EBSCO Industries used docuflow for SAP to replace a custom-coded SAP attachment process, migrate 4 TB of content to Microsoft 365 SharePoint Online, and improve access to more than 4.5 million SAP-related documents.
EBSCO relied on a custom-built accounts payable application that stored SAP-linked attachments on aging file-server infrastructure. The environment was increasingly difficult to sustain and presented security, availability, and support risks.
Aging infrastructure and custom-coded components were fragile and increasingly difficult to maintain.
EBSCO described the legacy environment as being in a high-risk red zone.
More than 4.5 million SAP-related documents and 4 TB of storage lacked the metadata needed for efficient search.
Breakdowns, custom applications, and manual processes generated increasing support work for the IT team.
EBSCO selected docuflow with SharePoint Online and Collabware after evaluating commercially available options. The solution replaced the legacy content-storage system while preserving the existing user-facing application and supporting SAP content migration, archiving, linking, and metadata synchronization.
Users create and retrieve business documents through SAP.
SAP content is centrally stored with structured metadata.
4 TB of content was migrated from the custom-coded file-system application to SharePoint Online.
SAP content was linked with SharePoint Online using two-way enhanced metadata transfer.
Collabmail enabled email attachments to be captured, stored, linked to SAP, and populated with metadata.
EBSCO retained its customized financial front end with minimal change for end users.
EBSCO replaced fragile legacy storage with a cloud content platform while keeping SAP content accessible and reducing ongoing dependence on custom infrastructure.
EBSCO moved SAP business-critical content to SharePoint Online, reducing dependence on high-maintenance legacy and custom-built storage.
Moving content from fragile legacy systems to a secure cloud platform shifted EBSCO’s risk position from red to green.
Automated metadata capture and SAP content linking made documents easier to search and retrieve inside and outside SAP.
The move to SharePoint Online reduced maintenance work and support demands, with metadata-driven search replacing custom query reports.
“Our solution with docuflow, Microsoft 365 SharePoint Online, and Collabware is solid. After over a year of use and an enormous content migration, it is still just humming along!”
See how docuflow can connect SAP with SharePoint Online for content migration, linking, metadata synchronization, and scalable cloud storage.
