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Document Management System

Hi,


Hope this document on DMS (Document Management System) helps you with some insight on how to set up basic configuration to run business.

More emphasis has been given to its usage in Production Planning & Process Industries, its incorporation with Classic PI-Sheet & Execution Steps – XSteps


I’ve tried to keep it simple, if you have any further queries don’t hesitate to revert back.


Cheers !!

DJ


Overview


  • Document Management System can integrate with all SAP ERP system components
  • Increasing complexity of products has led to increasingly complex development tools, such as computer-aided design (CAD) systems & even more advanced production processes, such as computer-aided manufacturing (CAM) systems. CAD & CAM tools are being used to optimize production times & quality.
  • As this process becomes more complex, the systems for managing the technical documents involved need to be more sophisticated. The many different procedures for describing products (e.g. design drawings, photographs) mean that there is a huge increase in digitally stored data.
  • Quality & availability of documentation has now become increasingly important. Document Management System (DMS) in the SAP System offers the following advantages:
    1. If you link DMS to computerized development & production relevant systems, you avoid data redundancy, maintain consistency of data & minimize the workload involved in entering & updating the data.
    2. In order to use large databases, there is a need to exchange data quickly & securely. Data can be directly accessed by using electronic search tools, or by making use of known parameters. By reducing access time & the workload involved in routine tasks, cost can be reduced significantly.

Define Storage System

  • This is used as storage for original application files & assigned additional files
  • Maintain Storage System – SPRO → SAP Customizing Implementation Guide → Cross-Application Components → Document Management → General Data → Settings for Storage Systems → Maintain Storage System (Transaction OAC0)

DMS_IMG_1.jpg

Define Storage Category


  • This is used to set up one or more logical views (storage categories) for content repository (storage system)
  • Original application files & assigned additional files are stored in a more structured way by using several views
  • Maintain Storage Category – SPRO → SAP Customizing Implementation Guide → Cross-Application Components → Document Management → General Data → Settings for Storage Systems → Maintain Storage Category (Transaction OACT)

DMS_IMG_2.jpg

DMS_IMG_3.jpg


Define Data Carrier

  • Define Data Carrier – SPRO → SAP Customizing Implementation Guide → Cross-Application Components → Document Management → General Data → Define Data Carrier




Define Workstation Application

Define Workstation  Application – SPRO → SAP Customizing Implementation Guide → Cross-Application Components → Document Management → General Data → Define Workstation Application




Define Profile


  • Define Profile – SPRO → SAP Customizing Implementation Guide → Cross-Application Components → Document Management → General Data → Define Profile
  • In this step profile is defined that combine default values & settings for processing original application files



Define Number Ranges


Define Number Ranges – SPRO → SAP Customizing Implementation Guide → Cross-Application Components → Document Management → Control Data → Define Number Ranges for Document Numbers (Transaction OD00)



  • Before proceeding further make sure to have relevant CLASS & Characteristic, Class can be defined via transaction CL01 (Class Type – 017); Characteristics are defined via transaction CT04



Define Document Type


Define Document Type – SPRO → SAP Customizing Implementation Guide → Cross-Application Components → Document Management → Control Data → Define Document Type




Define Document Status


Define Document  Status – SPRO → SAP Customizing Implementation Guide → Cross-Application Components → Document Management → Control Data → Define Document Type → (Select Document Type)  → Define Document Status




Define Object Link


Define Object Link – SPRO → SAP Customizing Implementation Guide → Cross-Application Components → Document Management → Control Data → Define Document Type → (Select Document Type)  → Define Object Links




Now that basic configuration has been set for Document Management System, following link details on how to set/create Document


https://scn.sap.com/docs/DOC-73747



2 Comments
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  • Awesome work Debjyoti!  Nice document. It would have helped little more for novice like me if you had explained the reason behind every configuration that is done.

    I have an issue as well, could you tell me how to attach document through URL or hyperlink using DMS  similar to GOS but easy and user friendly way. We have huge volume of Contracts and approval documents in Purchasing dept.  that need to be attached to the Outline Agreement or PO respectively which is stored at SharePoint or another drive. We just want to link the document to that folder so that responsible person can view it when required. Your help in this regard would be highly appreciated as I am totally new to this DMS concept and my organization want to find a way to reduce uploading files in all over the place. If you could share some screen shots and steps that would be highly appreciated.. If you have some better practice or suggestion even that is welcomed

    • Santosh , this is an old thread but someone can take benefit from it . Attaching originals to external content storage I-e SharePoint document libraries can be done using third party application like DM4SAP (former ERPlink) .