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DMS Basics

The document describes the configuration and setup of SAP's Easy Document Management System. It outlines prerequisites including installing prerequisite building blocks. It then details how to define document types, specifically setting up a document type called YBO for office documents like Word and Excel. It also describes defining document statuses for the YBO document type, including statuses for files that are finished, released, checked in, and in initial status.

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170 views

DMS Basics

The document describes the configuration and setup of SAP's Easy Document Management System. It outlines prerequisites including installing prerequisite building blocks. It then details how to define document types, specifically setting up a document type called YBO for office documents like Word and Excel. It also describes defining document statuses for the YBO document type, including statuses for files that are finished, released, checked in, and in initial status.

Uploaded by

abinay234
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Configuration and Setup of Easy Document Management System (223)

Configuration and Setup of Easy Document Management


System

1 Purpose1
SAP Document Management allows managing and storing documents within SAP. Documents, it can
be office documents (For example, Microsoft Word), CAD documents or any other file type. SAP
Document Management requires some basic configuration. In this document the configuration
setup for office documents (For example, Microsoft Word and Microsoft Excel) is described.

SAP Easy Document Management displays a hierarchical structure of documents and folders in your
SAP Document Management system in the style of Microsoft Windows Explorer.

SAP Easy Document Management has to be installed on every PC on which you want to use it.
An automated installation process, for example with the SAP Best Practices Installation
Assistant, is not available. This configuration guide provides the information you need to set up
the configuration of this building block manually.

2 Preparation
2.1 Prerequisites
Before you start installing this building block, you must install prerequisite building blocks. For more
information, see the building block prerequisite matrix (Prerequisites_Matrix_[xx]_EN_IN.xls; the
placeholder [xx] depends on the SAP Best Practices version you use, for example, BL refers to the
SAP Best Practices Baseline Package: Prerequisites_Matrix_BL_EN_IN.xls). This document can be
found on the SAP Best Practices documentation DVD in the folder ..\BBLibrary\General\.
3 Configuration
3.1 Settings for Document Management
3.1.1 Defining Document Types
Use
The purpose of this activity is to define the document type YBO for office documents.

Prerequisites
A number range should have been defined already.

Recommendation:
SAP Document Management stores the document info records, for example, the meta
data, inside the SAP system. The document info records contain links to the actual
original files. These originals should typically be stored in a SAP Content Server, for
example on a separate server.
If an SAP Content Server is not available, the storage category DMS_C1_ST can be
used. Using this category will save the originals in the SAP database. This is useful for
testing but not recommended for a productive environment.

Procedure
1. Access the activity using one of the following navigation options:

Transaction code SPRO


IMG menu Cross-Application Components  Document Management
System  Control Data  Define document types

2. On the Change View “Define Document Types”: Overview screen, choose New entries.
3. On the New Entries: Details of Added Entries screen, make the following entries:

Field name Description User action and values Note


Document Type YBO
Document Type
Office-Documents
description
Use KPro Select by ticking
Version Assignment Select by ticking
Change Docs Select by ticking Optional
Choose Number Ranges
Internal Number
02 to define your own
Range
number ranges
External number range 01
Choose Default to
Number exit MCDOKZNR
generate this entry
Choose 1 if you want
Vers. No. Incr. 2 versions to start with "00"
instead of "01"
Hierarchy indicator -
Field name Description User action and values Note
Document Status +
Document Description +
Depending on your
Authorization Group - requirements choose “.”
instead of “-“here.
Depending on your
Lab./Office - requirements choose “.”
instead of “-“here.
Allows optional entry of
Change Number .
change number
CAD Indicator -
Superior Document -
WS Application 2 -
CM Relevance -

4. Save your settings and choose Back (F3) to return to the Change View “Define Document Types”:
Overview screen.
5. On the Change View “Define Document Types”: Overview screen, choose the document type
YBO. Go to the folder of Define document status.
6. On the Change View "Define document status": Overview screen, choose New Entries.
7. Add the new entries as follows:

Field name Description User action and values Note


Document Status FR
Object Check Select
Complete for ECM Select
Release Flag Select
Check-In Required Select
Check in Select
Status type S Locked Status

8. Choose Next Entry (F8) and add the new entries as follows:

Field name Description User action and values Note


Document IA
Status
Object Check Select by ticking
Check in Select by ticking
Status type I Initial Status

9. Save your settings and return to the Define document status": Overview .

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