EHP6 for SAP ERP

6.0
July 2012
English

Easy Document
Management (223)
Building Block Configuration Guide

SAP AG
Dietmar-Hopp-Allee 16
69190 Walldorf
Germany
SAP Best Practices Easy Document Management (223): Configuration Guide

Copyright

© 2012 SAP AG. All rights reserved.

SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP BusinessObjects Explorer,
StreamWork, SAP HANA, and other SAP products and services mentioned herein as well as their
respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries.

Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions,
Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well
as their respective logos are trademarks or registered trademarks of Business Objects Software Ltd.
Business Objects is an SAP company.

Sybase and Adaptive Server, iAnywhere, Sybase 365, SQL Anywhere, and other Sybase products and
services mentioned herein as well as their respective logos are trademarks or registered trademarks of
Sybase Inc. Sybase is an SAP company.

Crossgate, m@gic EDDY, B2B 360°, and B2B 360° Services are registered trademarks of Crossgate
AG in Germany and other countries. Crossgate is an SAP company.

All other product and service names mentioned are the trademarks of their respective companies. Data
contained in this document serves informational purposes only. National product specifications may
vary.

These materials are subject to change without notice. These materials are provided by SAP AG and its
affiliated companies ("SAP Group") for informational purposes only, without representation or warranty
of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The
only warranties for SAP Group products and services are those that are set forth in the express
warranty statements accompanying such products and services, if any. Nothing herein should be
construed as constituting an additional warranty.

© SAP AG Page 2 of 13
SAP Best Practices Easy Document Management (223): Configuration Guide

Icons

Icon Meaning
Caution

Example

Note or Tip

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field
names, screen titles, pushbuttons as well as menu names, paths and
options.
Cross-references to other documentation.
Example text Emphasized words or phrases in body text, titles of graphics and tables.
EXAMPLE TEXT Names of elements in the system. These include report names,
program names, transaction codes, table names, and individual key
words of a programming language, when surrounded by body text, for
example, SELECT and INCLUDE.
Example text Screen output. This includes file and directory names and their paths,
messages, source code, names of variables and parameters as well as
names of installation, upgrade and database tools.
EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the
ENTER key.

Example text Exact user entry. These are words or characters that you enter in the
system exactly as they appear in the documentation.
<Example text> Variable user entry. Pointed brackets indicate that you replace these
words and characters with appropriate entries.

© SAP AG Page 3 of 13
SAP Best Practices Easy Document Management (223): Configuration Guide

Contents

Easy Document Management................................................................................................... 5

1 Purpose............................................................................................................................. 5
2 Preparation........................................................................................................................ 5
2.1 Prerequisites............................................................................................................ 5
3 Configuration..................................................................................................................... 5
3.1 Settings for Document Management.......................................................................5
3.1.1 Defining Document Types...................................................................................5
3.1.2 Defining Data Carrier...........................................................................................9
3.1.3 Defining Workstation Application.......................................................................10

© SAP AG Page 4 of 13
SAP Best Practices Easy Document Management (223): Configuration Guide

Easy Document Management

1 Purpose
SAP Document Management allows managing and storing documents within SAP.
Documents can be Office documents (for example, Microsoft Word), CAD documents or any
other file types. SAP Document Management requires some basic configuration. This
document describes the configuration setup for Office documents (for example, Microsoft
Word and Microsoft Excel).
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]_[yy]_
[zz].xls; the placeholder [xx] depends on the SAP Best Practices version you use, for
example, BL refers to the SAP Best Practices Baseline Package, [yy] depends on the
language version, for example, EN for English language, and [zz] depends on the country
version, for example, CN for China: Prerequisites_Matrix_BL_EN_CN.xls). This document
can be found on the SAP Best Practices documentation DVD in the folder ..\[xx]_[zz]\
Documentation\; ([xx] depends on the SAP Best Practices version and [zz] depends on the
country version).

3 Configuration
3.1 Settings for Document Management
3.1.1 Defining Document Types

Use
In this activity, you define the document type YBO for Office documents.

Prerequisites
A number range has been defined.

Recommendation:
SAP Document Management stores the document info records, that is, the meta
data, inside the SAP system. The document info records contain links to the

© SAP AG Page 5 of 13
SAP Best Practices Easy Document Management (223): Configuration Guide

original files. These originals should be stored on a SAP Content Server, that is,
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 
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, enter the following values:

Field name Description User action and values Note

Document Type YBO
Document Type
Office-Documents
description
Use KPro Select
Version Assignment Select
Change Docs Select Optional
Choose Number
Internal Number Ranges in order to
02
Range define your own number
ranges.
External number
01
range
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 -
Document Status +
Document
+
Description
Depending on your
Authorization Group - requirements, choose “.”
instead of “-“.
Depending on your
Lab./Office - requirements, choose “.”
instead of “-“.
Allows optional entry of
Change Number .
change number.
CAD Indicator -

© SAP AG Page 6 of 13
SAP Best Practices Easy Document Management (223): Configuration Guide

Field name Description User action and values Note

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, select the document
type YBO. Go into the folder 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 Choose Enter.
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 Choose Enter.
Status
Object Check Select
Check in Select
Status type I Initial Status
9. Save your settings and return to the "Define document status": Overview screen (you may
need to choose Back (F3) twice).
10. Choose Select All (F7) to select both newly created statuses, and then choose Details
(Ctrl-Shift-F2) to change the statuses.
11. For document status FR, enter IA into Prev. 1 field, and then choose Next Entry (F8).
12. For document Status IA, enter FR into Prev. 1 field.

This will allow you to switch back from status FR (released) to status IA (in work).
You may omit this step if you prefer to not allow changes to released documents.
In that case, users will have to create a new version whenever they need to make
changes to a document that has already been released.
13. Save your settings and return to the Change View “Define Document Types”: Overview
screen (you may need to choose Back (F3) twice). You have created the status network
for the document type.
14. On the Change View “Define Document Types”: Overview screen, select the document
type YBO. Go into the Define object links folder.

© SAP AG Page 7 of 13
SAP Best Practices Easy Document Management (223): Configuration Guide

15. Choose New Entries and add the new entries as follows:

Field name Description User action and values Note

Document Type YBO
Object MARA Choose Enter.
When New 1
Version
Create 2
Document
Document 1
Version

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

Field name Description User action and values Note

Document Type YBO
Object EQUI Choose Enter.
When New 1
Version
Create 2
Document
Document 1
Version

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

Field name Description User action and values Note

Document Type YBO
Object EKPO Choose Enter.
When New 1
Version
Create 2
Document
Document 1
Version

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

Field name Description User action and values Note

Document Type YBO
Object PRPS Choose Enter.
When New 1
Version
Create 2
Document
Document 1
Version

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

© SAP AG Page 8 of 13
SAP Best Practices Easy Document Management (223): Configuration Guide

Field name Description User action and values Note

Document Type YBO
Object VBAP Choose Enter.
When New 1
Version
Create 2
Document
Document 1
Version

20. Save your settings and return to the Change View “Define Document Types”: Overview
screen (you may need to choose Back (F3) twice). You have set up four possible object
links for document type YBO.
21. On the Change View “Define Document Types”: Overview screen, select the document
type FOL. Go into the Define document status folder.
22. On the Change View "Define document status": Overview screen, choose New Entries.
23. Add the new entries as follows:

Field name Description User action and values Note

Document Status FR Choose Enter.
Object Check Select
Complete for ECM Select
Release Flag Select
Check-In Required Select
Check in Select
Status type I Initial Status

24. Save your settings and leave the transaction (you will need to choose Back (F3) several
times). You have created object links to Material Master, Equipment Master, Purchase
Order Item and WBS element.

Result
The document type used (YBO = Office Documents) has been defined, a basic status
network and some object links have been set up. For document type FOL (folder), a status
has been defined.

3.1.2 Defining Data Carrier

Use
In this activity, you define the data carrier type PC.

Procedure
1. Access the next activity using one of the following navigation options:
Transaction code SPRO
IMG menu Cross-Application Components  Document Management 
General Data  Define Data Carrier
2. Confirm the information message Caution: The table is cross-client with Enter.

© SAP AG Page 9 of 13
SAP Best Practices Easy Document Management (223): Configuration Guide

3. On the Change View “Define data carrier type “archive””: Overview screen, double-click
the folder Define data carrier type “server, front end” and choose New Entries.
4. Make the following entries:
Field name Description User action and values Note
Type Data carrier PC
type
Description PC with MS Windows
Operating System
Path If left empty, temporary files
will be placed into the
standard Windows folder for
temporary files (Local
Settings\Temp) or the path
entered in WinGUI – Options
– Local Data is used.
Alternatively, you may enter
any path here, for example,
c:\temp or a network drive.
Online  Set indicator
5. Select your entry and choose Define servers and files or folders. Choose New Entries to
create a new entry with the following values:
Field name Description User action and values Note
Data Carr. PC
Type Data carrier Default
type
Description Personal Computer
6. Select the entry Identify frontend computers in the dialog structure. Choose Default entry
to create a new entry with the following values:
Field name Description User action and values Note
DataCar. Default
Type Data carrier type PC
Netw. Address DEFAULT
Description Default for local PC
7. Double-click the entry Define mount points / logical drive in the dialog structure. Choose
New Entries to create a new entry with the following values:
Field name Description User action and values Note
Data Carr. PC
Data carr. type PC
Prefix for C:\SAP BP
access path
8. Save your entries.

Result
You have defined the data carrier.

3.1.3 Defining Workstation Application

© SAP AG Page 10 of 13
SAP Best Practices Easy Document Management (223): Configuration Guide

Use
In this activity, you define the settings for workstation applications.

Procedure
1. Access the activity using one of the following navigation options:
Transaction code SPRO
IMG menu Cross-Application Components  Document Management 
General Data  Define Workstation Application
2. On the Change View “Define Workstation Application”: Overview screen, choose New
Entries.
3. Make the following entries:
Field name Description User action and values Note
WS application Key field DOC
Description Document
Archive identificatio *
File suffix for appl. File format for a doc
temporary file
File format File format for selection *.doc,*.*
via the file manager
MIME type application/msword
Appl. Icon @J7@
Start authorization Application can be started Indicator set
immediately
4. Save your entries and go back to the Change View “Define workstation application”:
Overview screen.
5. On the Change View “Define workstation application”: Overview screen, select the
workstation application DOC and choose Define workstation application in network.
6. Choose New Entries (F5) and make the following entries:
Field name Description User action and values Note
Workstation Application DOC Is already filled
Data carr. Type PC
Application type 1
Path with prog. Name %SAP-OFFICE-
INTEGRATION.OUTPLACE%
7. Choose Next Entry (F8) and make the following entries:
Field name Description User action and values Note
Workstation Application DOC Is already filled
Data carr. Type PC
Application type 2
Path with prog. Name %SAP-OFFICE-
INTEGRATION.OUTPLACE%
8. Choose Next Entry (F8) and make the following entries:

© SAP AG Page 11 of 13
SAP Best Practices Easy Document Management (223): Configuration Guide

Field name Description User action and values Note

Workstation Application DOC Is already filled
Data carr. Type PC
Application type 3
Path with prog. Name %SAP-OFFICE-
INTEGRATION.OUTPLACE%
9. Save your entries and go back to the Change View “Define workstation application”:
Overview screen.
10. On the Change View “Define workstation application”: Overview screen, select the
workstation application XLS and choose Define workstation application in network.
11. Choose New Entries (F5) and make the following entries:
Field name Description User action and values Note
Workstation Application XLS Is already filled
Data carr. Type PC
Application type 1
Path with prog. Name %SAP-OFFICE-
INTEGRATION.OUTPLACE%
12. Choose Next Entry (F8) and make the following entries:
Field name Description User action and values Note
Workstation Application XLS Is already filled
Data carr. Type PC
Application type 2
Path with prog. Name %SAP-OFFICE-
INTEGRATION.OUTPLACE%
13. Choose Next Entry (F8) and make the following entries:
Field name Description User action and values Note
Workstation Application XLS Is already filled
Data carr. Type PC
Application type 3
Path with prog. Name %SAP-OFFICE-
INTEGRATION.OUTPLACE%
14. Save your entries and go back to the Change View “Define workstation application”:
Overview screen.
15. On the Change View “Define workstation application”: Overview screen, select the entries
for BVO, BVV, LIM, OHD, SIM, WRD and WWI and choose Delete (Shift+F2).
16. In the Specify objects to be deleted dialog box, choose All entries.

If the system reports an error similar to You cannot use data carrier type 01, you
need to enter Define workstation application in network for this workstation
application first and delete the problematic subentries there. Afterwards repeat
the previous step.
17. Save your changes.

© SAP AG Page 12 of 13
SAP Best Practices Easy Document Management (223): Configuration Guide

Result
You have defined the settings for workstation applications.

© SAP AG Page 13 of 13