How to simplify regulations processes in SAP using Ms Word

Preface

In a world where globalization and international trade are becoming very important for international companies there is always the issue of regulations.
As a manufacturer in a Pharma or chemical company for example, you have to Comply with many regulatory requirements.
these regulations can be in the areas of import/export, Environmental protection or Hazardous Materials for example or Material Safety Data Sheets (MSDS).
You may use modules such as SAP GTS or SAP EHS within SAP in order to manage regulations.
Many companies are using Ms Word as a tool for templates creation for regulation forms.

Ms Word and SAP

Ms Word is the ideal tool to edit forms , and mostly regulation or legal
documents because of a few main reasons:

  1. it’s the most known editor in the world.
  2. It’s simplified and agile.
  3. Multi-lingual with spell check dictionary
  4. Can be deployed on any server
  5. Rich layout and editing options

If so, what are the problems of using Ms Word as a tool to create regulation forms from SAP?
Microsoft Word designed to the single user on a single desktop.
Because of it’s nature users use it an editing tool and copy/paste data chunks from their data systems such as SAP.
That’s how with many SAP users developed manual or semi automatic process of documents generation with Ms Word and SAP.
There are some tools to automate document processing , but many of them

There are some tools to automate document processing , but many of them are too complicated and give a partly solution.

Example

Let’s give an example of using regulation forms with SAP.
A big chemical company need to send Word documents for every customer order that contain Hazardous Materials and other regulatory requirements.
The number of documents sent to the customers can reach to thousands every day.
Also the forms should be used in many languages and many countries, this case also complicates the whole process.
The company uses manual labour to fulfill the regulations demands.
Looking at this example , we understand that make this process full automatic can save a lot of money and time to the company and also shorten the time of regulations projects.

Solution
Ox4Sap is a product that connects Ms Office and SAP automatically.
One can design template in Ms Word or Excel , connect it with SAP data using a simple customization process and generate the Ms Office documents automatically.
That’s how we get a full integrated application for Office automation in one single place.
Using this tool can also use us to update data back to SAP from the Ms Office documents that are send back from the recipients.
Ox4Sap open new possibilities to work with Ms Word that can simplify
automate and shorten SAP customers needs.
Using this tool can help us to update data back to SAP from the Ms Office documents that are send back from the recipients.
Moreover it is a tool to set MS Office templates which are customized
by SAP to ease Office and SAP integration for documents.
Ox4Sap opens new possibilities to work with Ms Word that can simplify , automate and shorten SAP customers needs.

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