Migrate Oracle EBS Projects Attachments to SharePoint

Oracle EBS Projects require a lot of documentation (.docx, .xlsx, .pdf, images, etc.) to build out the project details. Attaching these documents to Oracle EBS presents several challenges. Gathering documents and attaching them to Oracle Projects can require a lot of time and effort. Once attached as Files, the documents are not easily accessible to the users and those who often need to review and edit the documents for the project.  Integrating a document management software like SharePoint provides many benefits to users and managers, while AventX helps overcome the challenges described above.

Oracle Projects Use Case Summary

Without AventX, a user logs in to Oracle EBS with the responsibility “Projects, Vision Operations (USA).” They then choose ‘Projects’ from the Navigator and find a project (e.g., Project #1001).

Next, they go to the Paperclip to manually add File attachments of various types to the entity PA_PROJECTS, a step required for each document needed on the project or each time a document needs to be updated on the project. Updating and managing documents is tedious and lacks an audit trail of the different versions of the documents attached to the project.

With AventX, users can save documents in a similar way; however, the file is automatically migrated from Oracle EBS to SharePoint Online, while replacing the File Attachment in EBS with a Web Page URL Attachment. Documents can then be viewed in the Projects Record, as well as viewed and managed from SharePoint Online.

Step 1 – AventX evaluates what project files to migrate on a schedule by looking for new or existing file attachments that meet the defined criteria.

Step 2 – The AventX process (1) copies the document to SharePoint Online and (2) enters the document’s metadata into SharePoint columns (making the file more accessible to users—easier to search for and more details visible).

Step 3 – In the final step, AventX (1) deletes the File Attachment and (2) reinserts a URL hyperlink (Web Page Attachment) to the document, effectively replacing the original attachment in Oracle EBS.

In addition, AventX can migrate existing Oracle Projects attachments to SharePoint automatically, to archive existing project work. If a user attaches a file to Oracle using the “old” method, the software will migrate it to SharePoint, automatically, without human intervention. AventX will even put a URL link (Web Page Attachment) back on the Project to the migrated documents so the users have access to the same information in Oracle Project as they had before.