Introduction

This page provides information about the function of synchronising data to and from BlueWorx from SAP.

Business and SAP Context

Data is sent to the BlueWorx application, and from the application to SAP, through a sync process. There are a variety of ways in which syncs can be initiated. These include:

  1. On initial logon to BlueWorx
  2. On logon and change of assigned profiles
  3. At user request
  4. At user request on change prompt from SAP
  5. Silently

There are two primary sync types:

Full Syncs

A Full Sync sends all data to SAP from the outbox and then completely refresh the data for the user. A full sync initiated by:

  • Adding or removing a profile assigned to the user
  • Manually initiated by the user
  • Based on BlueWorx systems settings - days since last full sync

Delta Syncs

A Delta Syncs send all the data to SAP from the Outbox and delta updates to Functional Locations, Equipment, Measurement Points, Materials and BOM's. As of SP10 the default option for syncing Orders and Notifications is also via a delta sync, prior to this release syncing received all the data for the users Orders and Notifications (i.e. refreshed every time).

Important Information

Sync settings, including the ability set set up Sync reminders, is configured in the Maintain Core Settings Sync Tab. Further information on how the Sync process works is provided in the article BlueWorx Synchronization - How It Works.

Contents

Outbox

Updates made in BlueWorx are generally saved in the applications Outbox ready for Synchronization to SAP. There are some exceptions when using BlueWorx via the browser as in same instances it performs updates in real time. The screen has tabs across the top each showing updates ready to sync to SAP. Additional tabs may be visible, depending on the release and if outstanding errors in synching have occurred:

Each of the tabs shows different information, relevant to the object and most of the fields are considered self explanatory. Common to the tab lists are these controls:

Field/ ControlExplanation/ Use
Edit - an existing record has been edited.
New - this is a new record/ subject record to an object
Navigate to the record
Delete the new/ change record. Note that in some cases this may be disallowed or have flow on consequences - such as the deletion of required Inspections from completed Orders

Initiating Synchronization with SAP

When users initiate a Sync with the SAP system it processes outstanding updates from the Outbox. Syncing can only occur where a valid connection exists (i.e. Cellular or WiFi) and where the SAP system can be accessed and is available. 

Syncs are initiated by the user from the main BlueWorx menu or from the Outbox. They may also be prompted to sync based on a period check of the SAP system for updates and may silently sync where so configured:

The following are the Sync button options:

Field/ ControlExplanation/ Use
SyncSync changes with SAP (BlueWorx > SAP | SAP > BlueWorx). This could be a delta sync or full sync depending on configuration and application settings.
Download OnlySync changes with SAP (BlueWorx > SAP | SAP > BlueWorx)
Full SyncSync changes with SAP (BlueWorx > SAP | SAP > BlueWorx). This will be a full sync, renewing all BlueWorx application data

Synchronization with SAP

Having initiated a Sync the screen displays the progress. The various steps displayed depend on the data to be sent and received. The following illustration shows a sync in action. The Send to Background option is available from SP6 and displays only for delta syncs (not full syncs).

Prompting the User to Sync

As of SP5 optional configuration allows for the ability to prompt users to sync based on a periodic checks of relevant SAP Order creates or updates or a 'time since last sync'. The checks are only made where the user in in the application and is not in a detailed screen. i.e. the check, based on the timer, will occur when in the various menus or list screens. To conserve mobile data this setting can optionally be disabled when on mobile data. 

Here's an example of what the user see when enabled and an order is changed:

Notes - Order Change is not detected on Order/ Operational Long Text does not fire a SAP change event and is therefore not detected as a change. The same might apply to other more legislated updates, like GOS, DMS and PRT attachments

Automatic Background Syncs

As of SP6 have included the ability to optionally trigger background syncs with SAP based on a periodic checks of relevant order updates or a 'time since last sync'. The checks are only made where the user in in the application and is not in a detailed screen. i.e. the check, based on the timer, will occur when in the various menus or list screens. Under this background sync option either the standard delta sync is undertaken or a delta sync without sending Outbox items to SAP.

Synchronization Errors

Where an update to the SAP system fails to process inside of SAP, an error message will be returned and is accessible from the Outbox. In the following example the Work Order Confirmation could not be updated because a user currently has the Work Order open for edit in SAP. The user should correct the error or contact others to do so before re-syncing.

Order Change Sync Prompt

If enabled by your administrator, the BlueWorx application, when in menus and lists, will check with SAP every x minutes to see if new or changed Orders exist. It does not check for Orders that that are removed. To conserve mobile data this setting can optionally be disabled when on mobile data. This functionality is new to SP5.