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A Document management system is a computer system use to track and store electronic documents and/or images of paper documents.

Each document can be accessed immediately from any computer on the SAP network.

 

DMS having facilitates different kind of functions like:

  1. Version Management
  2. Document Structures
  3. Classifications
  4. Findings Documents
  5. Status Documents
  6. Document Distribution
  7. Web Access

 

DMS integrated in the SAP System:

  1. Link to SAP objects like Material Master,Equipments, Functional Locations etc.
  2. Engineering change management
  3. Workflows

DMS typically addresses some of the areas like:

 

  1. Archival       –        Protection of Documents against some disasters
  2. Storage       –        Proper Storage allocation
  3. Retrieval      –        Finding of the documents as per the requirement
  4. Filing           –        Organizing documents in structured way
  5. Security       –        Priority wise protection of documents
  6. Retention     –        Defining periods
  7. Distribution  –        Documents distribution as and when required
  8. Workflow     –        Defining rules for proper & auto distribution
  9. Authentication       –        Sharing of documents as per authorizations

Before going for DMS storage we need to define the Document Types, which really needs to be kept in DMS as per the business requirements.

This document will help where user want to store the document from his system to some center repository which is located somewhere else or say remotely located system. In DMS, there are several ways to store the documents like via Knowledge provider .i.e KPRO and another way is through simply providing the file source path from end user system (where file remain at that system and other user unable to access it ).Several other ways by defining the server and its configuration or by defining the Mounts Points etc.

Here, this document will provide the another way which is also available in Stdn SAP .i.e Vault Configuration for Document storage.

After Defining all prerequisites for DMS the main and important point is to define the Data carrier types. All methods which is mentioned above for storage will be define through this node in DMS.

Provide the DVA user and Password for Vault access settings via SAP.

If your main server or say main Document system located somewhere remotely then choose the data carrier type as VAULT.

Assign the Vault like Z, Z1, Y1 etc. and its description. there is default tick on two indicators i.e. Online and Vault.And press on New Entry.

Once you created the Vault then you need to define the IP of that system where you exactly want to store the document  that IP will be defined in DVA Computer field.

Through this whatever your documents are there in your PC, you can stroed them in any of the defined remote system or external system via SAP through CV01N/CV02N etc. And via this practice it is very easy to retreive all those documents which is very complicated if you are using KPRO or some other methods. Secondly through authorization you may restrict anybody to acess and for any type of change.

For all of this you also need to take the help of an Basis person or network administrator ( If user is unable to acess the remotely located system for Document storage )

Regards

Shailendra Gaur

SAP- QM/PM/DMS/ECM

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5 Comments

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  1. Sharat Sugur

    Hi Shailendra,

    Good document shared, if you share more on usage of DMS and creation in SAP and other application will also be helpful.

    Regards,

    Sharat

    (0) 
  2. Kapil Changrani

    Hi Shailendra,

    Thanks for the above information on DMS.

    We have a requirement to upload documents in DMS for Projects, Purchase Order, Sales Order and Quality Inspection Plan. – I have seen the document overview tab , there we can go and link various CV01n Documents.

    1. Is there any way we can create a whole folder structure with many documents and than attach that folder to the above transactions?

    2. Where the documents would actually reside – I understand we are just linking the documents and the originals are still stored on the shared drive(network drive) or user’s local machine, are they uploaded to server?

    3. If we are having SAP Business Suite on Hana, do we need an add on of SAP PLM to be able to achieve all functionality of DMS?

    Any help would be appreciated.

    Thanks

    Kapil.

    (0) 

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