Migrate Oracle EBS Purchase Orders and Attachments to SharePoint

Several Oracle EBS Modules offer the ability to automatically “archive” the document to the Record Header under certain conditions. This is used most prevalently by Purchasing departments. When a Purchase Order is “Approved,” the PO is archived to the PO Header automatically.

This process creates additional files in the Oracle Database and, while “Archived,” the file may not meet important compliance or long-term archiving standards.

In these cases, AventX can migrate the document to SharePoint Online while “re-adding” the approved PO document to the PO Header as a Web Page (URL/Link) Attachment.

How to Archive Approved PO Files to the PO Header

1. Sign into Oracle Purchasing
2. Edit the Purchase Order Standard for {Org}
3. Change the “Archive On” feature to “Approve”

With this configuration setting, Oracle EBS will perform the following.

• Archive a copy of the approved PO to the PO Header as a PDF attachment as a FILE attachment with the category of DOCUMENT
• Create a ZIP file of all FILE attachments that are on the PO Header and create a single FILE attachment with the category of DOCUMENT

AventX Use Case

Now that the PO document is “archived” the PO Header, the AventX for Oracle EBS SharePoint Connector is configurable to migrate File Attachments from EBS to SharePoint. This functionality can be configured for all File Attachments or only specific document Categories (e.g., “Documents” or “Miscellaneous”) and Entities (e.g., “PO Header”).

Step 1 – AventX evaluates POs on a schedule 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).

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.