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How to Create DIR and Document Type in DMS

June 20, 2014 | 1,638 Views |
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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

                           DIR.PNG

  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

                          Document_Number.PNG

  1. Number Ranges for internal and external number assignment
  1. 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

                             Number Range.PNG

    • 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

                               Define Document Type.PNG

Step 2: Click on “New Entries”.

                               Details of Added Entries.PNG

  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.
  1. Documents in different languages can be maintained as different parts.
  1. 2.4 DOCUMENT VERSION

Prerequisites:

    • Automatic
    • Manual
    • Numeric or alphanumeric

                             Version Number Increment.PNG

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

                             Language Dependent.PNG

                              Dialog Structure.PNG

    1. b. Copying Long Text for documents

                               Long Text Editor.PNG

                              Maintain Long Text.PNG

  1. 2.5.2 Definition of Responsibility

                               Defination of Repository.PNG

  1. 2.5.3 Status Management

                                Dialog Structure1.PNG

                                New Entries1.PNG

                                Details of Document Type.PNG

   Follow the next blog for create Status Network in DMS.

Cheers!!!

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