DMS

SAP Document Management System Integration with Content Servers

Learning Objectives

As a result of this workshop, you will be able to: Understanding of the SAP Content Server and how it fits into

the SAP Architecture.

Basic DMS background, and how it can be used within the SAP

system

Understanding of the Knowledge Provider (KPro) in SAP and DMS

How this systems can be integrated to handle your document imaging needs

Overview of the SAP Content Server

Overview of the SAP DMS

SAP Content Server – Typical Configuration

HTTP

SAP R/3

Retrieval of documents done from the SAP GUI using the ECL Viewer

SAP Content ServerFile system or data base

(No optical Media support)

No Scanner Interface for SAP Content Server

Third party document capture vendors like Kofax would have to be used.

HTTP

SAP Cache ServerHTTP

HTTP

Overview of the SAP Content Server

Overview of the SAP DMS

SAP DMS - Document Info Record (DIR)

DIR is a term used to describe the document Master Record. The DIR stores both the actual document and contains all the Meta data about the document.

Structure of the DIR contains Data that is descriptive in character Data with a control function such as the document status Original application file data Data that the system automatically copies

DIR consists of four 4 key fields Document number Document type Document part Document version

SAP DMS – Document Info Record Example

DMS Record CV02N

SAP DMS – Document Info Record Example

DMS Info Record-

Contains Information about the record such as Document status

SAP DMS – DIR Functions

DMS- DIR Document Info Record

Functions for the document info record Number assignment Version management Classification Document hierarchy Content versions for original application files Find document (Also via Internet / Intranet) Document distribution

SAP DMS – Internal Interfaces

Interfaces to internal systems

Link to other R/3 objects, such as:– Materials

– Equipment

– Customer

– WBS Element

– Batch

– Layout area

– Functional location

Engineering change management with integrated workflow SAP Business Workflow Document Structures Internet application functions

SAP DMS – Internal Interfaces Example

SAP DMS – Internal Interfaces Example

To archive the DIR using CV_DVS all of the Object Links need to be removed and the DIR needs to be flagged for deletion.

SAP DMS – External Interfaces

Interfaces to external systems

Any workstation application CAD systems via SAP-CAD interface Archiving using R/3 ArchiveLink or Knowledge Provider

SAP DMS – Document Number

Documents Document Type Document part VersionDOC-01-AA DRW 0 1DOC-01-AA DRW 0 2DOC-02-AA DRW 0 1DOC-01-AA L01 0 1DOC-01-AA L01 0 2

The Document Number is the main part of the Document Key

Alphanumeric field up to 25 characters in Length

Supports both Internal and Mix Number Assignment

The following three special characters are not supported:"&", "*" and ",".

SAP DMS – Document Type

Document Type is used to categorize documents according to their distinguishing features

It’s a 3 Character field, such as DRW, L01 or DRM

Internal Document Types include EBR, D01, Q01, Q02 These Can not be changed, since they are used internally with in

SAP Applications.

Document Types Control Type of number assignment and number range Version increment Field selection Additional fields Status processing Storage using Knowledge Provider

SAP DMS – Document Part

The Document Part is used to further sub-divide the document

Common uses

To differentiate between different types of drawings- for example electrical and the mechanical drawing or a drawing in English vs a drawing in Spanish

It’s a three character alphanumeric field

These three special characters are not supported: "&", "*" and ",".

SAP DMS – Document Versions

Document versions are used to represent the different change or delivery statuses of a document.

The Document version is an alphanumeric field in which you can enter up to two characters.

The default value is ’00’ and is Assigned Automatically or Manually

Engineering change management can be integrated into the document management functions to give the document version a reference to time, or assign it an effective period. The version can also be linked to a particular change that may also affect other R/3 objects

Thank You