Table of Contents

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1 Introduction
19
1.1 What Is SAP DMS?
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1.2 Benefits of SAP DMS
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1.3 SAP DMS Project Complexity
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1.4 Resources Required for a Project
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1.5 How to Use This Book
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1.6 A Note on the Availability of SAP DMS
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1.7 Summary
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2 Questions to Answer before Starting Your SAP DMS Project
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2.1 Defining Which Documents to Manage with SAP DMS
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2.2 How Documents Fit Into the Overall Business Process
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2.3 How to Search for Stored Documents
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2.4 Define the Lifecycle of Documents
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2.5 The Change Control Process
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2.6 A Formal Approval Process
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2.7 Identify Business Roles and Mapping
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2.8 Security Requirements
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2.9 Defining Which Type of Application Files to Store
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2.10 Document Numbering
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2.11 Change History Requirements
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2.12 Versions and Revisions
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2.13 Management of Content Versions
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2.14 Searching and Maintenance in Multiple Languages
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2.15 Full-Text Search Requirements
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2.16 Stored Document Volume and Size
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2.17 Locations for Document Creators versus Consumers
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2.18 Document Retention Requirements
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2.19 Conversion to Neutral Format for Long-Term Retention
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2.20 Interface with External Systems
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2.21 Data Migration Requirements
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2.22 Training
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2.23 Organizational Change Impact
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2.24 Summary
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3 SAP DMS Step-by-Step Instructions
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3.1 SAP DMS Transactions
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3.2 Transaction CV01N: Creating a Document Information Record
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3.2.1 Execute Transaction CV01N (Create Document)
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3.2.2 Fill Out Relevant Fields on the Document Data Tab
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3.2.3 Add an Original File
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3.2.4 Check in an Original File
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3.2.5 Fill Out Attributes on the Addnl Data Tab
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3.2.6 Add a Language-Dependent Description
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3.2.7 Link the New Document to Another SAP Object
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3.2.8 Save the Document Information Record
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3.3 Transaction CV02N: Changing a Document Information Record
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3.3.1 Execute Transaction CV02N (Change Document)
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3.3.2 Update the Description Field and Lab Office
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3.3.3 Change the Status of the Document Information Record
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3.3.4 Add Object Links
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3.3.5 Save the Document Information Record
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3.3.6 Create a New Version of the Document Information Record
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3.3.7 Check Out the Original File Associated with the New Version
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3.3.8 Check in the Original File after Changes
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3.3.9 Add Another Original File to the New Version
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3.4 Transaction CV03N: Displaying a Document Information Record
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3.4.1 Display an Original File Associated with the Document Information Record
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3.4.2 Display the Status Network
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3.4.3 Review the Change History for the Document Information Record
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3.4.4 Check How Many Versions Are Available for a Document Information Record
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3.5 Transaction CV04N: Searching for a Document Information Record
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3.5.1 Search for a Document Information Record by Document Type and User
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3.5.2 Search for a Document Information Record by Document Type and Classification Attributes
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3.5.3 Search for a Document Information Record by Object Link
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3.5.4 Search Long Text for a Document Information Record
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3.5.5 Full-Text Search
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3.6 Additional SAP DMS Functionalities
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3.6.1 Copy a Document Information Record
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3.6.2 Delete a Document Information Record
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3.6.3 Show the Sequence of Sources
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3.6.4 Creating and Displaying the Document Hierarchy
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3.6.5 Display the Status Log
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3.6.6 Set and Display Revision Levels
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3.6.7 Execute a Document Where Used
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3.6.8 Create a Document Structure
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3.6.9 Copy an Original File to a Local Directory
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3.6.10 Reset Check-Out
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3.7 Product Structure Browser
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3.7.1 Select the Focus of the Product Structure Browser
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3.8 Classification Search
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3.8.1 Example Classification Search
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3.9 Document Distribution
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3.10 Internal Viewer
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3.11 Summary
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4 Configuring SAP DMS
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4.1 Questions to Answer before Starting the Configuration
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4.2 SAP DMS Configuration in the SAP IMG
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4.3 Configuration Steps
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4.4 Defining Number Ranges
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4.5 Creating Document Types
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4.5.1 Configuration Location
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4.5.2 Configuration Example
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4.5.3 Configuration Steps
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4.6 Defining Laboratories/Design Offices
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4.7 Defining Revision Levels
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4.8 Defining Workstation Applications
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4.8.1 Example Workstation Application: Microsoft Word
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4.8.2 Workstation Application Details
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4.8.3 Define Workstation Application in Network
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4.8.4 Define Templates for Original Files
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4.8.5 Set Up Microsoft Office Integration
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4.9 Maintain a Default Entry for Frontend Type “PC”
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4.10 Start Processing for Documents
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4.11 Define Workstation Application for Thumbnails
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4.12 Define Profile
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4.13 Additional Configuration Items
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4.14 Summary
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5 Infrastructure Requirements
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5.1 Content Server
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5.1.1 Content Server Requests
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5.1.2 Choosing Database- or File-Based Storage
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5.1.3 Key Transactions for the Content Server
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5.1.4 Content Server Quick Installation Guide
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5.2 Cache Server
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5.2.1 Cache Size and Deletion
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5.2.2 Determining Path for Client Requests
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5.2.3 Key Transactions for the Cache Server
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5.2.4 Customizing for the Cache Server
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5.3 Index Server (TREX)
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5.3.1 Benefits of Full-Text Searching
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5.3.2 Executing a Full-Text Search
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5.3.3 Use of TREX and SAP PLM 7.01
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5.4 Conversion Server
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5.4.1 SAP Software’s Part in the Conversion Process
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5.4.2 Sample Conversion Scripts and Tools
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5.4.3 Configuration of the Conversion Server
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5.5 Conversion with SAP Visual Enterprise Generator
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5.6 Developing Your Infrastructure Architecture
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5.6.1 Types of Users at Each Location
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5.6.2 Which Functionalities to Implement
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5.6.3 Wide Area Network Capability
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5.7 Summary
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6 SAP DMS Security
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6.1 Defining Your Security Requirements
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6.2 Standard SAP DMS Authorization Objects
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6.2.1 Authorization Object C_DRAW_TCD: Activities for Documents
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6.2.2 Authorization Object C_DRAW_TCS: Status-Dependent Authorization
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6.2.3 Authorization Object C_DRAW_STA: Document Status
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6.2.4 Authorization Object C_DRAW_BGR: Authorization Group
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6.2.5 Authorization Object C_DRAD_OBJ: Object Link
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6.2.6 Authorization Object C_DRAW_DOK: Document Access
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6.2.7 Authorization Object C_DRZA_TCD: Activities for Recipient Lists
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6.2.8 Authorization Object C_DRZI_TCD: Distribution Order
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6.3 Additional Non-SAP DMS Authorization Objects
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6.3.1 Authorization Object C_TCLA_BKA: Authorization for Class Type
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6.3.2 Authorization Object C_KLAH_BKL: Authorization for Class Type
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6.3.3 Authorization Object C_STUE_BER: Bill of Material Maintenance
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6.4 Use of Access Control Lists
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6.4.1 Override of ACL via Authorization Object ACO_SUPER
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6.5 SAP PLM 7.01: Access Control Management
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6.6 Customer-Specific Authorization Checks
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6.7 Summary
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7 Frontends to SAP DMS
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7.1 WebDocuments
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7.1.1 The Technology behind WebDocuments
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7.1.2 Configuration of WebDocuments
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7.1.3 An Example of Working in WebDocuments
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7.2 SAP Easy DMS
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7.2.1 SAP Easy DMS Installation
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7.2.2 SAP Easy DMS Configuration
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7.2.3 SAP Easy DMS and Microsoft Windows Explorer
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7.2.4 Controlling SAP Easy DMS via Registry Settings
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7.2.5 Additional Features When Working with Files in SAP Easy DMS
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7.2.6 Additional Features When Working with Folders in SAP Easy DMS
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7.2.7 Searching
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7.2.8 Editing Offline
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7.2.9 Adjusting the Layout
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7.2.10 Using Filters
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7.2.11 Effort for Implementing SAP Easy DMS
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7.3 SAP DMS Portal iView
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7.4 Summary
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8 SAP PLM 7.02 DMS Web UI
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8.1 Introducing the New Web UI for SAP DMS
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8.2 Working with the SAP PLM 7.02 DMS Web UI
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8.2.1 Logging Into SAP PLM 7.02 DMS via SAP NetWeaver Business Client
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8.2.2 Create Document
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8.2.3 Populate General Data
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8.3 Additional Features of the SAP PLM 7.02 Web UI
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8.3.1 My Objects
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8.3.2 Simple Search
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8.3.3 Advanced Search
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8.3.4 Side Panel
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8.3.5 “You Can Also” Functionality
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8.3.6 Object Navigator
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8.3.7 Personal Object Work List
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8.3.8 Document Browser
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8.3.9 Extended Document Browser
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8.3.10 SAP PLM Web UI Inbox
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8.4 SAP PLM 7.02 DMS Web UI Additional Configuration Items
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8.4.1 SAP IMG Configuration Items
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8.5 Summary
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9 Integrating a CAD System to SAP DMS
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9.1 Available SAP CAD Integration Interfaces
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9.2 Capabilities and Benefits of CAD Interfaces
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9.2.1 Capabilities
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9.2.2 Benefits
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9.3 SAP CAD Desktop
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9.4 Example CAD Integration Scenario
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9.5 CAD Data Migration
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9.6 SAP Visual Enterprise Tools and CAD Data
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9.7 Summary
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10 Simple Document Approval Process using SAP Workflow
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10.1 The Workflow Scenario
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10.2 Required SAP DMS and Workflow Configuration
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10.3 Creating the Workflow Definition
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10.3.1 Execute Transaction PFTC (Task: Maintain)
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10.3.2 Enter Information on the Basic Data Tab of the Workflow Definition
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10.3.3 Create New Container Element
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10.3.4 Save the Workflow Definition
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10.3.5 Add Triggering Event
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10.3.6 Start the Workflow Builder
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10.3.7 Set the Additional Start Conditions
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10.3.8 Add Tasks to the Workflow
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10.3.9 Activate the Workflow
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10.4 Execute and Test the Workflow
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10.5 Summary
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11 SAP DMS BAdIs and User Exits
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11.1 About SAP BAdIs and User Exits
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11.2 BAdIs Relevant to SAP DMS
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11.2.1 BAdI DOCUMENT_MAIN01: General Document Processing
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11.2.2 BAdI DOCUMENT_THUMBNAIL: Enhancement for Thumbnails
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11.2.3 BAdI DOCUMENT_AUTH01: Checking Authorization from the DMS
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11.2.4 BAdI DOCUMENT_FILES01: Processing of Original Application Files
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11.2.5 BAdI DOCUMENT_STORAGE01: Transport of Original Application Files
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11.2.6 BAdI DOCUMENT_STATUS01: Status Checks
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11.2.7 BAdI DOCUMENT_MAIN02: Document Exits and Menu Enhancements
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11.2.8 BAdI DOCUMENT_NUMBER01: Checking the Attributes of the Document Key
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11.2.9 BAdI: DOCUMENT_PROC01: Filter for SAP DMS Processes
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11.2.10 BAdI DOCUMENT_WEB01: Enhancements for the DMS@Web Scenarios
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11.2.11 BAdI DOCUMENT_OFFINTEGR01: Enhancements for Microsoft Office Integration
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11.2.12 BAdI DOCUMENT_ECL01: Displaying Original Application Files with the Viewer
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11.2.13 BAdI CONVERTER_MAIN01: Exits during Conversion
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11.3 User Exits Available in SAP DMS
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11.4 Enhancement of SAP DMS in PLM 7.01
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11.5 Summary
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12 Conclusion
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12.1 SAP DMS: Now You Know It
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12.1.1 Introduction
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12.1.2 Questions to Answer before Starting Your SAP DMS Project
254
12.1.3 SAP DMS Step-by-Step Instructions
254
12.1.4 Configuring SAP DMS
254
12.1.5 Infrastructure Requirements
255
12.1.6 SAP DMS Security
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12.1.7 Frontends to SAP DMS
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12.1.8 SAP PLM 7.02 DMS WebUI
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12.1.9 Integrating a CAD System to SAP DMS
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12.1.10 Simple Document Approval Process using SAP Workflow
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12.1.11 SAP DMS BAdIs and User Exits
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12.2 The Future of SAP DMS
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12.3 Summary
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Appendices
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A Glossary
261
B Review of Menu Items
265
B.1 Menu Option Document
265
B.2 Menu Option Edit
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B.3 Menu Option Goto
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B.4 Menu Option Extras
266
B.5 Menu Option Environment
267
B.6 Menu Option Originals
268
B.7 Additional Resources
269
C The Author
271
Index
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