1. Document Management System (DMS) Document Management System is a very small module in SAP but one which can really help you get meaty roles and good rates. There are very few consultants specialized in this module and any one can take up this module. Document Management System enables you to achieve the following results: • Avoid data redundancy, maintain consistency of data, and minimize the workload involved in entering and updating your data. • To exchange data quickly and securely. You can access your data directly using electronic search tools, or find documents using known parameters. • Search for and display documents (original application files). By reducing access time and the workload involved in routine tasks, you can lower your costs considerably. • You can use document distribution to distribute documents that are managed in the document management system (DMS). Typical Examples of Document Management System: - • Example 1 In the design office, document management can be used to manage drawings. All design drawings can be linked to material masters. Using classification functions, you can search for an assembly. • Example 2 Companies that process complex documents can use document structures to organize these documents. All documents and texts
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1.Document Management System(DMS)
Document Management System is a very small module in SAP but onewhich can really help you get meaty roles and good rates. There are veryfew consultants specialized in this module and any one can take up thismodule.
Document Management System enables you to achieve thefollowing results:
• Avoid data redundancy, maintain consistency of data, andminimize the workload involved in entering and updating yourdata.
• To exchange data quickly and securely. You can access your datadirectly using electronic search tools, or find documents usingknown parameters.
• Search for and display documents (original application files). Byreducing access time and the workload involved in routine tasks,you can lower your costs considerably.
• You can use document distribution to distribute documents thatare managed in the document management system (DMS).
Typical Examples of Document Management System: -
• Example 1
In the design office, document management can be used to managedrawings. All design drawings can be linked to material masters.Using classification functions, you can search for an assembly.
• Example 2
Companies that process complex documents can use documentstructures to organize these documents. All documents and texts
that are logically connected can be grouped together in onedocument structure.
• Example 3
A routing will contain the sequence of operations formanufacturing a product. Documents can be allocated to theoperations in a routing as production resources/tools. Thesedocuments may be used, for example, to describe the specificationsof a product, or to store inspection requirements.
Lets grind in further and get into the depth of the documentmanagement system, Engineering Change Release.
2.Define Number range
BACKGROUND
This configuration setting enables to define number range tothe Document Type.
Every document generated in SAP should have uniquedocument identification. Number range can be external orinternal. Both the number range has to be defined.
SCENARIO
Define number range to the document type EXI.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàControlDataàDefine Number Ranges for Document numbers
Click
Click
Click to add new number range
Field name Field value and descriptionNo Serial number indicating the
number range sequence. E.g.01 indicates the first
sequence.From Number from which this
sequence should start. E.g.00000000000000000001indicates the starting numberas 1 to this sequence.
To Ending number to thissequence. E.g.00000000000000999999indicate the ending numberrange to this sequence.
Current number Current running numberautomatically updated by thesystem.
Ext. Tick in this check box willindicate this as an externalnumber range.
Click
Click
Note: - Number ranges can be maintained directly in theproduction system.
Click two times till you reach the main configuration menu
3. Define Laboratories and Designoffice
BACKGROUND
This configuration setting enables to define the personresponsible for design office.
In this step, you can define which laboratories/design officesor which persons/groups of people are responsible for specificdocument info records.
You can then use the entries you define when maintainingdocument info records.
SCENARIO
Define laboratories and design office.
INSTRUCTION
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàControlDataàDefine laboratories/design offices
Click
Click
Field name Field description and valueLaboratory/office Identification number to
indicate the design office orlaboratory office.
Text: Lab./engineering office Description to theidentification number toindicate the right laboratory ordesign office.
Click
Click to reach the main menu.
4.Define Characteristics
BACKGROUND
Characteristics are the master data used to capture theproperty of the document for easy identification whilesearching the document.
Example: - Document has to be identified according to
• Its dimension A3, A4 or A0
• Whether it is drawing or instruction
• Manufacturing unit to which it is intended
Above classification of document is achieved through the classand characteristics.
Important steps involved are:-
a) Characteristic for each property of the document will becreated.
b) Class with class type 017 will be created.
c) Above created characteristics and class will be linked
d) Class will be assigned with the document type.
SCENARIO
Create Characteristics to define manufacturing unit.
INSTRUCTION
Follow the Menu Path: SAP Easy Access à Central functionàClassification à Master Data à CT04 - Characteristics
Double Click Characteristics
Enter Characteristic name as MFG_UNIT
Click
Field name Field description and valueDescription Description of the
characteristics. E.g.Manufacturing Unit
Status Status of the characteristics.E.g. Released to indicate it isready for use.
Data Type To indicate the type of data
this characteristics is going tobe carried. E.g.Characteristics can hold anyalphabet values.
Number of chars Number indicating thenumber of character a value ofthis characteristic cancontain.
Click tab screen
Note: - Maintain the description in additional language ifrequired.
Click
Enter the values if anything is to be predefined as possibleentries during the transaction.
Click
Note: - Normally nothing to be maintained in this screen.
If the values are defined in the value screen and that is to bedisplayed during the transaction to select value tick the checkbox of .
Click
Enter the class type if this characteristic is to be restrictedonly to a particular class type.
Click
Message will appear at the bottom.
5.Define Class
BACKGROUND
Class is the master data. It is the carrier of characteristics.Class is mainly identified by its class type.
There are different class types available in SAP to achievedifferent purpose.
Example: -
Class type 022 will be used for batch managementClass type 300 will be used in variant classificationClass type 017 will be used in Document Management System
With the class type, the appropriate class will be referredduring the appropriate transaction in SAP.
SCENARIO
Create class “Document_Search” of class type 017 to be usedin Document Management System.
INSTRUCTION
Follow the Menu Path: SAP Easy access → Central functionàClassification à Master Data à CL02 - Classes
Double Click Classes
Enter Class as “Document_Search”
Class type as 017 to indicate it as a Document Class
Click to create the class
Field name Field description and valueDescriptionStatusValid fromValid to
Click to maintain the value for searching
Enter “DMS Search”
Enter the characteristic. E.g. MFG_UNIT
Click
Message “ ” will appear atthe bottom.
6. Define Document Type
BACKGROUND
This configuration setting enables to define Document Type.
Every document in Document Management System will beidentified with the document type.
Document type configuration defines the performance of eachdocument type while creating document info record.
Document type defines
• Number range
• Field selection
• Class to be used
• Objects (material master, purchase order) which can belinked to a document type.
SCENARIO
Create and define new Document type EXI.
Note:-
Standard Document types available with SAP are sufficient.However any new document type can be created.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàControlDataàDefine Document Type
1. Click
Some more portion of the screen is shown below.
Field name Field description and valueUse Kpro Indicator controls that the original files
are stored in defined storage systems(content repository) via KnowledgeProvider.
Assigning of RevisionLevel
This indicator shows that a revisionlevel is automatically assigned to adocument the first time the documentis release with reference to a changenumber.
Version Assignment This indicator controls automaticassignment of document versions
Archivingauthorization
This indicator shows that originalapplication files for a document inforecord of this document type can bearchived.
Change Documents Indicator: when you change thedocument, a change document is
created.All field entries are then logged.
Internal NumberRange
Number range to be assigned internally(automatically) when creating thedocument info record.
External NumberRange
Number range to be assignedexternally (manually) when creatingthe document info record.
Number Exit Program that controls numberassignment and version numbering fordocuments. Leave the entry as it isavailable in the standard SAP.
Version No.Increment
This key controls the increment fordocument version numbers.
Class Type Uniquely identifies the class type. SAPInternal program refers to the classtype and performs accordingly.
Class Name used to uniquely identify a classwithin a class type.
Define Work StationApplication
Workstation application that is set asdefault when creating an original filesand its additional files.
To indicate the file application. E.g.WRD to indicate word document.
Below explained fields are for the field selection control:-
Class Data This indicator modifies the fields Classand Class type on the Basic datascreen for the selected document type.
It also controls the navigation functionExtras -> Classification while creatingthe document.
Select the appropriate sign to make itmandatory (+) or hide (blank) or onlydisplay (*) or optional (-).
Hierarchy indicator Field to assign Document hierarchy.I.e. to assign one document underanother document.
Document Status Indicator, which modifies the fieldDocument status on the Basic datascreen for the selected document type.
DocumentDescription
Description of the document.
User Field where the User who created thedocument info record will bemaintained.
Authorization group Field To define the authorization groupfor each document info record.
Lab office Field to indicate the laboratory officeinformation in the document inforecord.
Change Number Field to indicate the EngineeringChange Number. Through this numberchanges can be traced and changescan be effected from particular date.
CAD indicator Field to mention the CAD details.Superior document Super document information can be
maintained in this field. Likeestablishing link with another relateddocument.
WS application 1 & 2 Work station application 1. to mentionthe work station application like wordor excel while creating the documentinfo record.
CM Relevance Field to indicate the relevancy to thechange management.
Note: - Make the field selection according to the businessrequirement. If any field is not related to the businessrequirement, leave it as it is. (Without disturbing the standardSAP settings).
Symbol Meaning
Blank Hide+ Mandatory Entry* Only Display- Optional
Impact of this configuration in Master Data /Transaction
When creating document, type of document must bemaintained.
Document type determines the controls to that document typeas defined in this configuration setting.
7.Document Status
BACKGROUND
This configuration setting enables to define Document Status.
Document status enables to control the viewing of documentby the user.
Example:-
Document with status OBSOLETE can be restricted fromviewing.
Only document with RELEASED status can be allowed to beviewed.
SCENARIO
Create new Document status to meet the below requirement.
Initial Creation status
Preliminary Release
Final Release
Locked
Obsolete
It should be possible to LOCK document after Preliminaryrelease or after Final release status.
It should be possible to OBSOLETE the document after theLOCKED status.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàControlDataàDefine Document Status
Click
Screen shot of Status: - Work Request (Initial status)
Field name Field description and valueDocument Type Part of the document key, which
categorizes documents according totheir distinguishing features and theorganizational procedures which resultfrom them.
Enter the document type to which thestatus is to be defined.
Document Status Key which represents the documentstatus.
Status Text Text describing the status. E.g.Released to indicate the FR status asReleased.
Object Check This indicator checks the availability ofthe assigned object while creating thedocument info record. E.g. if you entera Material master to assign adocument, system will check theexistence of the material master codenumber in the system.
Release flag This indicator determines that adocument with the document status isreleased for other enterprise processes.
Complete for Engg.Change Management
This indicator shows that a documentwith this status is effectively"completed" for engineering changemanagement purposes.
Distr.Lock Tick in this check box indicates thatthe document is not allowed to bedistributed in this status.
Field Selection for LogField
Indicator which determines how the logfield is processed for documents of thiscombination of document type anddocument status.
Dot “.” Indicate this as an optional toenter the log to this status.
Status type Indicates the initial status or thesecondary status.
Previous DocumentStatus 1
Status defined as previous status forthe document status of the entereddocument type.
Previous DocumentStatus 2
Status defined as previous status forthe document status of the entereddocument type.
Similarly other STATUS screen shots are as below
Screen shot of Status: - Preliminary Release
Screen shot of Status: - Final Release
Note: - Previous document status indicates that the presentstatus FR can be assigned to the document of document typeEXI, after the defined previous document statuses.
Screen shot of Status: - LOCKED
Note: - Previous status IA and FR indicates that the statuslocked can be assigned to the document when the documentstatus is IA - Preliminary Release or FR – Final Release.
Screen shot of Status: - OBSOLETE
Note: - Status Obsolete can be assigned to the document onlywhen the document status is LOCKED.
Impact of this configuration in Master Data /Transaction
For each document status, system will perform as per theconfiguration setting done here.
8.Define Object Link
BACKGROUND
This configuration setting enables to define Object Link.
When creating the document info record, it is to be mentionedto which object this document can be attached.
Example: -
When creating a document info record to a drawing, it can bementioned in the document info record whether this drawingis to be assigned to the
Material master – to be viewed in material master orduring production order or processorder processing.
Equipment -- to be viewed while displaying theequipment or while processing themaintenance order.
SCENARIO
Define object link to the document type EXI to assign
Material master
Document Info Record
Production Resource Tool (PRT)
BOM Header
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàControlDataàDefine Object Link
Click
Field name Field description and value.Document Type Part of the document key, which
categorizes documents according totheir distinguishing features and theorganizational procedures which resultfrom them.
Object Database table of the master recordthat is linked to the document. E.g.MARA to indicate the material mastertable.
Screen No. Screen number defined by the SAPsystem.
When new versionCreate Document Sets how a new document is created
while processing the master data of anobject (such as material).
Document version1:n ratio Tick in this check box will control
assigning more of a specific documenttype to one object. If this check box isempty you can assign one documenttype to more objects.
Deletion block Tick in this check box will not allow todelete the when it is linked to an SAPobject.
Similarly other Objects screen shots are as below
Screen shot of Object: - Document Info. Record
Screen shot of Object: - Production Resource Tool (PRT)
Screen shot of Object: - BOM Header
Impact of this configuration in Master Data /Transaction
While creating the document info record, document can beassigned to
Material master
Production Resource Tool
BOM Header
9.Define Data Carrier
BACKGROUND
This configuration setting enables to define Data carrier.
Data carried setting defines the device to be used to displaythe original application files.
Using knowledge provider, original application files can bestored in a server or front end computer.
Define data carrier to use the server or front end computer todisplay the document.
SCENARIO
Define data carrier to the document type EXI to displaydocument in the front end computer.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàGeneralDataàDefine Data Carrier
Click
Double Click “Define data carrier type server and front endcomputer”
Click
Field name Field description and field valueData carrier type This key assigns the data carrier for
original application files or the user'sfront-end computer to a group of datacarriers.
Description Description of the data carrierOnline Indicator This indicator shows that a data
carrier of this type can be accessedonline. In other words, the data carrieris directly connected to the system inwhich you process data.
Double click Defining servers and files or folders
Click
Note: - If the content server is active, server name can bereferred here as a data carrier.
Field name Field description and valueData carrier Name of the data carrier on which the
original application file is saved.Maintain DEFAULT to indicate thedisplay of data in the front end system.
Data carrier type This key assigns the data carrier fororiginal application files or the user'sfront-end computer to a group of datacarriers. E.g. Enter EX the data carriertype defined above.
Description Description for the data carrier
Double Define data carrier for external DMS
Click
Field name Field description and valueType This key assigns the data carrier for
original application files or the user'sfront end computer to a group of datacarriers.
Description Description to the typeOnline Access This indicator shows that a data
carrier of this type can be accessedonline. In other words, the data carrieris directly connected to the system inwhich you process data.
Double click Define External DMS
Click
Field name Field description and valueData carrier Name of the data carrier on which the
original application file is saved.Maintain Data_Carrier to indicate thedisplay of data in the front end systemwith external system.
Data carrier type This key assigns the data carrier fororiginal application files or the user'sfront-end computer to a group of datacarriers. E.g. Enter DC the data carriertype defined above.
Description Description for the data carrier
Impact of this configuration in Master Data /Transaction
Data carrier defined here will be used during the originalapplication file display through document info record.
10. Define Work Station Application
BACKGROUND
This configuration setting enables to define Work StationApplication.
Work station application definition helps to indicate the type offiles which can be displayed using document info record.
Authorization to restrict the type of files also can be controlled.
SCENARIO
Define work station application to the document type EXI.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàGeneralDataàDefine Workstation Application
Click
Click
Field name Field description and valueWork StationApplication
Key for a workstation application.E.g. PDF to denote PDF files.
Description Work station application descriptionArchiveidentification
Key used to uniquely identify thearchive in which the originalapplication files processed and finallyarchived with this application arestored.
File suffix forapplication
File format for a temporary filecreated by the system for processingoriginal application data which hasalready been archived.
StartAuthorization
Indicator: the application can bestarted. This will enable the user toview the original application PDF file.
Additional files Can maintain additional files for a
document type.ContentVersion
Indicator sets the scope for theoriginals model for the workstationapplication. It defines that a contentversion can be maintained.
Double click Define workstation application in network.
Click
Field name Field description and valueData carriertype
This key assigns the data carrier for originalapplication files or the user's front-endcomputer to a group of data carriers.
Path with Path and program call for the workstation
programname
application to be started from the documentinfo record for processing original applicationdata.Usually, the application is installed under thispath on all front end computers of the selecteddata carrier type. Keep SAP settings as it is.
Impact of this configuration in Master Data /Transaction
This configuration defines work station application andenables to display the file.
11. Define Revision Level
BACKGROUND
This configuration setting enables to define Revision Level.
Revision level is used to identify the changes incurred to thedocument.
Sequence of revision level in which it is to be assigned to adocument can be controlled.
Note: -
• Once revision level assigned can not be changed
• Each revision level can exist only once within thesequence.
SCENARIO
Define Revision level.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàControl DataàDefine Revision Level
Click
Click
Sequence, which will be selected while creating the document
Revision Level number will be assigned for the selectedsequence.
Impact of this configuration in Master Data /Transaction
Revision level defined here will be used in transaction.
With the above DMS related settings, one should be able toconfigure the system according to the business blue print.
12. Document distribution: -
Document once created or changed and put in to the rightstatus, it has to be distributed to the relevant users among theorganization.
Above requirement of document distribution can be achievedthrough the work flow. However work flow consultant will beable to help in setting up the document distribution with veryleast effort using the standard SAP settings.
However, document distribution will inform the document inforecord details to the user so as to enable them to look into theoriginal document through document info record.
13. Engineering change Management
Engineering Change Management can be used to changevarious aspects of production basic data.
Example
BOM
Task lists materials
Documents
Above master data can be changed with history (effective fromspecific date).
A change with history has the following distinctive advantages:
• It takes effect under precisely defined conditions(precise date.
• The changed object is saved twice: in its state beforeand after the changes.
• A change master record controls and documents thechanges.
14. Setup control Data
BACKGROUND
This configuration setting enables to define control datarelevant for change management.
Control data defines
Released for costing purpose
Released for planning
Released for production
Revision level
Release key activation
Note: -
This is the essential configuration setting related toEngineering Change Management with Release key.
SCENARIO
Define control data.
INSTRUCTIONS
Follow the Menu Path: IMG → Logistic-GeneralàEngineeringChange ManagementàSetup control Data
Click
Field name Field description and valueRevision LevelActive
This indicator shows that functionsfor maintaining revision levels areactive
Higher RevisionLevel
The next revision level assignedfrom the defined sequence ofrevision levels must be higher thanthe previous revision levelassigned.
Revision LevelAutomatic
Indicator that controls theautomatic assignment of revisionlevels by the system.
Release active Indicator that determines that youcannot release changes withreference to a specific changemaster record until after a release
procedure for subsequent workareas. E.g. One change numberused to change / Create BOM data,can not be used to change / createanother material BOM data.
Global Release This indicator locks a changenumber that has a release key withthis indicator set for it.
Release forcosting
Does the same function as theprevious one
Release forplanning
Does the same function as theprevious one
Release forproduction
Does the same function as theprevious one
Date check This indicator determines that thesystem checks the time periodwhen changing the record.
Warning timein days
Number of calendar days definingthe protected time period. Anychanges done within this timeperiod, system will provide thewarning message.
Error time indays
Number of calendar days definingthe protected time period. Anychanges done within this timeperiod, system will provide theError message.
Error messageonly
All messages related to changingthe master record in a protectedtime period will be an Errormessage.
ObjectMaintenance
Tick in this check box will enableto change the object directly in thechange master record displaymode.
Assignalternative date
Tick in this check box will allow tomaintain the alternate effectivedate while creating the change
master record
Click .
15. Define Release key
BACKGROUND
This configuration setting enables to define Release key.
SCENARIO
Define control data.
INSTRUCTIONS
Follow the Menu Path: IMG → Logistic-GeneralàEngineeringChange Managementà Release Key à Define Release key
Click
Click
Field name Field description and valueRelease key Number identifying the release key.
E.g. 1Description Description of the release key. E.g.
Released Globally.Relim Tick in this check box indicates
this is released for InventoryManagement.
Relcst Tick in this check box indicatesthis is released for Costing.
Relpl Tick in this check box indicatesthis is released for Planning.
Relpr Tick in this check box indicatesthis is released for Production.
Gl.rel Tick in this check box indicatesthis is released for all purposes.
Rel.OCM Tick in this check box indicates
this is released for Order changeManagement.
Date OCM
Click
Click .
16. Define Change Type
BACKGROUND
This configuration setting enables to define change type.
Change type is to indicate the type of change to be performed.
SCENARIO
Define change type.
INSTRUCTIONS
Follow the Menu Path: IMG → Logistic-GeneralàEngineeringChange Managementà Change type à Define change type forthe change master record
Click
Click
Field name Field description and valueChgTyp Change type. Enter numeric
value. E.g. 2Description Description of the change
type. E.g. Changes to the BillOf Material.
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