Customizing Document of Record Management System

Dear Experts,
I have implemented Document Management System for my client. In my new project client is asking for the implemention of Record Managemnt System. I am new to this module. Can anyone help me in getting standard customizing document of Record Management System.
I cheked the basic info about the same in SAP help,but that does not give customization steps.
Thanks for your inputs
Regards
Damodar Pai

Hi,
Please check SAP Netweaver Folder Management (ex-Records Management) [original link is broken] for documents on RM. Please check http://wiki.sdn.sap.com/wiki/display/ESpackages/RecordsandDocument+Management for info on repositioning of RM.
Best Regards,
Pragya

Similar Messages

Can we handle physical data storage through SAP Record Management System

Dear Experts,
how can we use Record Management system for handling the process involved in physical storage
of records ( like files, documents, boxes, x-rays etc) their retrievals, destruction etc.
Same as that how to handle space management, allocate space to store physical storage, retrieve the available spaces etc.
Any hint or reference to implement these requirements through Record Management System will be very useful.

Closing ..

Problem with custom development for documents in Record Management

In Record Management i have setup a record model. It contains Bor objects, documents, cases and so on.
Each kind of record managent object has it own requirements.
For the documents there is a requirement which demands that if the scandate is changed also the date till which the document must be helded in the system must be changed.
This cannot be done automatically via default SAP and i don't want to let the customers do it there selfs, to much risk they make errors, so this must be done via custom development.
The logic searches in a enhanced method for the right attributes from the importing list of available attributes of the particular document.
This is going well in the development system but when i transport it to the test system it fails. I have noticed that the content of a custom developed field ( for example ZSCANDATE) is loaded well but a default field like SRM_DOM_STORAGE_START not. The systems returns an error that the description of the attribute is missing. When i look in the DMWB ( DocuMent WorkBench ) i dont see errors, but afcorse there is one.
What can i have forgotten in my record management installation?
Offcorse the test system is a copy of a working development system, but you have also some things that are system dependent. and i think i have forgotten some of those..
If you have a idea let me know!
kind regards,
Anton Pierhagen.

Hi BalusC,
thanks for the quick answer. I tried it as you said and now I get a validation error in my h:messages tag on my jsf page after submitting the form. There are no errors in my JBoss console, just this one word on my jsf page. Do you have any idea what this could mean?
My two lists look like this:
private ArrayList<GroupBean> selectedItems = new ArrayList<GroupBean>();
private ArrayList<SelectItem> allGroups = new ArrayList<SelectItem>();The allGroups list gets filled like this:
for (GroupBean group: groups){
allGroups.add(new SelectItem(group, group.getName()));
}where groups is a simple collection of GroupBeans which I read from the database. This seems to be correct; at least my list of checkboxes shows the correct group names.
Now here is my selectManyCheckbox:
<t:selectManyCheckbox id="sensor_access" value="#{sensorBacker.selectedItems}" layout="pageDirection" layoutWidth="3">
<f:selectItems value="#{sensorBacker.allGroups}"/>
</t:selectManyCheckbox>Any idea what goes wrong here?
Thanks for your help!
Wiebke

Record Management System Status

I´m currently trying to use the status previously defined in RMS Status Management but the funtions "CLOSED" and "OBJECT LOCKED" fixed to events only shown the status ID name. Even if a record or a document has a CLOSED status assigned, it´s still possible to modify.
Could anyone help me please??
Thanks

Hi,
                 Transaction SCASEPS reads default values and then starts report SAPSRMSTART.
SUBMIT sapsrmstart WITH orgsps = p_orgsps
                    WITH orgrms = l_rms_id
                    WITH cfwsps = p_cfwsps.
If you start report SAPSRMSTART (transaction SRMSTART) directly you see the selection screen. If you know which parameters to use in order to get the required records management (I don't see this because I am not familiar with this topic) then you can code your own "SCASEPS" transaction:
Write a simple report that reads the required parameters (for selscreen of SAPSRMSTART) as SET/GET parameter (probably you have to define new SET/GET parameters). Then you SUBMIT sapsrmstart with this user-specific parameters.
Regards

Scanning Documents into Records Management

Hie Gurus
I would like to implement SAP Records management involving the scanning of documents into the RMS. I have the following questions.
1. Can the scanned documents be attached to a record automatically (is it possible that during scanning an event to create a record would be triggered automatically and the person responsible for the scanning will just have to enter the detail)
2. Is there a recommended scanning software that works well with SAP Records management stystem that i can use to scan documents directly into SAP RMS or dpes SAP have a scanning software that works with RMS.

Hi Partson,
It's really possible. I don't know if any scan software can do it, but "Kofax Capio" can.
Look this link:
http://www.dicomfrance.fr/dicom/europe/web_eur.nsf/0/DB0F15F62B6CD052C12571240057A071?OpenDocument&c=FR&l=en
Hope this helps,
Iván.

Business Content for Record Management System

Hi all,
Does anybody know if there is any available Business Content in the last release of BW, (SAP NW 2004s Add on 3)?
As far as I know, in prior releases , there isn´t any available BC to extract information from a RMS.
I know there are some BAPIs to reach the content in RMS and I wonder if we can use these to extract the information from RMS to BW.
Has anybody ever faced this kind of BW project?
Thanks in advance.

Hi,
I'm just facing the same problem, and I got the same conclusion that you: RMS Business Content is not available, and no news about its availability on future releases.
It would be nice to post something here if someone gets a way of extracting data (that BAPIs don't sound like an easy job).
Have a look:
Records Management Business Content
Regards,
David.

Records Management Sytem link to DMS Document

I'm trying to programatically create a document in DMS from Records Management System and create a link to the document. I can create the document using BAPI_DOCUMENT_CREATE2 but cannot figure out a way to link to the document.
Does anyone know if there is a BAPI or function module to do this?

HI Michael,
This cookbook gives an example of how to link a BO to record automatically. You can probably use the same concept
http://www.sdn.sap.com/irj/scn/go/portal/prtroot/docs/library/uuid/40be7649-72f7-2c10-03b9-c85d56eff2e5?quicklink=index&overridelayout=true
BAPIs SRM_RECORD_ADDELEMENT & SRM_RECORD_ADDELEMENTS can be used to add one or more than one elements in a record.
Please note that if adding an object to arecord is one processing step in a bigger process which may need access to same record again & again then it is better to use record APIs(methods of IF_SRM_SP_RECORD) . BAPIs should be used for one off access to records since every BAPI opens record, makes changes & then closes record.
For a bigger process which requires access to same record again & again, opening & closing records so many times becomes costly for performance.
Thanks & Regards,
Pragya

Records Managment Automatic Disposal of Documents

I have a customer request regarding automatic disposal of documents from Records Management after a predetermined amount of time has passed (i.e. legal retention dates have been met).Please advise if you have had to deal with this.
Cheers -
Jon

Hai,
Create a RECORD PLAN and mention the retention time and disposal period. Mention this record plan in the record plan positiion attribute of the particular document.
Regard,
Keerthika

Document Management System: Unique ID relation to RMS_ID and SPS_ID,

Hi,
I am working on a program related to records management system, where in I need to retrieve the details such as RMS_ID and SPS_ID related to the unique identification number provided.
Can anyone please let me know how to retrieve the RMS_ID and SPS_ID value corresponding to the unique identification number provided.
Thanks & Regards,
Manohar.

i'm not sure what you mean but would ask you to explain whether you are in a programming context or what?

Records Management vs DMS

Hi,
I believe RM and DMS overlap at several area.
Could someone explain the conceptual differences, pls?
Ádá

Dear Ivan,
Thanks for your response again,
We are using Archive link to maintain documents for HR ( at Infotype level) and also we are using Digital personell file a Part of RMS, for internally generating files.
how deeper is the integration between RMS and archive link document storage,we could integrate Archive link and Records management system so that any documents stored through ARCHIVE LINK Can be made available in RMS Folders,
but the problem is the Vice versa is not possible, as we would like to have those documents maintained or uploaded through RMS be available in Archive link ie ...a the HR transactions level PA30 Display Archived documents.
Pls suggest the integration available between RMS and Archive link storage.
also i want to know which is the best methodology to store HR documents weather RMS or Archive Link ?
Thanks and regrds
Priya S

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I am trying to configure custom AutoAttendant using Greeting Management System.
When I go to CiscoUnityExpress VoiceMail > CallHandling, I am not seeing "Greeting Management Call-in number" feature or setting.
Can anyone tell me to solve this problem?

Unity Express Greeting Management System and Emergency Alternate Greeting Configuration Example:
http://www.cisco.com/en/US/products/sw/voicesw/ps5520/products_tech_note09186a008025c5e0.shtml

Link between table EKKO-EBELN and DMS - Document Management System

Hi to all,
I wanted to know the form to connect or link the Document Info Record (inside "Define Object Link") to object DRAW (DMS) with table EKKO-EBELN (order head). In standard form it is possible to do it with EKPO (Purchase order item) This is in transaction DC10 Define Object Link.
Thanks!
Greetings
Martin

Hi Martin,
Within table DRAD you can see all linked objects to a specific document info record (DIR).
To be able to link objects to DIRs you have to maintain the correct objects in customizing.
First of it is necessary to maintain the correct screen numbers for all needed objects within the customizing. Therefore go to transaction SPRO and select
Cross-Application Components
> Document Management
> Control Data
> Maintain Screen for Object Link
Here you can enter all needed SAP objects with the name and
the related screen number. If you do not know the object or the screen number you can display a list of all SAP standard objects in transaction SE80 under function group CV130 ("Screens").
So for material master you maintain the following entry:
SAP object Screen Description Auth.
MARA 201 material master 1
Please note that the system automatically adds the leading "1" which is displayed in function group CV130 under
"Screens". So for object MARA you just have to enter 201 instead of 1201.
The value "1" in the column "Auth." is necessary to grant that always the latest dynpros and authorizations were used when linking this object to an document info record. This will avoid different problems by displaying linked documents from the object side.
The next step is to decide which objects should be used in the different document types. Therefore please go to transaction DC10 and choose the relevant document type. Afterwards please select "Define object links". Here you can
add all needed objects only by entering the object. The correct screen number is taken automatically. Also note the blue information buttons in the upper right corner which contain further necessary information about the possible settings of the current screen.
After doing these settings in customizing you should be able to link the maintained objects to document info records and oppositely by using the DMS transaction CV02N (tab "object links") or the object related transactions.
Important notes regarding the object link functionalities are:
Note 880077: Performance problem using object links
Note 885977: Extension to note 867241 on object links
Note 926060: Extension of note 885977 for object link Purchase Order
Note 960202: Object Links Deleted While Adding New Objects
Note 1002648: Wrong behavior while using RFC_CHANGE_DOCUMENT_MASTER

Credit Management System - Update of SD Documents after CMS start

Hi,
we are starting CMS functionality in our SD module. CMS (Credit Management System) works remotely by an XI connection. When we switch to use CMS in production system, we have to transfer all opened orders (not yet invoiced) to CMS system.
How can we achieve it? Can program RFDKLI20 (t-code F.28) be used for this purpose? Does it require any settings to point out the CMS connection?
Thank you
/BR

Hi Wojciech
CREDIT MANAGEMENT
Credit and risk management takes place in the credit control area. According to your corporate requirements, you can implement credit management that is centralized, decentralized, or somewhere in between.
An organizational unit that represents the area where customer credit is awarded and monitored. This organizational unit can either be a single or several company codes, if credit control is performed across several company codes. One credit control area contains credit control information for each customer.
For example, if your credit management is centralized, you can define one credit control area for all of your company codes.
If, on the other hand, your credit policy requires decentralized credit management, you can define credit control areas for each company code or each group of company codes.
Credit limits and credit exposure are managed at both credit control area and customer level. You set up credit control areas and other data related to credit management in Customizing for Financial Accounting. The implementation guide is under Enterprise Structure -> Definition or Assignment -> Financial Accounting and then Maintain credit control area. You assign customers to specific credit control areas and specify the appropriate credit limits in the customer master record.
Settings for determining the credit control area of a document. The settings of items 1 - 4 are taken into account according to their priority. The credit control area found is stored in field VBAK-KKBER.
1. Transaction OB38
Check which credit control area is assigned to the company code.
Company code:
Credit control area:
2. Transaction OVFL
Check which credit control area is assigned to the sales area.
Sales area:
Credit control area:
3. Transaction XD02 or VD02
Check which credit control area is assigned to the payer.
Payer:
Credit control area:
4. Transaction SE37
Is user exit EXIT_SAPV45K_001 being used?
5. Transaction OBZK
For the settings under items 2 - 4, field "All company codes" must be marked in Transaction
OB45, or the credit control area must be entered under the relevant company code in table
T001CM of the credit control areas allowed.
Company code:
Credit control areas allowed:
6. Settings for the credit checks
7. Transaction OVAK
Which settings do exist for the sales document type used?
Sales document:
Check credit:
Credit group:
8. Transaction OVAD
Which settings do exist for the delivery type used?
Delivery type:
Credit group for delivery:
Credit group for goods issue:
9. Transaction OB01
Credit management/Change risk category
Definition of the risk category for each credit control area. This risk category can be
assigned to a credit account by using Transaction FD32.
10. Transaction OVA8
Here, the individual credit checks for key fields
o credit control area
o risk category
o credit group are set. Take these key fields from the above settings and go to the detail
screen. In particular, check whether fields "Reaction" and "Status/block" are set
correctly. To carry out follow-up actions in case of a credit block, the credit check
status must be set (field "Status/block").
11. Transaction FD32
Credit master data for the payer of the relevant document.
Credit account:
Credit limit:
Risk category:
Currency:
12. Settings for updating the credit values Update of the credit values is required for the limit
check (static or dynamic credit limit check).
13. Transaction OVA7
Update of the credit value is active for the corresponding item type if the check box is marked. This field corresponds to
field "Active receivable" in Transaction VOV7.
Item type:
Active receivable:
14. Transaction V/08, Pricing
In the pricing procedure used for pricing, subtotal "A" must be entered in a line for
determining the credit value (mark the pricing procedure and doubleclick on "Control").
Usually, the net value plus taxes is used. This way the system is determined to use this
subtotal for credit pricing. The credit price is stored in field VBAP-CMPRE and used for
update and credit check.
You can find the used pricing procedure of the order under "Item -> Condition -> Analysis".
Pricing procedure:
Line with subtotal = 'A':
15. Transaction OB45
Which update group (field "Update") do you use in the relevant credit control area? The
default setting is "12". If you use another update group, check whether this is fine with
you. If you open an OSS message, please tell us the alternative update group.
Credit control area:
Update:
16. Transaction OMO1
Which kind of update did you choose for structure S066?
In any case, "Synchronous update (1)" has to be chosen as the kind of update.
All other settings will lead to errors.
Reward if useful to u

I'm looking for a document management system

Hi there,
I'm looking for a way to organize, sort, and make searchable about 1200 Microsoft Word Documents. The way our company uses them is to search for individual documents, and also to group them to create customized packets that are used for training.
Once a group is created, I need a way to print easily. The other problem is that 60% of the documents are designed for learning so they have an instructors filled in part, and a learners blank part.
Question 1: Should I separate each document, make the instructor version a separate file? Today, it is one file, with page 1 for the instructor and page 2 for the learner (some docs have more than one page.
Question 2: Does anyone know of a web plugin or app that will take a collection of word documents, and automatically combine them into 1?
2 years ago, we created a php searchable system and uploaded all docs into it. It workds pretty well for organizing, searching, grouping, and adding comments about the docs... BUT when it comes time to print, it only downloads a folder filled with all the SEPARATE word files. They are numbered, but because they are not one doc, page numbering is a bear, and each doc has a instructor and learner page... for printing, the trainer needs to tell the office staff which page to print for each handout. the instructor copy or leaner copy. Once a master is made, we photocopy it. So the question: Is there an easier way to create 1 file with all the pages? Like convert to PDF or to a single MS Word document?
Any suggestions are welcome!
PS: while we are an all mac shop, we do have a dedicated webserver running linux that we could use.
PPS: I will have interns this summer, so if the solution involves converting all of our MS word docs into something else like pages, I'm all for it...

It sounds to me like DevonThink might just replace the php system that you already have.
One way to tackle this might be to look at automating the combining process, rather than changing the overall management system. Various thoughts:
If the docs were pdfs, a program like CombinePDFs would let you drag and drop all the files onto a screen, re-order them if necessary, and then hit Merge (actually, I think Preview would let you do this, in Leopard). That might help. However, I don't think it would put on page numbers.
I'm pretty sure Acrobat would let you combine the PDFs and add page numbers, or perhaps take the combined pdf file and just add page numbers to that. (Not sure if this might require Acrobat for Windows)
Alternatively, you could tweak the docs themselves so that they use a form of chapter numbering, eg: "PDF Introduction-1, PDF Introduction-2" and "PDF-Advanced-1, PDF-Advanced 2" and then not worry about the page numbers. I wouldn't exactly recommend this, as it's pretty useless to say "turn to page PDF-Intermediate 3" and have people find that page, but it's been done.
Since they are already Word docs, though, it might be best to stick with Word. Word 2008 has Automator and Applescript, and it should be possible to write an Automator or Applescript such you just drop the documents on an Automator app, and it combines them, adds or updates the page numbers, maybe creates a Table of Contents, and spits out an assembled document.
That said, I don't know how to do that. There is a Combine Word Documents automator action, certainly. You could try asking over in the Word forums:
http://www.officeformac.com/ProductForums/Word/
Or here's a macro that should work in Word 2004 (but not 2008)
http://www.gaebler.com/How-to-Combine-Multiple-Word-Documents-into-One-Document. htm
This will work best if all the docs are formatted consistently, based on the same template. If they are not consistently formatted, then the formatting will probably change when you combine them in Word, and that would be an argument for converting them to PDF before combining them. It should also be possible to create an Automator action that will convert all the docs in a folder to PDF.
I doubt there is going to be anyway to automate the instructor/learner copy--someone will have to do that manually, but it does suggest that if you create separate files for each one, it will be easier to do the search, download the found files from the resulting folder, and then manually just delete the learner file from the folder rather than having to open up the instructor file and delete part of it.
So, some potential experiments to try. Hope that helps.
Automator to convert the docs to PDF and then Acrobat to combine and number the pages might be your best bet.

Setting up a Document management system in SharePoint 2013

Hello All,
I have come across a scenario where Customer needs a Document management system for their organization.
They want to keep the documents of different departments like sales, HR,Finace in corresponding folders and want to include a workflow for approval of the Documents. Also, Documents related to particular department can be modified or added by users in that
department.
I thought of creating a seperate site collection for this purpose & document libraries of each department, setting up the permission on document library level. Is this a correct approach?
I am new to Enterprise content management system of sharepoint. Can anybody give me a guidance on this how to get started.
Regards
Vishnu
dfd

Creating separate site collection for each department will help you scale and grow better and easier to group SharePoint sites together.
Refer to the following articles which will give you an idea about the plan you should do before building a Document management system
http://technet.microsoft.com/en-us/library/cc263267.aspx
http://blogs.msdn.com/b/sgoodyear/archive/2009/07/25/determining-between-sharepoint-site-collections-and-sub-sites.aspx
http://atinkerersnotebook.com/2013/10/02/creating-your-own-document-management-system-with-sharepoint/
http://community.dynamics.com/ax/b/tinkerersnotebook/archive/2013/10/02/creating-your-own-document-management-system-with-sharepoint.aspx
--Cheers

Customizing Document of Record Management System

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