SAPDOCUMENTMANAGEMENTSYSTEMConfigurationPackPublishedbyTeamofSAPConsultantsatSAPTOPJOBSVisitusatwww.sap-topjobs.comCopyright2005-06@SAPTOPJOBSAllrightsreserved.Nopartofthispublicationmaybereproduced,storedinaretrievalsystem,ortransmittedinanyform,orbyanymeanselectronicormechanicalincludingphotocopying,recordingoranyinformationstorageandretrievalsystemwithoutpermissioninwritingfromSAPTOPJOBSINDEX1.DOCUMENTMANAGEMENTSYSTEM(DMS)72.DEFINENUMBERRANGE93.DEFINELABORATORIESANDDESIGNOFFICE134.DEFINECHARACTERISTICS165.DEFINECLASS236.DEFINEDOCUMENTTYPE287.DOCUMENTSTATUSDESCRIPTION348.DOCUMENTSTATUS379.DEFINEOBJECTLINK1310.DEFINEDATACARRIER1611.MAINTAINSTORAGESYSTEM2412.MAINTAINSTORAGECATEGORY2913.DEFINEWORKSTATIONAPPLICATION3414.DEFINEREVISIONLEVEL3915.DOCUMENTDISTRIBUTION:-4216.ENGINEERINGCHANGEMANAGEMENT4317.SETUPCONTROLDATA4418.DEFINERELEASEKEY4819.DEFINECHANGETYPE5020.CASESTUDYOFDOCUMENTMANAGEMENTSYSTEM5317.1SCOPE:-5417.2As Isstudy:-5617.3TOBEProcess:-5917.4TestPlandetails:-6617.5Authorization:-671.DocumentManagementSystem(DMS)DocumentManagementSystemwillenableyoutoachieve•Avoiddataredundancy,maintainconsistencyofdata,andminimizetheworkloadinvolvedinenteringandupdatingyourdata.•Toexchangedataquicklyandsecurely.Youcanaccessyourdatadirectlyusingelectronicsearchtools,orfinddocumentsusingknownparameters.•Searchforanddisplaydocuments(originalapplicationfiles).Byreducingaccesstimeandtheworkloadinvolvedinroutinetasks,youcanloweryourcostsconsiderably.•Youcanusedocumentdistributiontodistributedocumentsthataremanagedinthedocumentmanagementsystem(DMS).ExampletoDocumentManagementSystem:-•Example1Inthedesignoffice,documentmanagementcanbeusedtomanagedrawings.Alldesigndrawingscanbelinkedtomaterialmasters.Usingclassificationfunctions,youcansearchforanassembly.•Example2Companiesthatprocesscomplexdocumentscanusedocumentstructurestoorganizethesedocuments.Alldocumentsandtextsthatarelogicallyconnectedcanbegroupedtogetherinonedocumentstructure.•Example3Aroutingwillcontainthesequenceofoperationsformanufacturingaproduct.Documentscanbeallocatedtotheoperationsinaroutingasproductionresources/tools.Thesedocumentsmaybeused,forexample,todescribethespecificationsofaproduct,ortostoreinspectionrequirements.Friends,Weshalldiscussaboutthedocumentmanagementsystem,EngineeringChangeReleaseandacasestudyofdocumentmanagementsystem.2.DefineNumberrangeBACKGROUNDThisconfigurationsettingenablestodefinenumberrangetotheDocumentType.EverydocumentgeneratedinSAPshouldhaveuniquedocumentidentification.Numberrangecanbeexternalorinternal.Boththenumberrangehastobedefined.SCENARIODefinenumberrangetothedocumenttypeEXI.INSTRUCTIONSFollowtheMenuPath:IMG→Cross-ApplicationComponents DocumentManagementSystem ControlData DefineNumberRangesforDocumentnumbersClickClickClicktoaddnewnumberrangeFieldnameFieldvalueanddescriptionNoSerialnumberindicatingthenumberrangesequence.E.g.01indicatesthefirstsequence.FromNumberfromwhichthissequenceshouldstart.E.g.00000000000000000001indicatesthestartingnumberas1tothissequence.ToEndingnumbertothissequence.E.g.00000000000000999999indicatetheendingnumberrangetothissequence.CurrentnumberCurrentrunningnumberautomaticallyupdatedbythesystem.Ext.Tickinthischeckboxwillindicatethisasanexternalnumberrange.ClickClickNote:-Numberrangescanbemaintaineddirectlyintheproductionsystem.Clicktwotimestillyoureachthemainconfigurationmenu3.DefineLaboratoriesandDesignofficeBACKGROUNDThisconfigurationsettingenablestodefinethepersonresponsiblefordesignoffice.Inthisstep,youcandefinewhichlaboratories/designofficesorwhichpersons/groupsofpeopleareresponsibleforspecificdocumentinforecords.Youcanthenusetheentriesyoudefinewhenmaintainingdocumentinforecords.SCENARIODefinelaboratoriesanddesignoffice.INSTRUCTIONFollowtheMenuPath:IMG→Cross-ApplicationComponents DocumentManagementSystem GeneralData Definelaboratories/designofficesClickClickFieldnameFielddescriptionandvalueLaboratory/officeIdentificationnumbertoindicatethedesignofficeorlaboratoryoffice.Text:Lab./engineeringofficeDescriptiontotheidentificationnumbertoindicatetherightlaboratoryordesignoffice.ClickClicktoreachthemainmenu.4.DefineCharacteristicsBACKGROUNDCharacteristicsarethemasterdatausedtocapturethepropertyofthedocumentforeasyidentificationwhilesearchingthedocument.Example:-Documenthastobeidentifiedaccordingto•ItsdimensionA3,A4orA0•Whetheritisdrawingorinstruction•ManufacturingunittowhichitisintendedAboveclassificationofdocumentisachievedthroughtheclassandcharacteristics.Importantstepsinvolvedare:-a)Characteristicforeachpropertyofthedocumentwillbecreated.b)Classwithclasstype017willbecreated.c)Abovecreatedcharacteristicsandclasswillbelinkedd)Classwillbeassignedwiththedocumenttype.SCENARIOCreateCharacteristicstodefinemanufacturingunit.INSTRUCTIONFollowtheMenuPath:SAPEasyAccess Centralfunction DocumentManagementSystem Environment Classification MasterData CT04-CharacteristicsDoubleClickCharacteristicsEnterCharacteristicnameasMFG_UNITClickFieldnameFielddescriptionandvalueDescriptionDescriptionofthecharacteristics.E.g.ManufacturingUnitStatusStatusofthecharacteristics.E.g.Releasedtoindicateitisreadyforuse.DataTypeToindicatethetypeofdatathischaracteristicsisgoingtobecarried.E.g.Characteristicscanholdanyalphabetvalues.NumberofcharsNumberindicatingthenumberofcharacteravalueofthischaracteristiccancontain.ClicktabscreenNote:-Maintainthedescriptioninadditionallanguageifrequired.ClickEnterthevaluesifanythingistobepredefinedaspossibleentriesduringthetransaction.ClickNote:-Normallynothingtobemaintainedinthisscreen.Ifthevaluesaredefinedinthevaluescreenandthatistobedisplayedduringthetransactiontoselectvaluetickthecheckboxof.ClickEntertheclasstypeifthischaracteristicistoberestrictedonlytoaparticularclasstype.ClickMessagewillappearatthebottom.Note:-Createtherequiredcharacteristicsasexplainedabove.5.DefineClassBACKGROUNDClassisthemasterdata.Itisthecarrierofcharacteristics.Classismainlyidentifiedbyitsclasstype.TherearedifferentclasstypesavailableinSAPtoachievedifferentpurpose.Example:-Classtype022willbeusedforbatchmanagementClasstype300willbeusedinvariantclassificationClasstype017willbeusedinDocumentManagementSystemWiththeclasstype,theappropriateclasswillbereferredduringtheappropriatetransactioninSAP.SCENARIOCreateclass“Document_Search”ofclasstype017tobeusedinDocumentManagementSystem.INSTRUCTIONFollowtheMenuPath:SAPEasyAccess Centralfunction DocumentManagementSystem Environment Classification MasterData CL02-ClassesDoubleClickClassesEnterClassas“Document_Search”Classtypeas017toindicateitasaDocumentClassClicktocreatetheclassFieldnameFielddescriptionandvalueDescriptionDescriptionoftheclass.E.g.TosearchdocumentinDMSStatusStatusofclass.E.g.ReleasedValidfromDatefromwhichthisclassificationisvalid.E.g.18.02.2006ValidtoDateuptillthisclassificationwillbevalid.E.g.31.12.9999ClicktomaintainthevalueforsearchingEnter“DMSSearch”ClickEnterthecharacteristic.E.g.MFG_UNITClickMessage“”willappearatthebottom.Note:-Assigntheallcreatedcharacteristicstotheclassasexplainedabove.6.DefineDocumentTypeBACKGROUNDThisconfigurationsettingenablestodefineDocumentType.EverydocumentinDocumentManagementSystemwillbeidentifiedwiththedocumenttype.Documenttypeconfigurationdefinestheperformanceofeachdocumenttypewhilecreatingdocumentinforecord.Documenttypedefines•Numberrange•Fieldselection•Classtobeused•Objects(materialmaster,purchaseorder)whichcanbelinkedtoadocumenttype.SCENARIOCreateanddefinenewDocumenttypeEXI.Note:-StandardDocumenttypesavailablewithSAParesufficient.Howeveranynewdocumenttypecanbecreated.INSTRUCTIONSFollowtheMenuPath:IMG→Cross-ApplicationComponents DocumentManagementSystem ControlData DefineDocumentType1.ClickClicktocreatenewdocumenttypeEXIFieldnameFielddescriptionandvalueUseKproIndicatorcontrolsthattheoriginalfilesarestoredindefinedstoragesystems(contentrepository)viaKnowledgeProvider.AssigningofRevisionLevelThisindicatorshowsthatarevisionlevelisautomaticallyassignedtoadocumentthefirsttimethedocumentisreleasewithreferencetoachangenumber.VersionAssignmentThisindicatorcontrolsautomaticassignmentofdocumentversionsArchivingauthorizationThisindicatorshowsthatoriginalapplicationfilesforadocumentinforecordofthisdocumenttypecanbearchived.ChangeDocumentsIndicator:whenyouchangethedocument,achangedocumentiscreated.Allfieldentriesarethenlogged.InternalNumberRangeNumberrangetobeassignedinternally(automatically)whencreatingthedocumentinforecord.ExternalNumberRangeNumberrangetobeassignedexternally(manually)whencreatingthedocumentinforecord.NumberExitProgramthatcontrolsnumberassignmentandversionnumberingfordocuments.LeavetheentryasitisavailableinthestandardSAP.VersionNo.IncrementThiskeycontrolstheincrementfordocumentversionnumbers.ClassTypeUniquelyidentifiestheclasstype.SAPInternalprogramreferstotheclasstypeandperformsaccordingly.ClassNameusedtouniquelyidentifyaclasswithinaclasstype.DefineWorkStationApplicationWorkstationapplicationthatissetasdefaultwhencreatinganoriginalfilesanditsadditionalfiles.Toindicatethefileapplication.E.g.WRDtoindicateworddocument.Belowexplainedfieldsareforthefieldselectioncontrol:-ClassDataThisindicatormodifiesthefieldsClassandClasstypeontheBasicdatascreenfortheselecteddocumenttype.ItalsocontrolsthenavigationfunctionExtras->Classificationwhilecreatingthedocument.Selecttheappropriatesigntomakeitmandatory(+)orhide(blank)oronlydisplay(*)oroptional(-).HierarchyindicatorFieldtoassignDocumenthierarchy.I.e.toassignonedocumentunderanotherdocument.DocumentStatusIndicator,whichmodifiesthefieldDocumentstatusontheBasicdatascreenfortheselecteddocumenttype.DocumentDescriptionDescriptionofthedocument.UserFieldwheretheUserwhocreatedthedocumentinforecordwillbemaintained.AuthorizationgroupFieldTodefinetheauthorizationgroupforeachdocumentinforecord.LabofficeFieldtoindicatethelaboratoryofficeinformationinthedocumentinforecord.ChangeNumberFieldtoindicatetheEngineeringChangeNumber.Throughthisnumberchangescanbetracedandchangescanbeeffectedfromparticulardate.CADindicatorFieldtomentiontheCADdetails.SuperiordocumentSuperdocumentinformationcanbemaintainedinthisfield.Likeestablishinglinkwithanotherrelateddocument.WSapplication1&2Workstationapplication1.tomentiontheworkstationapplicationlikewordorexcelwhilecreatingthedocumentinforecord.CMRelevanceFieldtoindicatetherelevancytothechangemanagement.Note:-Makethefieldselectionaccordingtothebusinessrequirement.Ifanyfieldisnotrelatedtothebusinessrequirement,leaveitasitis.SymbolMeaningBlankHide+MandatoryEntry*OnlyDisplay-OptionalImpactofthisconfigurationinMasterData/TransactionWhencreatingdocument,typeofdocumentmustbemaintained.Documenttypedeterminesthecontrolstothatdocumenttypeasdefinedinthisconfigurationsetting.7.DocumentstatusdescriptionBACKGROUNDThisconfigurationsettingenablestodefineDocumentStatusdescription.Documentstatusenablestocontroltheviewingofdocumentbytheuser.SCENARIOCreatenewDocumentstatusdescriptiontomeetthebelowrequirement.InitialCreationstatusPreliminaryReleaseFinalReleaseLockedObsoleteINSTRUCTIONSFollowtheMenuPath:IMG→Cross-ApplicationComponents DocumentManagementSystem ControlData DefineDocumentTypesClickDoubleclickClickClick8.DocumentStatusBACKGROUNDThisconfigurationsettingenablestodefineDocumentStatus.Documentstatusenablestocontroltheviewingofdocumentbytheuser.Example:-DocumentwithstatusOBSOLETEcanberestrictedfromviewing.OnlydocumentwithRELEASEDstatuscanbeallowedtobeviewed.SCENARIOCreatenewDocumentstatustomeetthebelowrequirement.InitialCreationstatusPreliminaryReleaseFinalReleaseLockedObsoleteItshouldbepossibletoLOCKdocumentafterPreliminaryreleaseorafterFinalreleasestatus.ItshouldbepossibletoOBSOLETEthedocumentaftertheLOCKEDstatus.INSTRUCTIONSFollowtheMenuPath:IMG→Cross-ApplicationComponents DocumentManagementSystem ControlData DefineDocumentTypesClickSelectthedocumenttypeEXIDoubleclickintheleftside.ClickScreenshotofStatus:-WorkRequest(Initialstatus)FieldnameFielddescriptionandvalueDocumentTypePartofthedocumentkey,whichcategorizesdocumentsaccordingtotheirdistinguishingfeaturesandtheorganizationalprocedureswhichresultfromthem.Enterthedocumenttypetowhichthestatusistobedefined.DocumentStatusKeywhichrepresentsthedocumentstatus.StatusTextTextdescribingthestatus.E.g.Thisfieldwillappearasnoneditablekey,onpressingtheenterkey,textwillappear.ObjectCheckThisindicatorcheckstheavailabilityoftheassignedobjectwhilecreatingthedocumentinforecord.E.g.ifyouenteraMaterialmastertoassignadocument,systemwillchecktheexistenceofthematerialmastercodenumberinthesystem.ReleaseflagThisindicatordeterminesthatadocumentwiththedocumentstatusisreleasedforotherenterpriseprocesses.CompleteforEngg.ChangeManagementThisindicatorshowsthatadocumentwiththisstatusiseffectively"completed"forengineeringchangemanagementpurposes.Distr.LockTickinthischeckboxindicatesthatthedocumentisnotallowedtobedistributedinthisstatus.FieldSelectionforLogFieldIndicatorwhichdetermineshowthelogfieldisprocessedfordocumentsofthiscombinationofdocumenttypeanddocumentstatus.Dot“.”Indicatethisasanoptionaltoenterthelogtothisstatus.StatustypeIndicatestheinitialstatusorthesecondarystatus.PreviousDocumentStatus1Statusdefinedaspreviousstatusforthedocumentstatusoftheentereddocumenttype.PreviousDocumentStatus2Statusdefinedaspreviousstatusforthedocumentstatusoftheentereddocumenttype.Aftercompletingtheaboveentries,ClickClickClickTocreateanothernewstatusclickandfollowthestepsexplainedabove.SimilarlyotherSTATUSscreenshotsareasbelowScreenshotofStatus:-PreliminaryReleaseScreenshotofStatus:-FinalReleaseNote:-PreviousdocumentstatusindicatesthatthepresentstatusFRcanbeassignedtothedocumentofdocumenttypeEXI,afterthedefinedpreviousdocumentstatuses.Note:-toassignthestatusSPasPrev.2,firstsavethepresentstatus,gooutofthisscreenandcomebackagainthenitwillallowtoassignthisstatus.ScreenshotofStatus:-LOCKEDNote:-PreviousstatusIAandFRindicatesthatthestatuslockedcanbeassignedtothedocumentwhenthedocumentstatusisIA-PreliminaryReleaseorFR–FinalRelease.ScreenshotofStatus:-OBSOLETENote:-StatusObsoletecanbeassignedtothedocumentonlywhenthedocumentstatusisLOCKED.Finallythestatusscreenwilllooklikeasbelow.ImpactofthisconfigurationinMasterData/TransactionForeachdocumentstatus,systemwillperformaspertheconfigurationsettingdonehere.9.DefineObjectLinkBACKGROUNDThisconfigurationsettingenablestodefineObjectLink.Whencreatingthedocumentinforecord,itistobementionedtowhichobjectthisdocumentcanbeattached.Example:-Whencreatingadocumentinforecordtoadrawing,itcanbementionedinthedocumentinforecordwhetherthisdrawingistobeassignedtotheMaterialmaster–tobeviewedinmaterialmasterorduringproductionorderorprocessorderprocessing.Equipment--tobeviewedwhiledisplayingtheequipmentorwhileprocessingthemaintenanceorder.SCENARIODefineobjectlinktothedocumenttypeEXItoassignMaterialmasterDocumentInfoRecordProductionResourceTool(PRT)BOMHeaderINSTRUCTIONSFollowtheMenuPath:IMG→Cross-ApplicationComponents DocumentManagementSystem ControlData DefineDocumentTypesClickSelectthedocumenttypeEXIbypressingthegreyboxintheleft.DoubleclickintheleftsideClickFieldnameFielddescriptionandvalue.DocumentTypePartofthedocumentkey,whichcategorizesdocumentsaccordingtotheirdistinguishingfeaturesandtheorganizationalprocedureswhichresultfromthem.ObjectDatabasetableofthemasterrecordthatislinkedtothedocument.E.g.MARAtoindicatethematerialmastertable.ScreenNo.ScreennumberdefinedbytheSAPsystem.WhennewversionCreateDocumentSetshowanewdocumentiscreatedwhileprocessingthemasterdataofanobject(suchasmaterial).Documentversion1:nratioTickinthischeckboxwillcontrolassigningmoreofaspecificdocumenttypetooneobject.Ifthischeckboxisemptyyoucanassignonedocumenttypetomoreobjects.DeletionblockTickinthischeckboxwillnotallowtodeletethewhenitislinkedtoanSAPobject.ClickObjectdescriptionwillappearautomatically.Note:-objectisthetablenameandthescreennumberhastobeassignedtoeachobject.BypressingF4intheobjectfieldpossibleentrieswillbedisplayed.Fewmoreobjectsareshownhereforyourreadyreference.SimilarlyotherObjectsscreenshotsareasbelowScreenshotofObject:-DocumentInfo.RecordScreenshotofObject:-ProductionResourceTool(PRT)ScreenshotofObject:-BOMHeaderFinallytheObjectlinkscreenwilllooklikeasbelow.ImpactofthisconfigurationinMasterData/TransactionWhilecreatingthedocumentinforecord,documentcanbeassignedtoMaterialmasterProductionResourceToolBOMHeader10.DefineDataCarrierBACKGROUNDThisconfigurationsettingenablestodefineDatacarrier.Datacarriedsettingdefinesthedevicetobeusedtodisplaytheoriginalapplicationfiles.Usingknowledgeprovider,originalapplicationfilescanbestoredinaserverorfrontendcomputer.Definedatacarriertousetheserverorfrontendcomputertodisplaythedocument.SCENARIODefinedatacarriertothedocumenttypeEXItodisplaydocumentinthefrontendcomputer.INSTRUCTIONSFollowtheMenuPath:IMG→Cross-ApplicationComponents DocumentManagementSystem GeneralData DefineDataCarrierClickClickDoubleClick“Definedatacarriertypeserverandfrontendcomputer”ClickFieldnameFielddescriptionandfieldvalueDatacarriertypeThiskeyassignsthedatacarrierfororiginalapplicationfilesortheuser'sfront-endcomputertoagroupofdatacarriersortoanyserver.E.g.EnterPCDescriptionDescriptionofthedatacarrier.E.g.DatacarrierfrontendandserverOnlineIndicatorThisindicatorshowsthatadatacarrierofthistypecanbeaccessedonline.Inotherwords,thedatacarrierisdirectlyconnectedtothesysteminwhichyouprocessdata.ClickSelectthelinePCdatacarriertypebypressingthegreyboxintheleftDoubleclickClick(DatacarrierDEFAULT)willappearautomatically.ToaddanyotherspecificcomputerwithhostnamethroughthemenupathEdit Newentriesfromthetopofthescreen.Note:-Ifthecontentserverisactive,servernamecanbereferredhereasadatacarrier.FieldnameFielddescriptionandvalueDatacarrierNameofthedatacarrieronwhichtheoriginalapplicationfileissaved.MaintainDEFAULTtoindicatethedisplayofdatainthefrontendsystem.Forcomputerswithastandardinstallation(forexample,WindowsNToperatingsystem),donotmaintainthesystemvariable"HOSTNAME".Bymakinga“DEFAULT entryhere,youcanidentifyallstandardcomputersforwhichno"HOSTNAME"variablehasbeenmaintained.ChooseDefaultentry.ThesystemcreatesaDEFAULTentrythatisvalidforallcomputerswithoutthesystemvariable"HOSTNAME".Thismeansthatyoudonothavetomaintainanentryforeachfrontendcomputer.Noteforcomputerwithsystemvariable"HOSTNAME"ThesystemdoesnottaketheDEFAULTentryintoaccountforthesecomputers.DatacarriertypeThiskeyassignsthedatacarrierfororiginalapplicationfilesortheuser'sfront-endcomputertoagroupofdatacarriers.E.g.EnterEXthedatacarriertypedefinedabove.DescriptionDescriptionforthedatacarrierDoubleDefinedatacarrierforexternalDMSThisisrequiredifthedocumenttypeisnotusingKpro.ClickFieldnameFielddescriptionandvalueTypeThiskeyassignsthedatacarrierfororiginalapplicationfilesortheuser'sfrontendcomputertoagroupofdatacarriers.E.g.EXDescriptionDescriptiontothetype.E.g.ExternalDMSOnlineAccessThisindicatorshowsthatadatacarrierofthistypecanbeaccessedonline.Inotherwords,thedatacarrierisdirectlyconnectedtothesysteminwhichyouprocessdata.SelectthelineEXbypressinggreyboxintheleft.DoubleclickDefineExternalDMSClickFieldnameFielddescriptionandvalueDatacarrierNameofthedatacarrieronwhichtheoriginalapplicationfileissaved.MaintainINTERNETtoindicatethedisplayofdatainthefrontendsystemwithexternalsystem.DatacarriertypeThiskeyassignsthedatacarrierfororiginalapplicationfilesortheuser'sfront-endcomputertoagroupofdatacarriers.E.g.EnterEXthedatacarriertypedefinedabove.DescriptionDescriptionforthedatacarrier.E.g.InternetapplicationImpactofthisconfigurationinMasterData/TransactionDatacarrierdefinedherewillbeusedduringtheoriginalapplicationfiledisplaythroughdocumentinforecord.11.MaintainStoragesystemBACKGROUNDThisconfigurationsettingenablestodefinestoragesystem.Thiswillbeusedasastoragedatafortheoriginalfiles.Thisstoragesystemisusedbythedocumentswhichareusingknowledgeproviderinthedocumenttype.(UseKprotickcheckbox).SAPDatabaseandHTTPservercanbedefinedasthestoragesystem.SCENARIODefinestoragesystem.INSTRUCTIONSFollowtheMenuPath:IMG→Cross-ApplicationComponents DocumentManagementSystem GeneralData SettingsforStorageSystem MaintainstoragesystemsClickClickClickFieldnameFielddescriptionandvalueContentRep.Nametoidentifythecontentrepository.E.g.Z_TEST_STORAGE_REPOSITURYDescriptionDescriptiontoidentifytherepositorydetails.E.g.DMSStorageforEXItestingDocumentAreaAreawherethedocumentsarestored.E.g.SelectDocumentManagementSystemVersionno.Versionidentifyingthecontentserver.Checkwithyourversionnumber.E.g.Hereitis0045ContentstableTableintheR3databasewheretheoriginalfileswillbestored.ClickClickNote:-Todefinethecontentserverasthestoragesystem,pleasefindbelowthescreenshotwheretherelevantinformationhastobecompletedwiththehelpofBASISteamtoyoursetup.ContentRep.—canbemaintainedasexplainedaboveforR3databaseDescription–AsexplainedaboveDocumentArea–asexplainedaboveStoragetype–HTTPcontentserverVersionno.=yourcontentserverversionnumberHTTPserver=YourHTTPserverPortNumber=yourserverportnumberHTTPScript=YourowndataBelowscreenshotshowsthecompletelyconfiguredcontentserverdetails.12.MaintainStoragecategoryBACKGROUNDThisconfigurationsettingenablestodefinestoragecategory.Thiswillbeusedasastoragecategoryfortheoriginalfiles.Thisstoragecategoryisusedbythedocumentswhichareusingknowledgeproviderinthedocumenttype.(UseKprotickcheckbox).SCENARIODefinestoragecategory.INSTRUCTIONSFollowtheMenuPath:IMG→Cross-ApplicationComponents DocumentManagementSystem GeneralData SettingsforStoragesystems MaintainstoragecategoryClickClickClickMaintaintheentryasshownabove.ClickClickNormallyitissuggestedtocopyfromthestandardentry.SelectDMS_C1_STClickEnterthecategoryasZDMXEXIClickClickImpactofthisconfigurationinMasterData/TransactionWhilecreatingthedocumentinforecord,tocheckinthedocument(i.e.tostorethedocumentinasecurearea)thisstoragecategorywillappear)Aftermentioningthefilenameandpath,click(CheckinOriginal)13.DefineWorkStationApplicationBACKGROUNDThisconfigurationsettingenablestodefineWorkStationApplication.Workstationapplicationdefinitionhelpstoindicatethetypeoffileswhichcanbedisplayedusingdocumentinforecord.Authorizationtorestrictthetypeoffilesalsocanbecontrolled.SCENARIODefineworkstationapplicationtothedocumenttypeEXI.INSTRUCTIONSFollowtheMenuPath:IMG→Cross-ApplicationComponents DocumentManagementSystem GeneralData DefineWorkstationApplicationClickClick(onlytocreatenewentries),Nowlet’sdiscusstheexistingentry.SelectPDFlinebyclickingthegreyboxintheleftClickFieldnameFielddescriptionandvalueWorkStationApplicationKeyforaworkstationapplication.E.g.PDFtodenotePDFfiles.DescriptionWorkstationapplicationdescriptionArchiveidentificationKeyusedtouniquelyidentifythearchiveinwhichtheoriginalapplicationfilesprocessedandfinallyarchivedwiththisapplicationarestored.FilesuffixforapplicationFileformatforatemporaryfilecreatedbythesystemforprocessingoriginalapplicationdatawhichhasalreadybeenarchived.StartAuthorizationIndicator:theapplicationcanbestarted.ThiswillenabletheusertoviewtheoriginalapplicationPDFfile.AdditionalfilesCanmaintainadditionalfilesforadocumenttype.ContentVersionIndicatorsetsthescopefortheoriginalsmodelfortheworkstationapplication.Itdefinesthatacontentversioncanbemaintained.DoubleclickDefineworkstationapplicationinnetwork.Click(tocreatenewentries),let’sdiscussthestandardsettings.SelectlinePCClickFieldnameFielddescriptionandvalueDatacarriertypeThiskeyassignsthedatacarrierfororiginalapplicationfilesortheuser'sfront-endcomputertoagroupofdatacarriers.PathwithprogramnamePathandprogramcallfortheworkstationapplicationtobestartedfromthedocumentinforecordforprocessingoriginalapplicationdata.Usually,theapplicationisinstalledunderthispathonallfrontendcomputersoftheselecteddatacarriertype.KeepSAPsettingsasitis.ImpactofthisconfigurationinMasterData/TransactionThisconfigurationdefinesworkstationapplicationandenablestodisplaythefile.14.DefineRevisionLevelBACKGROUNDThisconfigurationsettingenablestodefineRevisionLevel.Revisionlevelisusedtoidentifythechangesincurredtothedocument.Sequenceofrevisionlevelinwhichitistobeassignedtoadocumentcanbecontrolled.Note:-•Oncerevisionlevelassignedcannotbechanged•Eachrevisionlevelcanexistonlyoncewithinthesequence.SCENARIODefineRevisionlevel.INSTRUCTIONSFollowtheMenuPath:IMG→Cross-ApplicationComponents DocumentManagementSystem ControlData DefineRevisionLevelClickClicktocreatenewsequence.EntersequencenumberandRevisionLevelClickSequence,whichwillbeselectedwhilecreatingthedocumentRevisionLevelnumberwillbeassignedfortheselectedsequence.ImpactofthisconfigurationinMasterData/TransactionRevisionleveldefinedherewillbeusedintransaction.WiththeaboveDMSrelatedsettings,oneshouldbeabletoconfigurethesystemaccordingtothebusinessblueprint.15.Documentdistribution:-Documentoncecreatedorchangedandputintotherightstatus,ithastobedistributedtotherelevantusersamongtheorganization.Aboverequirementofdocumentdistributioncanbeachievedthroughtheworkflow.HoweverworkflowconsultantwillbeabletohelpinsettingupthedocumentdistributionwithveryleasteffortusingthestandardSAPsettings.However,documentdistributionwillinformthedocumentinforecorddetailstotheusersoastoenablethemtolookintotheoriginaldocumentthroughdocumentinforecord.16.EngineeringchangeManagementEngineeringChangeManagementcanbeusedtochangevariousaspectsofproductionbasicdata.ExampleBOMTasklistsmaterialsDocumentsAbovemasterdatacanbechangedwithhistory(effectivefromspecificdate).Achangewithhistoryhasthefollowingdistinctiveadvantages:•Ittakeseffectunderpreciselydefinedconditions(precisedate.•Thechangedobjectissavedtwice:initsstatebeforeandafterthechanges.•Achangemasterrecordcontrolsanddocumentsthechanges.17.SetupcontrolDataBACKGROUNDThisconfigurationsettingenablestodefinecontroldatarelevantforchangemanagement.ControldatadefinesReleasedforcostingpurposeReleasedforplanningReleasedforproductionRevisionlevelReleasekeyactivationNote:-ThisistheessentialconfigurationsettingrelatedtoEngineeringChangeManagementwithReleasekey.SCENARIODefinecontroldata.INSTRUCTIONSFollowtheMenuPath:IMG→Cross-Applicationcomponents EngineeringChangeManagement SetupcontrolDataClickFieldnameFielddescriptionandvalueRevisionLevelActiveThisindicatorshowsthatfunctionsformaintainingrevisionlevelsareactiveHigherRevisionLevelThenextrevisionlevelassignedfromthedefinedsequenceofrevisionlevelsmustbehigherthanthepreviousrevisionlevelassigned.RevisionLevelAutomaticIndicatorthatcontrolstheautomaticassignmentofrevisionlevelsbythesystem.ReleaseactiveIndicatorthatdeterminesthatyoucannotreleasechangeswithreferencetoaspecificchangemasterrecorduntilafterareleaseprocedureforsubsequentworkareas.E.g.Onechangenumberusedtochange/CreateBOMdata,cannotbeusedtochange/createanothermaterialBOMdata.GlobalReleaseThisindicatorlocksachangenumberthathasareleasekeywiththisindicatorsetforit.ReleaseforcostingDoesthesamefunctionasthepreviousoneReleaseforplanningDoesthesamefunctionasthepreviousoneReleaseforproductionDoesthesamefunctionasthepreviousoneDatecheckThisindicatordeterminesthatthesystemchecksthetimeperiodwhenchangingtherecord.WarningtimeindaysNumberofcalendardaysdefiningtheprotectedtimeperiod.Anychangesdonewithinthistimeperiod,systemwillprovidethewarningmessage.ErrortimeindaysNumberofcalendardaysdefiningtheprotectedtimeperiod.Anychangesdonewithinthistimeperiod,systemwillprovidetheErrormessage.ErrormessageonlyAllmessagesrelatedtochangingthemasterrecordinaprotectedtimeperiodwillbeanErrormessage.ObjectMaintenanceTickinthischeckboxwillenabletochangetheobjectdirectlyinthechangemasterrecorddisplaymode.AssignalternativedateTickinthischeckboxwillallowtomaintainthealternateeffectivedatewhilecreatingthechangemasterrecordClick.18.DefineReleasekeyBACKGROUNDThisconfigurationsettingenablestodefineReleasekey.SCENARIODefinecontroldata.INSTRUCTIONSFollowtheMenuPath:IMG→Cross-Applicationcomponents EngineeringChangeManagement Releasekey DefineReleaseKeyClickClickonlytocreatenewentries.FieldnameFielddescriptionandvalueReleasekeyNumberidentifyingthereleasekey.E.g.1DescriptionDescriptionofthereleasekey.E.g.ReleasedGlobally.RelimTickinthischeckboxindicatesthisisreleasedforInventoryManagement.RelcstTickinthischeckboxindicatesthisisreleasedforCosting.RelplTickinthischeckboxindicatesthisisreleasedforPlanning.RelprTickinthischeckboxindicatesthisisreleasedforProduction.Gl.relTickinthischeckboxindicatesthisisreleasedforallpurposes.Rel.OCMTickinthischeckboxindicatesthisisreleasedforOrderchangeManagement.DateOCMClickClick.19.DefineChangeTypeBACKGROUNDThisconfigurationsettingenablestodefinechangetype.Changetypeistoindicatethetypeofchangetobeperformed.SCENARIODefinechangetype.INSTRUCTIONSFollowtheMenuPath:IMG→Cross-Applicationcomponents EngineeringChangeManagement Changetype DefineChangeTypeforChangeMasterRecordsClickClickTocreatenewentriesFieldnameFielddescriptionandvalueChgTypChangetype.Enternumericvalue.E.g.8DescriptionDescriptionofthechangetype.E.g.ChangestotheBillOfMaterial.20.CasestudyofDocumentManagementSystemFriends,IamsureyouwillbeinapositiontoconfiguretheDMSandEngineeringChangeManagementSystemwiththisconfigurationdocumentaccordingtothebusinessrequirements.However,letusdiscussthecasestudyofDMSimplementation.Followingisthegeneraldata:-Manufacturingsetup-DiscreteManufacturingNumberOfPlants-SixplantsDesignDepartmentlocatedcentrallycontrollingthedesignanddevelopment.Theabovedatagiveyouabriefideaofthesetup.ImportantstepsinvolvedinSAPimplementationprojectsare•As-Isstudy,•Blueprint,•Designanddevelopment•Implementation•Go-LiveWeshalldiscusstheAs–Isstudyoftheexistingsetupindetail.17.1SCOPE:-ImplementDMSandEngineeringChangeManagementDMSshouldmeetthebelowrequirements:•DigitizedDocumentsofControlledMaterialList/ManufacturingSpecificationswiththeFinishedGoodsMaterialMaster•A3&A4SizeComponentDrawingstorespectiveMaterialMasters•Layout/AssemblyDrawingstofinishedGoodsMaterialMasterswhereverpossible•DigitizedControlledDocumentofProcessSpecificationasProductionResourceToolstoWorkCentersaswellasWIPBOM•MaterialSpecificationtorelevantMaterialMasters(Materialtypes:ROH/FERT/HALB)•DigitizedProcessGuidelinestoSubcontractingBOM.(Metal&PlasticTypeHALB)IntegrationofDMSwithothermoduleandISOsystem:-Thefollowingstepsarerequiredtobetakenforthisintegration:1)DigitizationofallISODocumentsinSoftCopy.AllspecificationsaswellasmajorityDrawings(Assembly/Layout/Components)arealreadyindigitizedformatR&D.AllotherpendingDocumentsneedtobesuitablydigitizedforthepurposeoflinkageinSAP2)OnlydigitizedControlledDocumenttobehandedovertoERPDEPARTMENTatR&DbyauthorizedpersonsresponsibleforissueofDocument.3)TheDocumentstobesentbyEMAILtoERPDEPARTMENTatR&D(withattachment)andallsuchEMAILStobepreservedbyERPDEPARTMENTinaseparatefolderasatokenofproofofthereceiptofsuchDocuments.4)AfterlinkageofDocumentstoMaterialMastersthesameshouldbeavailableforviewinSAPsubjecttoauthorizationtoviewDocuments17.2As Isstudy:-DocumentCreation:-SpecificationsandDrawingsarecreatedcentrallyindesigndepartmentanddistributedtoalltheplantsacrossfortheirusage.AllthedocumentsareversioncontrolledandsubjecttoISOaudit.ThisdrawingsandspecificationarereferredduringManufacturingProcessingatsub-contractorendProcuringmaterialfromvendorSpecificationswillbereleasedfromthecentraldesigndepartmentandpositiveconfirmationwillbeobtainedfromeachplant.RevisionsandChangestothedocument:-Anychangestothedocumentwillbedoneandnewversionwillbecreated.Everydocumentcontainstherevisionnumbermonthandyearofrelease.Traceabilityofdocument:-Documentdoesnotcontainanymaterialcodenumberreferencehencethereisnodirectlinkbetweenthedrawingandmaterialmaster.Documentsareseparatelyfiled.Howevertherearefewdocuments(likespecificationstoprocure)whichcontainthematerialmasterreference.Exceptafewassemblydrawings,otherdrawingnumberdoesnotcontaintheFGcodenumber.HowevertracingofdrawingnumberofcomponentsaredonethroughtheindirectlinkavailableinSAP.(likewhereusedlistforacomponent)Searchingofdocument:-Designdepartmentmaintainsthemanuallistofdrawings/specificationswhicharereleasedasacontrolleddocument.Thisisthebasetotraceanydrawingsorspecification.DocumentDistribution:-HardcopyofthedocumentwillbedistributedmanuallyaspertheISOmanualinstruction.Hardwarerequirements:-AlltheDocumentsaretobestoredintheNTServeratR&DoraseparatePCinthenetworkatR&D.FollowingaretheexpecteddatatodecidethesizingoftheServer.SR.NODescriptionSize1AveragesizeoftheWord/Excel120Kb2AveragesizeofAutoCadFile2.0Mb3Numberofexpectedfiletobestored50004Requiredmemorytostore5500fileseach13.00GbApproximateNumberofusertoviewthedifferentDocumentataTime:60ApproximateNumberofsimultaneoususerlogintoviewthesameDocumentataTime:6As-Is–DocumentManagementSystem SpecificationDrawing Spec&Drgs.Released byDesign Department Hardcopies issuedtoAuthorized Recipients MoreWorkLoad MaintenanceofHardcopyatvariouspoints SoftcopyatoriginatingDept.isnotlinkedwithSAP Searchingdocumentrequiresskillanddifficult DifficulttoRetrieve AsaresultadditionalcostincurredforNoValueAddedactivityGuys,abovediscussedaretheAS-ISprocessofacompany.Nowletusseetheblueprintdocumentortobedocumenttomeettheaboveprocess.17.3TOBEProcess:-IDProcessNameProcessDescription/RequirementsProcessMapGAPinSAP1OriginalDocumentcreationWhentheconcerneddepartmentreleasestherelevantControlledDocument(MaterialList/ManufacturingSpecification,Drawings,ProcessSpecification,MaterialspecificationandProcessguidelines),thesoftandhardcopyofthefilewillbesenttotheR&DERPDepartmentR&DERPDept.toreceivethesoftcopyfromtheconcerneddepartment.NA2EngineeringChangeManagementR&DERPDepartmentwillattachtheoriginalsoftcopyofthedocumenttotherelevantmaterialthroughSAPDocumentwithEngineeringChangeManagement.a.CreateEngineeringChangeManagementb.ValidityoftheECMc.ControloftheECMEngineeringChangeManagementwithDocumentasObjectType.EnterValidfromdateintheECMHeaderscreenSelectthestatus01-ChangePossiblethroughECM02-ChangeNotPossiblethroughECMN3SAPDocumentCreationR&DERPDepartmenttocreateDocumentinSAPI.e.Toattachtheoriginalsoftdocumentreceivedfromtheconcerneddepartment.a.DocumentNumberb.DocumentTypec.Descriptiond.DocumentStatuse.ECMreferenceinDocumentf.DocumentVersionDocumentnumberwillbegeneratedinternallyonsavingfordocumenttypeEXIwithECM,andexternallyfordocumenttypeDRWwithoutECMDocumenttypeEXItoattachotherthanCADfilesandDocumenttypeDRWtoattachtheCADfiles.DescriptionisthemandatoryentryinthedocumentThreestatusnamelyINPROCESS,RELEASED&LOCKEDECMreferenceisthemandatoryentryforDocumenttypeEXIonly.InternallyassignedwhencreatingthroughECMN4SAPDocumentidentificationDocumentmustbeidentifiedforbelowparametersPLANTSBUSubDivisionOriginaldocumenttype(WhetherspecificationorDrawing)OriginaldocumentNumberWiththefollowingcharacterrelevantvaluecanbecapturedandusedforsearchpurpose.PLANT IND1,IND2,IND3,IND4,IND5,andIND6SBU PART,MAIN,MISCSub_Division freeentryOriginal_Document_Type DRG,MSG,SPG,ROGOriginal_Document_number EnrytobemadeN56LinkingOriginalSoftDocumentwithSAPDocumentOriginalSoftDocumentstorageWhencreatingtheSAPdocument,Originaldocumentoffollowingtypeneedstobelinked.Word,CAD,PDFEntireOriginaldocuments(SpecificationandDrawings)willbestoredinacommonintranetserver,andwillbelinkedwiththeSAPdocument.Throughfront-endcomputerdatacarrierfollowingOriginaldocumentfilescanbelinkedwiththeSAPdocument.Word,CAD,JPG,PDFOriginalsoftdocumentswillbestoredinacommonserver,assinglepointstorageatintranetserver.Namingconventionhastobefollowedwhensavingtheoriginalsoftdocumentontheintranetservertoidentifythechangesmadetotheexistingfile.N7AssigningSAPdocumenttotheOBJECTDocumentinforecordcreatedinSAPalongwiththeOriginaldocumenthastobeattachedtotheobjecti.e.material,BOMetc.Followingisthelistofobjectsneedstobeattached.MATERIALBOMROUTINGPURCHASEREQUESTPURCHASEORDERMATERIALMasterinSAPBASICDataviewtohaveDrawingNumberSAPDocumentcanbeattachedwiththefollowingobjectsforreadyreferenceoftheBasedocument.MATERIALthroughDocumenttypeEXIwithECMBOMDocumentcanbeattachedintheBOMdirectlyasanitemorDocumentcanbeattachedintheBOMHeader.ROUTING,Sincenotacentralizedactivity,notadvisable.ButinsidetheroutingdocumentcanbeattachedasaPRTfromR&D.PURCHASEREQUESTnotrequiredattachingthedocument,documentreferencecanbementionedinthetext.IfrequireddocumenttypePODcanbeusedPURCHASEORDERThroughdocumenttypePODw/oECMDocumenttypeDRWwithdrawingnumberasDocumentnumberwillbecreatedforrelevantmaterial.ThisdrawingnumberwillappearintheBASICdataofmaterial.N8SAPDocumentviewThroughSAPdocumentinforecordOriginalsoftdocumentandObjectsislinked.Usershouldbeabletoviewthedocumentasperthefollowingstatuscondition.Status INPROCESS NoviewingallowedStatus RELEASED ViewingallowedStatus LOCKED NoviewingallowedTheentirepreviousversionsofthedocumentattachedwiththeobjectshouldbeavailabletoviewtotheuser.Throughauthorizationmanagementwithfollowingobjects.C_DRAD_OBJ;C_DRAW_OBK;C_DRAW_STA;C_DRAW_TCDandC_DRAW_TCS.DocumentcanbeviewedifitisintheRELEASEDstatusonly.AllthepreviousversionswillbedisplayedbydefaultN9SAPDocumentcontrolItshouldbepossibletochangethestatusfromLockedtoReleasedstatusandviceversa.StatusnetworkissetupinsuchawaythatitispossibletochangethestatusfromRELEASEDtoLOCKEDandviceversa.OncethedocumentisRELEASED,itisNOTPOSSIBLEtoattachfurtherOriginaldocumentortodeletetheexistingattachedOriginaldocument.N10SAPDocumentdistributionWhentheSAPdocumentstatusissettoRELEASEDstatus,accordingtothedistributionlist,documenthastobedistributedAmailwillbesenttotheconcernedpersonswithdocumentnumberassoonasthedocumentstatusissettoRELEASED&LOCKED.Itissuggestedthatwiththisfunctionality,releaseofhardcopyoftheoriginaldocumentcanbeeliminated.N1112ReportsSearchReportbasedonplant,Documenttypewise,Material,SBU&itssubdivisionshouldbepossibleFacilityforsearchingofDocumentstoexistbasedonthesamecriteriausedforreportsCanbetakenthroughadditionalCharacterdefined.CanbetakenthroughadditionalCharacterdefined.NNTo-Be–DocumentManagementSystemSpecificationsDrawingWorkLoadreducedtoagreatextentNoneedtoMaintainHardcopyateverypointexcepttheoriginatingDept.SoftcopylinkedwithSAP&readytoreferinstantaneouslyEasytosearchthedocument&easytoretrieveReductioninNoValueaddedactivitycostBetterutilizationofSAPsystemandNetworkAcrosstheplantusercanviewthedocumentimmediatelyafteritisreleasedR&DERPDept.todistributethroughDMSProd.Design17.4TestPlandetails:-TransactionCodeBusinessProcessInput/OutputReferences.Pass/FailCV01NCreateDocumenttypeEXIandattachmaterialmasterCV02NReleasetheDocumentCV02NLockthedocumentMM03ViewtheoriginalfileviamaterialmasterwhendocumentstatusisINPROCESSMM03ViewtheoriginalfileviamaterialmasterwhendocumentstatusisRELEASEDMM03ViewtheoriginalfileviamaterialmasterwhendocumentstatusisLOCKEDCC01CreateEngineeringChangeManagementwithoutReleasekeyCV01NCreatedocumenttypeEXI&attach4originalfilesCV04NSearchingdocumentbyclass&CharacterCV01NCreatedocumenttypeEXITocreatenewversionCS01/CS02AttachingdocumenttoBOMHeaderCV01NCreateDRWDoc.type&attachwiththematerialCV01NCreateDRWDoc.type&attachwiththematerialMM03ViewDrawingNumberintheMaterialmasterXD03ViewDrawingNumberintheCustomermaster17.5Authorization:-Belowisthelistofauthorizationobjectandvaluestobeconsidered.
