Effective Document Management with SAP DMS

1 Introduction 15
1.1 What Is SAP DMS? 15
1.2 Benefits of SAP DMS 16
1.3 SAP DMS Project Complexity 17
1.4 Resources Required for a Project 17
1.5 How to Use This Book 18
1.6 A Note on the Availability of SAP DMS 19
1.7 Summary 19

2 Questions to Answer before Starting Your SAP DMS Project 21
2.1 Defining which Documents to Manage with SAP DMS 21
2.2 How Documents Fit Into the Overall Business Process 22
2.3 How to Search for Stored Documents 23
2.4 Define the Lifecycle of Documents 24
2.5 The Change Control Process 24
2.6 A Formal Approval Process 25
2.7 Security Requirements 25
2.8 Defining which Type of Application Files to Store 26
2.9 Versions and Revisions 26
2.10 Searching and Maintenance in Multiple Languages 27
2.11 Stored Document Volume and Size 27
2.12 Locations for Document Creators vs. Consumers 28
2.13 Document Retention Requirements 28
2.14 Conversion to Neutral Format for Long Term Retention 29
2.15 Summary 30

3 SAP DMS Step-by-Step Instructions 31
3.1 SAP DMS Transactions 31
3.2 Transaction CV01N - Creating a Document Information Record 32
3.3 Transaction CV02N - Changing a Document Information Record 40
3.4 Transaction CV03N - Displaying a Document Information Record 47
3.5 Transaction CV04N - Searching for a Document Information Record 50
3.6 Additional SAP DMS Functionalities 56
3.7 Product Structure Browser 59
3.8 Classification Search 62
3.9 Document Distribution 64
3.10 Internal Viewer 65
3.11 Summary 68

4 Configuring SAP DMS 69
4.1 Questions to Answer before Starting the
Configuration 69
4.2 SAP DMS Configuration in the SAP IMG 70
4.3 Configuration Steps 70
4.4 Defining Number Ranges 70
4.5 Creating Document Types 72
4.6 Defining Laboratories/Design Offices 89
4.7 Defining Revision Levels 90
4.8 Defining Workstation Applications 90
4.9 Maintain a Default Entry for Front End Type "PC" 95
4.10 Start Processing for Documents 96
4.11 Define Workstation Application for Thumbnails 98
4.12

Eric Stajda is a strategic consultant for SAP projects for companies in a variety of industries including automotive, high-tech, discrete manufacturing, and oil. He serves as the support to SAP customers in the deployment and configuration of SAP software, and has presented at various ASUG and WIS events.