How to Create DIR and Document Type in DMS

Hi Folks,

Earlier we saw an Introduction of Document Management System. If any one want to see earlier blog please see the below link.

Introduction of DMS

I would like to share This blog how to create DIR and Document Type in DMS.

1. 2. DOCUMENT INFO RECORD [DIR]

Document info record contains the metadata for a document (such as the storage location), the original file (for example, the design drawing) contains the actual information in the document.

     DIR Key fields

1. 1. Document Number
2. 2. Document Type
3. 3. Document Part
4. 4. Document Version

                          

1. 2.1 DOCUMENT NUMBER – ALPHANUMERIC KEY UP TO 25 CHARACTERS

Available Settings

1. Type of Number Assignment

            a. Internal Number Assignment  

            b. Mixed Number Assignment

                         

2. Number Ranges for internal and external number assignment

3. Program for the number Assignment.

By default the Standard program for number assignment is MCDOKZNR.

GET_NUMBER routine

The following Special Characters are not allowed.

“ & ”       “ * ”                         “ , ”

1. 2.1.1 Internal Number Assignment

The system automatically assigns a number when we create the document.

We must make the following settings for internal number assignment:

• Type of number assignment
• Enter the internal number range
• Enter the program for the number assignment

In the standard system, number assignment is controlled by the MCDOKZNR program.

1. 2.1.2 Mixed Number Assignment

Mixed number assignment means that part of the document number can be assigned internally by the system, and the other part can be assigned by the user.

We must make the following settings for internal number assignment:

• Type of Number Assignment
• Enter the internal and external number range

                            

• Enter the program for the internal number assignment.

Hint: – Copy the Program MCDOKZNR and make changes in the following FORM routines:

GET_NUMBER

CHECKNUMBER

1. 2.2 DOCUMENT TYPE

An alphanumeric field with 3 characters in length is used to determine the document according to its distinguishing features and organizational procedures which has important control functions in the document management.

Step 1: Go to Transaction DC10

                              

Step 2: Click on “New Entries”.

                              

1. 2.3 DOCUMENT PART

Document part is an alphanumeric field that subdivides a document into several parts.

For example:

1. Individual sheets of a complex drawing can be managed as separate documents for easy of handling and split distribution.

2. Documents in different languages can be maintained as different parts.

1. 2.4 DOCUMENT VERSION

Prerequisites:

• Automatic
• Manual
• Numeric or alphanumeric

                            

1. 2.5 OTHER ACTIVITIES
2. 2.5.1 Document description
   1. a. Language dependent descriptions

                            

                             

1. b. Copying Long Text for documents

                              

                             

1. 2.5.2 Definition of Responsibility

                              

1. 2.5.3 Status Management

                               

                               

                               

   Follow the next blog for create Status Network in DMS.

Cheers!!!