed to be reported back to SAP.
Alexandra Freitag, Project Manager & Solution Lead IseoSign
“Process optimisation does not stop where products or solution standards set limits. Thinking as a business user considering all steps in a process, especially the manual steps, often leads to the conclusion that integrated digital signature solutions provided by Software vendors must be optimised.
The result, a fully automated agreement signature process, saves hundreds of work hours and avoids potential errors.”
CUSTOMER'S GOAL
Complete Automation
Business users provide all necessary information and define if the signature shall take place in SAP, the entire process afterwards must be performed completely in the background.
Business Workspace availability in Vistex Fiori app
As business users mostly work in SAP Vistex specific Fiori app, corresponding documents stored in xECM Business Workspace have to be accessible from SAP Fiori.
Strict timelines
Due to the customer's fixed SAP Lifecycle releases, the project needed to meet a strict schedule.
Solution Details
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SAP
• Agreement is created in SAP and Vistex approval process initiated
• User specifies type of signature "DocuSign" and provides distributor’s email address & name
• Data and created agreement are synchronized via OpenText xECM
• Once the Vistex approval process has reached a specific state, the process is started in OpenText & the DocuSign signature process runs in the background
• SAP receives information about folder ID and creates a custom link to the document which is made available in the Fiori App -
OpenText Content Suite
• Combination of signature method and status triggers the process automatically
• OpenText CS sends all information to DocuSign, automatically starts the signature process and checks the signature status regularly
• Once the document has been signed in DocuSign, OT CS updates status of Vistex Workflow in SAP which in turn, posts the business object in SAP
• If the email address is incorrect or signature was declined, OT Content Server sends the information back to SAP and changes the status. User can correct it and set the status for signature againCombination of signature method and status triggers the process automatically -
DocuSign
• DocuSign receives information about the signee's name and email address from OT CS
• DocuSign also receives information where to place the signature and the name of the signer inside the document
• The process start is triggered by OT CS automatically and doesn't require user interaction
IMPLEMENTED SOLUTION
OpenText Extended ECM Business Workspaces for different types of agreements
Data and documents are synchronised between SAP & OT CS
Fully automated process to trigger conditional start of signature process; automatic start of the DocuSign process
Update of SAP Vistex Workflow status via a custom WebService by OpenText CS after the signature is completed or in case the process requires attention
The signed document will be put under Records Management classification and stored in the secure OT Achirve Server for long-term retention
Paper-based process is also supported
The implementation was carried out in a GxP-validated OpenText Content Suite with corresponding requirements for the CSV documentation
RESULTS
Eliminated all unnecessary user steps - the process is triggered by status and is completed with the business object post in SAP
Digital twins of SAP business objects securely store signed agreements and allow the central storage of other documents in a business context
Tight project timeline achieved
Completely automated in OTCS & DocuSign
Synced data & documents between SAP & DMS
Completed on time
