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Eric Stajda

Effective Document Management
with SAP DMS
®

Bonn � Boston

240 Book 1.indb 3 11/4/08 4:22:29 PM

Contents

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
3.2.1 Execute Transaction CV01N (Create Document)  ................ 32
3.2.2 Fill Out Relevant Fields on the Document Data Tab  ........... 33

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.....3 Search for a Document Information Record by Object Link  .......... 55 3.3............................ 43 3................................4 Search Long Text for a Document Information Record  ............... ..4..... 54 3...2....................... 41 3............5.....8 Check in the Original File after Changes  .....3...................5..........6 Additional SAP DMS Functionalities  ..1 Display an Original File Associated with the Document Information Record  ................. 43 3.Searching for a Document Information Record  .. 52 3......... ...........................5.....................................2.......7 Link the New Document to Another SAP Object  ............ .....3......7 Check Out the Original File Associated with the New Version  ................ 43 3.....................4 Check How Many Versions are Available for a Document Information Record  ....................................4.............................3..........................................2 Search for a Document Information Record using Document Type and Classification Attributes as the Criteria  .......... 47 3........ 49 3...indb 8 11/4/08 4:22:29 PM ........2 Display the Status Network  ... 34 3....4..................5 Transaction CV04N .......................3 Transaction CV02N ..... 40 3....................3..................... 47 3............ 41 3.....................................1 Execute the Transaction CV02N (Change Document)   ........... 44 3.............. 36 3.....................................2.....4 Transaction CV03N ....4..................Displaying a Document Information Record  ........3 Review the Change History for the Document Information Record  ................8 Save the Document Information Record  ............................2............... 34 3....1 Search for a Document Information Record using Document Type and User as the Criteria  ... 49 3................................. 56 8 240 Book 1.................. 46 3.....5............3 Add an Original File  .........2......... 37 3......3............4 Add Object Links  ............3........... 54 3.............................5 Save the Document Information Record  ...6 Create a New Version of the Document Information Record  ........3.........2 Update the Description Field and Lab Office  .....................5 Fill Out Attributes on the Additional Data Tab  ..... 46 3.. 51 3.......Changing a Document Information Record  ..................... ...... ..3 Change the Status of the Document Information Record  ...............................4 Check in an Original File  . ......................5...... Contents 3......... 50 3.6 Add a Language-Dependent Description  .................9 Add Another Original File to the New Version  ............. 39 3..............................5 Full Text Search  ....... 47 3.............. 34 3................................. .. 42 3..........3...............................2......................

.........5.......... 91 4. 88 4........................................................................................................................................................................ 95 4..................6.............. 94 4...............................................1 Example Workstation Application – Microsoft Word  .. 59 3...........1 Questions to Answer before Starting the Configuration  ............ 93 4.....................2 Configuration Example   ...................... 62 3...... 91 4.........10 Start Processing for Documents  ..3 Show the Sequence of Sources  . ........1 Copy a Document Information Record  .....................................10 Reset Check Out  ..... 96 4........................5 Display the Status Log  ..................9 Document Distribution  ............8 Defining Workstation Applications  ........ 57 3............8...7........7 Product Structure Browser  .... 95 4............................8 Create a Document Structure  ......................7 Defining Revision Levels  ................6 Defining Laboratories/Design Offices  ....... 70 4..........................6... 74 4..........................11 Summary  ......5................ 74 4........8...........8 Classification Search  ...................................3 Configuration Steps  .................................................. 56 3............................. 58 3. 64 3..................................................6................................... 57 3........................8.............. Contents 3........... 59 3...5 Creating Document Types  ................................8.......... 56 3...11 Define Workstation Application for Thumbnails  . 57 3................ 57 3........2 Delete a Document Information Record  .......... 69 4......10 Internal Viewer  ................. .........2 SAP DMS Configuration in the SAP IMG  ............3 Configuration Steps  .......9 Copy an Original File to a Local Directory  ............3 Define Workstation Application in Network  ......................5 Set up Microsoft Office Integration  ........................6....... 98 9 240 Book 1. 69 4...........6...........4 Creating and Displaying the Document Hierarchy  ... ...................................1 Select the Focus of the SAP Product Structure Browser  .....6 Set and Display Revision Levels  ......................................... 62 3................................ 58 3..... 70 4......... 70 4................4 Defining Number Ranges  .............5................ ...4 Define Templates for Original Files  ............................... ........... .. . 58 3....... 72 4..indb 9 11/4/08 4:22:29 PM .........2 Workstation Application Details  .. 89 4..............6......7 Execute a Document Where Used  ................................. 61 3... 65 3...................1 Configuration Location  ................................. 68 4 Configuring SAP DMS  ....... 74 4.9 Maintain a Default Entry for Front End Type “PC”  ...8...6........................................................................................................................ 90 4.............6....................8............6............................1 Example Classification Search  ...........6.....

....................................................... 105 5........................................................ ..................2 Cache Server  ................3................................ 109 5.5 Authorization Object C_DRAD_OBJ — Object Link  ...................... 112 5............... 119 6......2 Executing a Full Text Search  ....................3 Wide Area Network Capability  .........................................3 Index Server (TREX)   ....................................................... 100 4...2...................... 108 5............... 115 6...................2 Customizing for the Cache Server  ...... 103 5...................indb 10 11/4/08 4:22:29 PM ....................12 Define Profile  .............2 Sample Conversion Scripts and Tools  .........................5 Developing Your Infrastructure Architecture  .................... 108 5.....1 Authorization Object C_DRAW_TCD — Activities for Documents  .............. ... 108 5....4.............1 Key Transactions for the Content Server  ..1 SAP Software’s Part in the Conversion Process  ..................5................... 104 5......................1 Benefits of Full Text Searching  ....................................2 Key Transactions for the Content Server  .................................1............................... 115 6...13 Additional Configuration Items  .2 Authorization Object C_DRAW_TCS — Status Dependent Authorization  ...... 117 6.....5.. 111 5......................... 106 5.................... 103 5.........2. 107 5.............................................................................5.1......................................4................. 109 5..........2...........14 Summary  .......................1............................................................................2......... 105 5......3 Authorization Object C_DRAW_STA — Document Status  . 119 6..........................3.................1 Content Server Requests  .........................2 Which Functionalities to Implement  ..................................................................... 102 5 Infrastructure Requirements  .....4 Conversion Server  ...................... 113 6 SAP DMS Security  ...........2............. ...................... ......... 107 5....1 Defining Your Security Requirements  .....4 Authorization Object C_DRAW_BGR — Authorization Group  ............... ....................... .......2................. 118 6.................. Contents 4. 120 10 240 Book 1...2 Standard SAP DMS Authorization Objects   .................. ................. 102 4......6 Summary  ........1 Content Server  ..1 Types of Users at Each Location  ...............4...................2.....3 Content Server Quick Installation Guide  ............................... 116 6........................... 110 5............ 112 5...........................3 Configuration of the Conversion Server  .................. 111 5. 105 5....

.......2..... .......................................... 130 7.............................4 Example CAD Integration Scenario  .... 149 9...1...... 140 7..............4 Summary  ................ 134 7....2 Required SAP DMS and Workflow Configuration  ............. 122 6................................5 Summary  .. 129 7...........3 An Example of Working in Web Documents  .... 143 8..2 Capabilities and Benefits of CAD Interfaces  .......2 Benefits  .......................... 140 7............................. 150 11 240 Book 1............................................................................................3 Effort for Implementing SAP DMS  .....indb 11 11/4/08 4:22:29 PM .4 Customer-Specific Authorization Checks  ............... 146 8...................................................................................1 Web Documents  ..................2............................................8 Authorization Object C_DRZI_TCD — Distribution Order  ...............6 Summary  ............ 149 9............................2 Configuration of Web Documents  ...............................2......2 SAP Easy DMS Configuration  ...2.............. 143 8.... 127 6. 141 8 Integrating a CAD System to SAP DMS  ..........3 SAP DMS Portal iView  ..............2.................................. 131 7..........................3 SAP CAD Desktop  .. 138 7.........................................................1 The Workflow Scenario  ............................... ...........3 Use of Access Control Lists   ......................5 CAD Data Migration  ............... Contents 6.................................. 144 8....................................................................6 Authorization Object C_DRAW_DOK — Document Access  ..................... 124 6....... 140 7.....7 Authorization Object C_DRZA_TCD — Activities for Recipient Lists  .................. ..................................................................................................................................................................................................3 Creating the Workflow Definition  .2 SAP Easy DMS  ................ 121 6......... 127 7 Frontends to SAP DMS  ............................ 145 8................ 147 8........ 149 9.... 129 7.............................................1 Capabilities  ...........................2. ........... 144 8...........2... ........ .................1 The Technology Behind Web Documents  ...1............................................1 SAP Easy DMS Installation  .......... .1................... 148 9 Simple Document Approval Process using SAP Workflow  ................................................................................... 145 8..................... 123 6.............2........... 140 7..1 Available SAP CAD Integration Interfaces  ....

............ .......................1................ 174 10...........................................1.....................................3........1..................... 176 10......6 BAdI DOCUMENT_MAN02 ........................... ........1..................................5 Add Triggering Event  .....7 BAdI DOCUMENT_NUMBER01 .........indb 12 11/4/08 4:22:29 PM ..................... 155 9....... 154 9... 165 10...... 170 10................ 168 10................3...2 BAdI DOCUMENT_AUTH01 ............... 153 9.Document Exits and Menu Enhancements   ........... 151 9............3 Create New Container Element  ..........1.3 BAdI DOCUMENT_FILES01 ... 161 9........4 BAdI DOCUMENT_STORAGE01 .......10 BAdI DOCUMENT_OFFINTEGR01 ..................... 171 10............... 174 10... ...... .........................11 BAdI DOCUMENT_ECL01 ........General Document Processing  ..5 BAdI DOCUMENT_STATUS01 ........7 Set the Additional Start Conditions  ................Status checks  .9 Activate the Workflow   .........................................1 About SAP BAdIs and User Exits  .......... 169 10.................................3..................1......................................................... ..............Checking Authorization from the DMS  .........1 BAdI DOCUMENT_MAIN01 ...................1.... 172 10................1.............. 177 12 240 Book 1..... 152 9...Transport of Original Application Files  ....... 163 10 SAP DMS BAdIs and User Exits  .Enhancements for the DMS@Web Scenarios  ...1.......... 173 10............Filter for DMS Processes  .. 175 10....Enhancements for Microsoft Office Integration  . 161 9................. 156 9..................3............... 173 10.....3 Summary  ..4 Execute and Test the Workflow  ......Displaying Original Application Files with the Viewer  ..................1...8 Add Tasks to the Workflow  ..........2 Enter Information on the Basic Data Tab of the Workflow Definition  .........................................6 Start the Workflow Builder   ..............................................8 BAdI: DOCUMENT_PROC01 ........1.. 167 10................Checking the Attributes of the Document Key  .. Contents 9....3........................................... .............. 165 10.........................................3..........3.... 177 10.. 153 9...............................9 BAdI DOCUMENT_WEB01................................................1.......................... 150 9........2 User Exits Available In SAP DMS  .Processing Of Original Application Files  ....4 Save the Workflow Definition  ............. .......1 Execute Transaction PFTC (Task: Maintain)  ...........12 BAdI CONVERTER_MAIN01 .................5 Summary  ........3.3...............................Exits During Conversion  ..................

................................................................................1 Menu Option Document  ..............................................1..............................7 Additional Resources  ..............3 Menu Option Goto  ...............1................................ 180 11................................................................................... 180 11.....................2 Questions to Answer before Starting Your SAP DMS Project  .....................5 Infrastructure Requirements  .........1............1....... 179 11......................1 SAP DMS: Now You Know It  ............................1.................... 181 11..............................2 The Future of SAP DMS  ........................................................................... 182 11................. 185 A Glossary  ............................................................................................1.....................3 SAP DMS Step by Step Instructions  .................. 191 B............................. 180 11......... 192 B...................................................... ...........................................................................................................5 Menu Option Environment  ...................1...........1........................................................................................10 SAP DMS BAdIs and User Exits  .......................7 Frontends to SAP DMS  .......... 181 11... 187 B Review of Menu Items  ........ 194 C The Author  ........................ 182 11.....8 Integrating a CAD System to SAP DMS  .. 182 11.6 Menu Option Originals  ......................................................2 Menu Option Edit  ......................... 194 B...1 Introduction  .......... 197 13 240 Book 1..........................1........... 191 B...................................................... 193 B..........................................4 Menu Option Extras  .....................................6 SAP DMS Security  ...............1.......... ............................................. 179 11..........4 Configuring SAP DMS  ......... 192 B.............................................9 Simple Document Approval Process using SAP Workflow  ........ 192 B..................... 181 11......3 Summary  ..................................................... 195 Index.....................................................indb 13 11/4/08 4:22:29 PM ........................... 179 11......... Contents 11 Conclusion  ............................................. 183 Appendices.......................................... 182 11......

1. many companies are not aware this. and types of resources you should plan to have on your proj- ect. it is part of your base SAP system. 1 Introduction In this chapter. With a little basic knowledge on SAP DMS and its configuration. This chapter will also review how this book should be used. Surprisingly. SAP DMS. you will learn about the availability of SAP DMS in different releases of SAP software.1 What Is SAP DMS? SAP provides you with an enterprise document management system. which you can use to manage documents for your business. you can begin to take advantage of SAP DMS functionality in your system. This chapter introduces you to SAP Document Management System (SAP DMS). you will learn about SAP DMS – what is it and what benefit can you expect to derive from an SAP DMS implementation? You will also learn about project complexity. such as the following: EE Secure storage for documents EE Check-in/check-out functionality EE Ability to classify documents for searching EE Linking of documents to other objects for visibility across the system EE Integration of Microsoft® Office applications for updating documents EE Elaborate security profiles to protect access to documents EE Controlling of documents through change management process 15 240 Book 1. Finally. This functionality is not part of an add-on or an additional piece of software you must purchase from SAP.indb 15 11/4/08 4:22:29 PM . Rather. in this chapter. It includes topics such as the benefits of SAP DMS. and is structured to progress from simple to complex topics. and how to use this book.

1. you can take all of the key business documents your company is generating and store them in one place that everyone can use as the source. and a document management system in general. This is a major business benefit. If you think about it. This is where SAP DMS comes into play. you can expect to gain the following benefits to your business. The documents could be stored on a person’s laptop. These documents are the lifeblood of a company. EE Secure storage of documents EE Easy retrieval of documents EE Excellent search capabilities to cut down on time searching for documents EE A controlled environment for updates to documents EE Complex security rules to control access EE Increased visibility of key documents EE One source and one set of rules for managing documents 16 240 Book 1. In this book.2 Benefits of SAP DMS There are many benefits to using SAP DMS.indb 16 11/4/08 4:22:29 PM . Access to documents needs to be fast. you will learn about all of these and much more. 1 Introduction EE Use of versions and revisions EE Full text search across stored documents EE Automatic conversion of documents to neutral format for viewing and long- term storage EE Integration of your CAD system into SAP DMS for management of drawings and models This is a brief list of functionalities offered by SAP DMS. people can’t spend hours or days searching for the right information. People need access to these docu- ments to make business decisions. Using it. companies and individuals generate large num- bers of documents each day. or they could be hidden in someone’s desktop drawer. Without them. or on a shared drive. When implementing SAP DMS. a company can’t exist.

you have to think about rules. 1. 1. in a complex project. For each unique document.4 Resources Required for a Project An SAP DMS implementation project will require a varied set of resources. and by the rules for each document. In a simpler project. for example. finance. you might only want to manage documents coming from a customer and have them attached to the appropriate customer record in the SAP system. such as: How do I want to search for the document? What is its lifecycle? What are the security rules? These are just a few rules that need to be defined. Resources Required for a Project 1. This is a simple and straightforward project because you are working on developing rules for only one type of document.indb 17 11/4/08 4:22:30 PM . Let’s image that this means over 300 unique types of documents. In fact. Implementing and using SAP DMS is therefore something every company should look into.4 EE Reduced time and effort spent on document management EE Ability to maintain document history to meet legal requirements These are just a few of the possible business benefits of SAP DMS. includ- ing the following: EE Business users: Business personnel who know about the rules for the docu- ments that are being stored. they are typically light in terms of configuration and transactions. As an example. and purchasing departments. The com- plexity of an SAP DMS project will be driven by the number of different types of documents you want to manage. you may have a completely different set of business chal- lenges to solve and benefits to achieve.3 SAP DMS Project Complexity In general. and depending on your environment. As mentioned previously. such as who needs to approve a document before it 17 240 Book 1. SAP DMS projects are not the most complex projects in the SAP world. you might want to manage all documents gener- ated by your engineering. They are not as complex as setting up finance or manufacturing. project complexity increases with the number of differ- ent types of documents to be managed. SAP DMS offers many benefits to all com- panies that own SAP software and generate documents.

The chapters that follow take you through more advanced topics such as defining and setting up security.indb 18 11/4/08 4:22:30 PM . infrastructure requirements. Chapter 3 reviews how to execute basic SAP DMS transactions. depending again on the number of documents you plan to store in the system. EE SAP Basis/IT infrastructure resources: The SAP Basis/IT infrastructure resources set up the infrastructure components required to support SAP DMS. you will start by answering some basic business questions. and what attributes are associated with these documents. This includes items such as content servers. and step-by-step instructions are provided. EE SAP application consultant: The SAP application consultant works with busi- ness users to define a process for each document being stored. and the use of BAdIs or user exits to enhance the basic functionality provided by SAP. This means that you will learn how to set up items such as document types. such as what types of documents you want to manage. The overall goal of the book is to prepare you for the implementation and use of SAP DMS in your environment. 18 240 Book 1. Setting up the infrastructure components is usually one of the first activities accomplished in a project. but you will also be able to configure and use it effectively. you will not only have a thorough understanding of what SAP DMS is. you will tackle how to configure the system. After reading this book and learning the material. TREX. In Chap- ter 2.5 How to Use This Book As mentioned earlier. in Chapter 4. Once this pro- cess is defined. additional attributes. Business users will work with the SAP application consultant to map out a process for the documents being stored. you can begin to use the system to store your documents. You may have one or several of each of these resource types. SAP application consultants map it to the SAP system and com- plete the SAP configuration. 1 Introduction becomes official. cache servers. Answering these questions is important because it sets you up to start thinking about how your SAP DMS implementation will function. and conver- sion servers. and status networks. 1. After you have completed the configuration. this book proceeds from simple to complex topics. Next.

and each chapter will build on the knowledge you gained in the one before it.7 If you are a beginner with SAP DMS. Chapter 2. including easy retrieval. and the ability to apply complex security rules for document access. As an example. This book is written based on the SAP DMS functionality available in SAP ERP 6. you do not need to upgrade your system to the latest SAP release to take advantage of SAP DMS functionality. Finally. you learned how to use this book. however. Most likely you can start working immediately using the release you have today. More advanced readers can start with the chapters they are interested in learning about. Summary 1. we have provided a brief introduction to SAP DMS. As mentioned previously. it is best to proceed through the chapters as they are ordered.indb 19 11/4/08 4:22:30 PM .6 A Note on the Availability of SAP DMS SAP DMS is available in SAP R/3 3. 1. 1. You learned that through SAP DMS.1 and up.6 and 4. and about the general availability of SAP DMS across SAP software releases. you will find most of the SAP DMS functionality described in this book available in much earlier releases of SAP R/3. and SAP Basis/IT infrastructure resources. You also learned about the three different types of resources required for an SAP DMS project: business users. you will identify questions you need to answer before starting your SAP DMS project. you can go directly to the chapter that covers the topic of security. 19 240 Book 1.7 Summary In this chapter. Advanced chapters assume that you have understood the con- tent in the previous chapters. You were then given an idea of how to judge project complexity based on the number of different documents you plan to manage. such as 4. SAP provides you with an enterprise document manage- ment system you can use without purchasing additional software. Therefore. if you understand the SAP DMS transactions and configuration activities.0. This is a modern release. SAP application consultants. but need information on how to set up SAP DMS security.7. You then took a look at some of the benefits of implementing SAP DMS. In the next chapter. secure storage. you will start with the simple and move to the complex.

Critical documents include CAD drawings. When selecting which documents to man- 21 240 Book 1. and considerations that you should take into account. and financial documents. which make up the intellectual capital and value of that business. test reports. This is the foundation to making sure your project will be successful. Without these critical documents. the information can be used effectively when you begin configur- ing and using the SAP DMS system. purchasing.1 Defining which Documents to Manage with SAP DMS The first step in your SAP DMS project is defining the documents you want to manage. On a daily basis. This chapter discusses the basic considerations you need to address before starting your SAP DMS project. sales.indb 21 11/4/08 4:22:30 PM . It’s much easier to reach a goal efficiently with planning and insight. whereas others are critical to the production and sale of products. engineering. Some generated docu- ments are trivial. Defining your requirements and goals is critical to project success. purchase. a business can generate thousands of documents. If a company is using SAP software. product specifications. it is most likely that business processes such as manufacturing. or sell goods. At this point in the process. These are the types of documents that should be managed within SAP DMS. product literature. you should be focused on defining your requirements and goals. and not so much on what the SAP DMS system can do. 2 Questions to Answer before Starting Your SAP DMS Project Before starting your SAP DMS project. After you prepare a solid foun- dation and plan. This chapter reviews information you need to address before starting your SAP DMS project. a company can’t create. 2. there are a number of questions you need to answer. and finance are being executed and managed within the SAP system.

2 How Documents Fit Into the Overall Business Process The next important step is defining how the documents you want to manage fit into the overall business process with which they are associated. Before a bicycle can be shipped from the factory. During this process. certain documents are required to move to the next phase or maturity level of the product design. For each step in the flow. 2 Questions to Answer before Starting Your SAP DMS Project age within SAP DMS. The assembly instructions are related to the finished good item material master for the bicycle in the SAP system. you should select documents that support such business processes. This makes the data more widely available. 2. You should look at what is significant about each document and what it feeds downstream or what it triggers.indb 22 11/4/08 4:22:30 PM . and these documents should be stored within SAP DMS. Are documents created or required at certain steps in the process? Which business objects are documents associated with? Map out your business in a process flow. Example You want to manage all documents associated with the engineering change process you execute within the SAP system. Multiple documents are generated and controlled through this process. signifying that they can be used to build prototypes but not production parts. you can identify which documents are required. you will need drawings released at a certain status. You might also have a business process or system check in place to make sure that the assembly instructions are stored in the SAP system before manufacturing and shipping of the bicycle can happen. If you are in the “prototype” phase of your product design. and included as part of the overall package. printed. less difficult to find. Key documents are then gathered into one location where the business process is being executed. and may be included as an item in the bill of materials (BOM). a document describing how the bicycle should be assembled by the consumer must be stored in the system. it is a best practice that each company has a process for the devel- opment and introduction of new products. and updates can be managed in a controlled manner. 22 240 Book 1. Along with the drawings. you may need documents such as specifications and finite elements analysis reports. Example Imagine that you work for a company that produces bicycles. As an example.

Along with the files.3 2. and which customers are using it. This will prevent you from creating an unstructured and unsearchable system. you are also storing attributes. These are a few examples of additional attributes you might want to maintain. This is an important topic. For example. This functionality is provided via the Index Server. 23 240 Book 1. you want to be able to search across the resumes to find qualified internal candidates. using the following attributes: EE Employee location EE Salary category (hourly. Beyond searching on attributes. which is a component of the SAP Knowledge Provider. How to Search for Stored Documents 2. When new positions or op- portunities become available. salaried) EE Willing to relocate EE Skill set EE Languages spoken EE Education level Searching on the above attributes will return a list of resumes that match the selection criteria. if you are storing CAD drawings you might want to know in which CAD application and release of the application the drawings were created. You might also want to know the size of the drawing. SAP DMS also offers you the capability to perform full text searches on stored documents. Examples of standard attributes stored with each file include the following: EE Description EE Owner EE Responsible lab office Along with standard attributes you can store additional attributes. which can be used to search for stored documents. Example You plan on storing the resumes of all of your employees.indb 23 11/4/08 4:22:30 PM . and you should make the necessary effort to define and add document attributes that are required to fulfill your search requirements.3 How to Search for Stored Documents With SAP DMS you are not just storing files or attachments.

31. 23 Configuration in SAP IMG.indb 197 11/4/08 4:23:32 PM . 70 Benefits. 116. 62. 92 CDESK. 148 C_DRAW_TCS. 154 Characteristics. 66 B Change Control Process. 24. 143. 76 C_DRAW_BGR. 143 Activate Workflow. 77. 23. 165. 161 Integration Scenario. 165 Drawings. Index A Data. 93 Type I and Type II. 144. 28. 76. 75 Customizing. 187 Additional Attributes. 66 Change Document. 145 Archiving Authorization. 182 Change Docs. 32. 143 Condition Builder. 26 CATIA V5. 144 C_DRZA_TCD. 117 Indicator. 122 C_DRZI_TCD. 52 CALS MIL-R Additional File. 22 Required. 66 Additional Data Tab. 120 AScEx. 40 BOM. 131 197 240 Book 1. 75 C_DRAD_OBJ. 148 Appl. 144 Application Files. 31. 144. 130 CL02. 181. 145 ABAP Objects. 116. 63. 23. 29 Data Migration. 21. 25 Access Control Lists (ACL). 76 Classification Search. 79 Business Process. 119 Authorization Objects. 76 CATIA V4. 72. 187 C_DRAW_STA. 187 CM Relevance. 85 Cache Server. 146 Activities for Documents. 116. 59 Archive Identification. 17 CL30N. 22 Change Number. 85 Business Users. 66. 122 Interface. 103. 116. 119 Attachments. 121 Authorization Group. 35. 23 C_DRAW_DOK. 119. 187 BOR Object Type. 147 ABAP. 105. 26. 34. 155 Application. 116. 62 C Class Maintenance. 79 Business Server Page. 96 Desktop.. 62 Class. Icon. 124 Integrations. 22 Check In. 92 CC04. 118 AutoDesk Inventor. 116 C_DRAW_TCD. 85 Class Type. 66 Alternative Screen. 107 Comparison Tool. 28. 24 BAdI. 123 CGM. 187 Activities for Recipient Lists. 175 CAD. 86 Business Objects. 144 Configuration of Web Documents. 117 AutoCAD. 84 Calcomp. 75 BMP.

88 Content Server. 177 Create. 47 Creators. 28. 58 Document Distribution. 121 CV02N. 112. 188 CV110001. 56. 109 DGN. 112 Revision Levels. 181. 92 DOCUMENT_STATUS01. 33 CV04N. 88 Consumers. 177 Document Key. 173 Document Description. 177 Versions. 50. 177 Dis. 105 Distribution Log. 111. 24. 56 CVDI0004. 64 CSADMIN. 96. 66 Conversion Server. 84. 181. 93 Conversion Process. 170 198 240 Book 1. 64. 188 Dialog When Overwriting. 177 Document Information Record. 175 CVAW_ENTIRE. 172 Document Data Tab. 64 Document Owner. 177 DOCUMENT_MAIN01. 41. 187 Object Links. 177 Copy. Lock. 96 D Document Retention. 56 CVDI0006. 103.indb 198 11/4/08 4:23:33 PM . 173 CVDS0001. 188 Workstation Applications. 167 CVDI0010. 104 Profile. 177 Delete. 28 Document Status. 177 DOCUMENT_ECL01. 92 CONVERTER_MAIN01. 57 CVDI0002. 177 Document Hierarchy. 79. 29 Delete File After Check In. 177 DOCUMENT_OFFINTEGR01. 177 DOCUMENT_MAN02. 177 Document Number. 189 CVI9. 28. 127. 111 Distribute Originals. Index Construction Drawings. 189 Data Check Off. 64 Document Part. 116. 176 Digital Signature. 76 DOCUMENT_STORAGE01. 127 Distr. 50. 64. 111 Define Container Element. 29 Default Class.. 109 Description. 188 CVDI0009. 72 Display Document. 188 CVDI0020. 169 CVDI0001. 72. 31. 108. 152 Laboratories/Design Offices. 171 Default Appl. 27. 76 CV01N. 98. 103. 116 Distribution Orders. 168 CV03N. 64 Custom Authorization Check. 49 CVDI0008. 25 Creating Document Types. 47. 100 Single. 93. 188 Word to PDF. 54 CVDI0007. 96. 119. 23 Conversion Scripts and Tools. 174 CVI8. 177 Search. WS applic. 83 Request. 173 Document Processing. 79 CV000001. 172 CVDI0011. 176 Deletion Indicator. 131 DOCUMENT_FILES01. 188 CVDI0003. 122 Customer Authorization Check. 89 Content Version. 31. 188 CV11. 189 DOCUMENT_PROC01.. 31. 177 DOCUMENT_NUMBER01. 90 Conversion. 25. 172 Document Access. 31. 172 DOCUMENT_AUTH01. 32 CVDI0005. 116. 56.

138 Language Dependent Description. 25 Layers. 56. 66 Internal Viewer. 91 External Number Range. 104 General Task. 95 Local Object. 66 File Format. Index Document Structure. 74 HP ME 10/30 MI. 154 J Example Workstation Application. 67 199 240 Book 1. 108 M G MAXDB. 55 Index Server (TREX). 112. 23. 79 Internal Number Range. 76 L File Suffix For Appl.indb 199 11/4/08 4:23:33 PM . 32. 175. 24 PC. 26. 22 Engineering Change Management. 107. 66 Dynamic Expressions. 104 Steps for Configuration. 55. 158 MCDOKDEL. 103. 189 DOCUMENT_WEB01. 144 Measurement Tools. 189 H Original File Check. 24. 99 JT F Direct Model. 58 Drag and Drop. 74 Document Version. 174 I Document Where Used. 75. 149. 153 Full Text Search. 98 GIF. Sel. 116. 75 EDMICS C4. 189 HPGL/HPGL-2. 77 Initial Version. 76 Event. 79 Lab Office. 144 DRAW. 66 Configuration Example. 181 E Initial Status. 189 Folder Structure. 88. 36 Formal Approval Process. 92 File Size. 92 Fld. 103. 99 ME10. 67 Form Routine.. 65 Engineering Change. 66 Description. 29 Benefits. 24 Front End Type.. 154 IGES. 58. 66. 75 JPEG. 23. 66 JPG. 160 Indexing Process. 138 I-deas. 108 Long Term Retention. 189 Document. 27 ECL Viewer. 80 Lifecycle. 94 ECM. 58 Document Type. 189 Integrated Viewer. 189 Infrastructure Requirements. 75 HTTP.

66 Multiple Languages. 92 PNG. 39. 169 Revision levels. 27 Portal iViews. 150 MIME Type. 79 Office Integration. 46 Prev. 89 Owner. 149 Object Oriented Programming. 79 Redline and Markup. Assgmt. 80 Multi-Step Workflow Definition. Index Medusa. 37. 120. 75 Roles.TRIFF.. 23 Check. 34 Reset Check Out. PICT. 66 Microstation. 66 PFTC. 66 Number Assignment. 44 Responsible Lab Office. 38. 70 Q External. 47 Revision. 57 Rev. 174 Release Level. 25. 92 Add. Lev. 25 200 240 Book 1. 1-6. 120 New Version Prototype. 59 Change. 105 OACT. 66 Microsoft Word. 23 Revision Levels. 183 Microsoft Office Integration. 24 Original File. 69 O R OACO. 70 Internal. 190 Project Resources. 29 MIL-RII . 190 Original Files. 100 Program Exit. 150 Processed Documents. 144 PDF. 190 Object Link. 54. 144 P Microsoft Office. 165 Release Flag. 43 PS. 29 Project Type Authorizations.indb 200 11/4/08 4:23:33 PM . 144 N Profile Key. 41 Product Structure Browser. 94 PCT. 80 Neutral File. 59 Pro/Engineer. 58 Review the Change History. 67 Object Linking. 46 Retention Period. 24. 91 PCX. 43. 72 Released. 17 Neutral Format. 66 Object Check. 57. 49 Display. 105 RAS. 29 Copy. 34. 190 Rename Temporary File. 75 Number Ranges. 129 Multiple Original Files. 70 Questions to Answer Before Starting Configuration. 75 Number Exit. 190 Redlining of Images. 22 Create. 26.

24 TXT. 34. 80 SAP Application Consultant. 32. 98 Terminating Event. 23 Installation. 157 SE80. 23 Benefits. 130 SE18. 140 Status Dependent Authorization. 98 Search Requirements. 75 Portal iView. 129 Start Processing For Documents. 56. 106 SCMSIP. 182 Status. 34 SolidWorks. 182 SAP Basis/IT Infrastructure Resources. 18 SMOD. 77. 140 Storing Files. 25 Triggering Event. 181 Display. 181 Security Requirements. 70 Availability. 31 Status Type. 79 SAP DMS Project. Strat. 57 201 240 Book 1. 42. 66 Sequence of Sources. 26 Implementing. 129 System Architecture. 32. 83 Transactions. 190 Security. 106 Tasks. 131 Sign. 17 Status Log. 180 Status Network. 115 TREX. 182 Start Authorization. 72. 106 T SCMSHO. 166 SAP Business Workplace. 69. 162 Solid Edge. 150 SAP GUI. 18 Simple Document Approval. 180 Start Conditions. 153 Sending Notifications. 47 Step by Step Instructions. 129. 138 Stereolithography (STL). 162 SCMSCA. 190 Project Questions. 116 CAD System. 19 Stamping Functionality. 155 Front End. 29. 23. 144 SAP Classification.indb 201 11/4/08 4:23:33 PM . 64 Front Ends. 140 Status Change. 15 SPRO. 66 Secure Storage. 130 Thumbnails. 166 SWU3. 94 SE38. 180 Graphic. 181 Start Document Distribution. 111 SAP Knowledge Provider. 105 Technology Behind Wed Documents. 165 Templates for Original Files. 66 Configuration. 57. 182 Standard Attributes. 156 SCMSMO.. 140 Superior Document. 57. Index S Set Up Web Documents. 155 Security. 96 Future. 179 Transport Request. 70 SAP Easy DMS. 144 SAP DMS. 57 SAP Enhancements. 29 SBWP. 92 Configuring. 23 TIF. 16 Standard SAP Authorization Objects. 180 Steps to Configuration. 118 Project Complexity. 175 BAdIs and User Exits.

indb 202 11/4/08 4:23:33 PM . 75 Virtual Reality Modeling Language (WRL). 150 Notification. 75 Workflow User Exits. 149 V Scenario. 90. 177. 148 Web Documents. No. 112 Use KPro. 100. 165. 132 URL. Index U W UG NX. 190 Version. 134 Unigraphics. 144 Configuration.. 92. 26 Version Assgmt. 75 Vers. 154 Definition. 149 Workstation Application. 129. 174 Wide Area Network Capability. 182 Builder.. 66 202 240 Book 1. Incr.