Project – RVPN

End User Manual – Document Management

System

Rajasthan Rajya Vidyut Prasaran Nigam Ltd.

DOCUMENT MANAGEMENT
SYSTEM

USER MANUAL

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End User Manual – Document Management
System

1.1. DMS End User Manual

DMS (Document Management System) is used to upload various types of document types viz:
Contract , Purchase Order, Equipment drawings in file formats like *.PDF, *.DOC / *.DOCX, *.JPG,
*.XLS / *.XLSX etc. These documents can be attached to various object links like Equipment
Master, Functional Location, Purchase Order and WBS Elements. This will help RVPN to view
the various documents instantly as and when required.

1.1.1. SAP Easy Access

This process explains about to create the document using Transaction Code: CV01N

Step Action

(1) Enter the Transaction Code: CV01N

1.1.2. Create Document: Initial Screen

Step Action

(1) Select appropriate Document Type. and Press Enter key

In this example we have taken DRA (drawing) as document type. We will attach a drawing to PO.

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End User Manual – Document Management
System

Following are the valid document types customized for RVPN:

Document type Description
DRA Drawing of equipment
MAN Manual of Material, Service
LAY Layout e.g. Earth-mesh
SLD Single Line Diagram of GSS
GSS Electrical Layout of GSS
LND Land related documents
MOM Minutes of Meeting
PO Purchase Order, Work Order
TSM Technical Specifications of Material , service
APP Approvals from outside agencies, PTCC, Forest, Railway etc.
ISO ISO Documents of RVPN
STD RVPN standard documents, orders eg Construction Manuals, etc.
CLR CLRC tender
NIB NIB/RFQ/RFP etc.
CA Contract Agreements
MAP Power Map
PRJ Project report
RUL Rules & regulations
TPP Transfer, posting and promotion, deployment etc orders
INV Invoice documents

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End User Manual – Document Management
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1.1.3. Create Document: Basic Data Drawing of equipment

(DRA)

Step Action

(1) Under Document Data Tab, enter the Description of the Document.

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End User Manual – Document Management
System

1.1.4. Create Document: Basic Data Drawing of equipment

Step Action

(1) Click on (Open Original icon) to attach pdf file

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End User Manual – Document Management
System

1.1.5. Open File

Step Action

(1) Browse the required file from the location.

(2) Click .

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End User Manual – Document Management
System

1.1.6. SAP GUI Security

Step Action

(1) Click Remember My Decision

1.1.7. SAP GUI Security

Step Action

(1) Click Allow .

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End User Manual – Document Management
System

1.1.8. Create Document: Basic Data Drawing of equipment

Step Action

(1) Click on .
You can attach as many as documents you want.

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End User Manual – Document Management
System

1.1.9. Check in Document:

Step Action
Always Select “ZDMS – Storage Category for DMS”
(1)
Click Transfer and Copy .

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End User Manual – Document Management
System

1.1.10. Create Document: Basic Data Drawing of equipment

Step Action

Click on tab.
(1) Object links is used for linking the document to various SAP transactions like Contract,
PO, WBS Element, Equipment, Functional Location etc…

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End User Manual – Document Management
System

1.1.11. Create Document: Basic Data Drawing of equipment

Step Action

e.g. Click tab.

(1)
You can attach same document to many other (see various Tabs)

1.1.12. Create Document: Basic Data Drawing of equipment

Step Action

(1) Enter/ select Purchase Order Document No.

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End User Manual – Document Management
System

1.1.13. Create Document: Basic Data Drawing of equipment

Step Action

(1) Enter Item no. in field. and Press Enter

1.1.14. Create Document: Basic Data Drawing of equipment

Step Action

(1) Click on Classification .

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End User Manual – Document Management
System

1.1.15. Create Document: Classification

Step Action

(1) Enter Drawing Number, Drawing Version, Date

Click on back .

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System

1.1.16. Create Document: Classification

Step Action

(1) Click .

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End User Manual – Document Management
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1.1.17. Create Document: Basic Data Drawing of equipment

Step Action

(1) Click on .

1.1.18. SAP GUI Security

Step Action

(1) Click Remember My Decision

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End User Manual – Document Management
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1.1.19. SAP GUI Security

Step Action

(1) Click Allow .

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System

1.1.20. Create Document: Initial Screen

Step Action

(1) A Document No. will be created and displayed at the bottom of screen.

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End User Manual – Document Management
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1.1.21. SAP Easy Access

This process explains about the Change of Document using Transaction Code: CV02N

Step Action

(1) Enter Transaction Code: CV02N and click on Enter.

1.1.22. Change Document: Initial Screen

Step Action
Enter the Document Number:
(1) Enter the Document Type:
Then Press Enter Key

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End User Manual – Document Management
System

1.1.23. Change Document: Basic Data Drawing of equipment

Step Action

(1) Click on Document Status help icon or Press F4

1.1.24. Document Status

Step Action

(1) Select RE – Released then Click on .

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1.1.25. Change Document: Basic Data Drawing of equipment

Step Action

(1) Enter is now pressed.

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1.1.26. Change Document: Basic Data Drawing of equipment

(DRA)

Step Action

(1) Click on .

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End User Manual – Document Management
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1.1.27. Change Document: Initial Screen

Step Action

(1) Click .

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End User Manual – Document Management
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1.1.28. SAP Easy Access

This process explains about the search of a document using Transaction Code: CV04N.

Step Action

(1) Enter the Transaction Code: CV04N at the command prompt and click on Enter.

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End User Manual – Document Management
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1.1.29. Find Document: Selection Criteria

Step Action

(1) Enter the Document Number Click Execute .

You can also search on basis of description or user etc.

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1.1.30. Document List After Selection

Step Action

(1) Document is displayed at the line item level.

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End User Manual – Document Management
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1.1.31. SAP Easy Access

This process explains about the display of the documents that are attached to Purchase Order
using Transaction Code: ME23N

Step Action

(1) Enter Transaction Code: ME23N and click on Enter.

1.1.32. PO-Material proc 4500000340

Step Action

(1) Click on Other Purchase Order icon to enter specific Purchase Order number.

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1.1.33. Select Document

Step Action

(1) Enter Purchase Order number and Click on Other Document .

1.1.34. PO-Material proc 4500000340

Step Action

(1) Select the Line item 10 and Click on (Documents Icon)

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1.1.35. Purchase Order Item - Link to Documents

Step Action

(1) Double-click on Document no.

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1.1.36. Display Document: Basic Data Drawing of equipment

(DRA)

Step Action

(1) Double-click the document line.

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End User Manual – Document Management
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1.1.37. SAP GUI Security

Step Action

(1) Click Remember My Decision or You can also press Alt+r.

1.1.38. SAP GUI Security

Step Action

(1) Click Allow .

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End User Manual – Document Management
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1.1.39. SAP GUI Security

Step Action
Click Remember My Decision .
(1)
You can also press Alt+r.

1.1.40. SAP GUI Security

Step Action

(1) Click Allow .

1.1.41. SAP GUI Security

Step Action
Click on Allow
(1)
Corresponding document will be displayed.

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