Migrate Your SAP NetWeaver Knowledge Management Data with a Custom Tool

  • by Ameya Pimpalgaonkar, Senior SAP Architect
  • July 24, 2013
Discover how to migrate SAP NetWeaver Knowledge Management documents to a third-party portal. You can develop a tool to migrate subscription data along with the physical migration of documents.
Key Concept

SAP NetWeaver Knowledge Management (KM) is widely used for various purposes in business scenarios such as maintaining document versions, setting up a subscription on the folder or document level, triggering emails to subscribers on changes, and storing important documents and displaying them with the correct taxonomy and permissions. It is the crux of any SAP NetWeaver Portal implementation.

As more options are available for document storing, SAP NetWeaver Knowledge Management (KM) is used more for displaying documents stored in different places (e.g., Microsoft Sharepoint repositories, file server repositories, or WebDEV repositories). Organizations often store documents in multiple places because of size restrictions or convenience, and then display this data in KM. Typically you migrate documents in two ways:

  • Migrating KM documents to another KM portal, in which you can use KM Drive but it will migrate documents only, and not permissions or subscription data
  • Migrating them to a third-party portal, in which case you can’t use KM Drive.

The only other option is to migrate documents manually, but that can be time consuming when dealing with thousands of documents stored in KM. It also presents technical challenges such as:

  • No out-of-the-box method available to retrieve subscription details
  • Not even an administrator can check who else has subscribed to a particular KM resource
  • Each KM API execution provides data of one file or folder
  • The API only returns a user ID, not the email ID, of the subscribed user
  • A typical production environment has 10,000 to 15,000 folders and more than 25,000 files
  • You cannot download to Excel and have to develop a separate component to do so
  • You have to retrieve email IDs manually for each user. Without them, you cannot configure user data in a third-party repository.

I developed a tool that allows you to retrieve user data such as email, UME login ID, user first and last name, KM resource URL, and subscription data for any file and folder in KM. I’ll describe KM APIs, services, and users involved in using a third-party portal for document storage so you can make KM lean and fast. You can download the data in an Excel sheet that you can use as an input to the standard SAP NetWeaver Portal WebService as an extended application of this tool.

Using this tool in a productive environment that has more than 25,000 KM documents resulted in 1,059 labor days of effort saved per server. No separate manual intervention or configuration was required in a third-party repository.   

Ameya Pimpalgaonkar

Ameya Pimpalgaonkar is a senior SAP architect. He specializes in SAP Netweaver Portal, SAP BPM, BRM, MDM, and SAP Mobile. His interests include UI and front-end technologies, SAPUI5, Responsive Design, and integration of modern technologies with SAP UI. He has also worked on HTML5, CSS3, and jQuery. Ameya is also a certified usability analyst from HFI, USA.

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