DMS Document structure

Hi Friends,
We are implementing DMS in our organization. Our file storing system is explained below.
1st level - Vendor name (like Nyro / Hydraulics / techno )
2nd level - Project name (like A1 / A2/ A3)
3rd level - Dept. (like Civil / electric/ admin)
4th level - Type (like Drawings / docs / memos)
Can we do thru Document structure or by classification (by creating characteristics / class and attaching to doc. type)
Which one is better way ? If we use document structure can we authorization for each level objects like in 2nd level one person is authorized for A1 another for A2 like way other levels also.
Regards,
Sai Krishna

Hi Sai,
mainly you can work with both ways. The creation of a class which enables your users to classify each document info record and then control the permissions with the suitable authorization objects or by a BADI implementation will work.
Another solution would be to create a document BOM structure in CV11 or with the help of the new browser function in ECC 600 release. For further information on the browser function please see also the following link http://wiki.sdn.sap.com/wiki/display/PLM/NewFunctionalitiesinERP2005.
Additionally I think that EasyDMS could also be a solution to setup this scenario for your user. In the above SDN WIKI area for DMS you will also find a special content part for EasyDMS too.
In the release ECC 600 with EA-PLM extenstion you can use the ACL authorization concept to add individual authorizations for
users to single document info records. This could be useful to allow one user to enter folder A and another to enter only folder B.
I hope that this information could be useful for you.
Best regards,
Christoph

Similar Messages

  • Document structure, Document Hierarchy, Document line Item Bom

    hi, All
    I m confustion in the following,
    1.Document structure,
    2.Document Hierarchy,
    3.In Material bom- DOCUMENT [CS01/2]
    We can enter so many document in the above activities.
    I m confusion with Document structure and Document in material Bom [CS01/2].
    I linked documents in CS02 but Those will shows in DMS but Can't opens. I don't know what is the use creating link in CS02, even though this document not triggers Production order.
    [For document structure needs Change number that i know.]
    But actual use or application i dont know. Could Explain with Exmple.
    Rgds
    Ben

    hi,
    niranjan,
    I created a object link for Bom Item [STPO_DOC] and Bom header  [STKO_DOC] using T-code CS01. This BOM item, BOM Header triggered in DMS. From DMS I am trying to display cs03, But system wonu2019t allow to display.
    And secondly I am trying to link document from DMS to sap object- Material Bom [STOP]
    But system wonu2019t allow.
    How i can establish link materail bom and dms.
    Rgds
    Ben

  • Looking for function module to clear document structure

    Hello,
    we want to use Easy DMS for quick check-in of documents. Therefore we need a folder (document structure) to move all new documents in this fixed defined folder. Now we want to clear every night this folder. Does anybody know, which function module could I use?
    Thanks a lot for any support.
    Best regards.
    Markus

    Hello Iring,
    thanks a lot for your answer. BAPI_DOCUMENT_CHANGE2 is a solution, but in this case I have to read everytime all documents. In my case I know already the folder number (document structure) and therefore I'm looking for a function module to give just the folder number to clear, which would be the best way from performance side.
    Anyway thanks a lot for your answer.
    Regards.
    Markus

  • Error while linking DMS document in cProject

    Hi,
         When I link the document of DMS in cProject an error  message
    `` Link Not Possible: The SAP R/3 DMS document info record contains orig( Message number 26 000)``
    is appearing. I could search the list of documents . I am facing this issue only selecting and clicking the continue button under SAP DMS tab in cProject. RFC is doing well. Pls help me to solve the issue.
    Regards,
    Ramesh

    Hi,
    Please check after using following steps.
    Goto - SPRO -
    > Collaboration Projects---->Structure---> Define Project Type
    Please select the your project type and check SAP DMS is selected under tab Active Function.
    Regards

  • Block deleting DMS Document from user that is not initiator

    Hi All
    Hello
    I Want to Block deleting DMS Document ((CV02N)
    form all users that are not the initiators of the Document or
    Bolcking for all user
    for that I created new user authrization for CV01N,CV02N
    without authorization for delete
    I created a DOC in SPS (production) No 3001591
    but I successed to delete the doc through cv02n
    in the buttom icon for delete original
    There is an option to block any user or specific form delete document ?
    If there is no option for that there is an user exit that I can used ?
    Thanks in advanse for your help

    Hello,
    it is possible to extract DMS's file to application server directory:
    FUNCTION Z_DMS_VIEW.
    ""Interfase local
    *"  IMPORTING
    *"     VALUE(DOC_NUMBER) LIKE  BAPI_DOC_DRAW2-DOCUMENTNUMBER OPTIONAL
    *"     VALUE(DOC_PART) LIKE  BAPI_DOC_DRAW2-DOCUMENTPART OPTIONAL
    *"     VALUE(DOC_TYPE) LIKE  BAPI_DOC_DRAW2-DOCUMENTTYPE OPTIONAL
    *"     VALUE(DOC_VERS) LIKE  BAPI_DOC_DRAW2-DOCUMENTVERSION OPTIONAL
    *"     VALUE(ORIGINAL_PATH) LIKE  BAPI_DOC_AUX-FILENAME OPTIONAL
    *"  EXPORTING
    *"     VALUE(P_RETURN) LIKE  BAPIRET2 STRUCTURE  BAPIRET2
    *"  TABLES
    *"      DOC_FILES STRUCTURE  BAPI_DOC_FILES2 OPTIONAL
      CLEAR:   doc_files.
      REFRESH: doc_files.
      DATA: i_doc_files like bapi_doc_files2.
    DATA: i  type i.
    i = 2.
    while i = 2.
       i = 2.
    endwhile.
      CALL FUNCTION 'BAPI_DOCUMENT_CHECKOUTVIEW2'
        EXPORTING
          DOCUMENTTYPE    = DOC_TYPE
          DOCUMENTNUMBER  = DOC_NUMBER
          DOCUMENTPART    = DOC_PART
          DOCUMENTVERSION = DOC_VERS
          DOCUMENTFILE    = i_doc_files
          GETSTRUCTURE    = '0'
          GETCOMPONENTS   = 'X'
          ORIGINALPATH    = ORIGINAL_PATH
          HOSTNAME        = ' '
          GETHEADER       = 'X'
          PF_HTTP_DEST    = 'SAPHTTPA'
          PF_FTP_DEST     = 'SAPFTPA'
        IMPORTING
          RETURN          = P_RETURN
        TABLES
          DOCUMENTFILES   = DOC_FILES.
    ENDFUNCTION.
    ORIGINAL_PATH must be a directory of application server.
    By background is not possible (I don't know how can we do that) download thsi file to PC.
    Then with the file in application server we can :
    - to map application server directory in a drive unit of Pc
    - to transfer with a ftp client from Pc
    - rfcexec
    But always the bapi can not download the file: it must be a process in Pc who transfer the file.

  • Document Structure

    Dear Experts,
    Scenario:
    Create document in DMS with status IE In preparation.
    Change the document with status Release
    Before release of the document we validate that the respective documents are stored in respetive folders.
    Documents are stored manually by using CV12.
    Some times user stores the document with status IE in the folder which we want to validate as
    Only documents with released status should get stored in respective folders?
    I could not find any BADI / USER EXIT for this functionality?
    Can any body help on this ..
    Thanks and Regards
    Rane

    Dear Kristoffer
    Thanks for the reply
    Document_storage01 is used for storing Originals.
    What I am doing is DIR is being stored in Document structure say XYZ.
    So I need to validate at the time of transaction CV12 and not while check in process.
    Thanks and regards,
    Rane

  • DMS Designing structure

    Hi Friends,
    We are implementing DMS in our organization. Our file storing system is explained below.
    1st level - Vendor name (like Nyro / Hydraulics / techno or code : A112 , A113, A114 etc...)
    2nd level - Project name (like  1130 / 1131 / 1132 )
    3rd level - Dept. (like Civil / electric/ admin)
    4th levl - Incoming / Out going docs.
    5th level - Type (like Drawings / docs / memos)
    We want to give authorization to one group combination of levels like in 1st level - Nyro, 2nd level- A2, 3rd level -3rd level - admin, so on...our requirement is to store documents at various levels  along with authorization.
    our requirement is not to have individual doc. authorization, which we can do on each document on authorization tab assigning user / user group.
    We need to send the work flow item to different set of persons on storage of document on each level on each status. Like if we store  doc. for Nyro - 1130 - civil - incoming - Drawings (considering livels of above example) work flow should  go to A1 goup other wise with to another group.
    We can do this with  classification (by creating characteristics / class and attaching to doc. type) but I can't have authorization at individual class or characteristic , i.e. I can control at doc. type only. Since we have three characters for doc. type code we need to make many doc. types considering above scenario.
    If we use three characters of doc. type, lab office or authorization group can be used for other levels but we can't send work flow item.
    By using Document structure we can make BOM by linking the two or more docs. with qty.
    Is there any best way using SAP DMS ? Now we are implementing SAP R/3, not plans to invest in another software.
    Regards,
    Sai Krishna

    Hi Sai,
    It's definate that the reuirement not get addressed in standard environment. Better way write a abap programe with workflow with user gropu or levels predefined and irrespective of status the group will be intimated or communicated.
    Discuss with abap person who knows workflow very well.
    I hope this will be helpful one.
    Regards,
    Ravindra

  • Document Structure Solution

    Hi all
    I'm reading about Document Structure and I have a question.
    I wanna create a Structure (1) for user and they only base on this structure to create new Document Structure themself
    I mean Structure (1) is something like the process and user just base on this...
    Can I create this ? And where can I create this in DMS.
    For example:
    I have a Structure (1) [not Document Structure]
    A (1)
    |
    |____|B (2)
    |____|C (2)
    |____|_________D (3)
    A,B,C,D are Document type
    And when user create Document DIR they have to base on this Structure (1)
    I try to make my problem clearly with everyone... But so hard to get it. If you don't understand me you can ask for more information.
    Regard
    An NLP
    Edited by: An NLP on Mar 18, 2010 3:16 AM
    Edited by: An NLP on Mar 18, 2010 3:17 AM
    Edited by: An NLP on Mar 18, 2010 3:18 AM

    Hi Amaresh Makal 
    Thanks for your caring my problem. I use another example and hope you can understand what I want.
    A,B,C,D are Document Types.
    And have a rule: A must have B,C,D
    I mean
    When users create a document in Document Type A, they have to create the documents in other Document Types: B,C,D.
    And document in A is only released when the documents in B,C,D are released.
    I want a structure (like Document Structure) for Document Type and it is used for all of documents in that Document Type.You should notice that I'm talking about Document Type not Document
    Maybe, It's impossible to do because I can't find out anything to link the Document Types in DMS.
    Finally, If it cannot be done and do you think SAP DMS need a system like that ?
    Regards
    An NLP

  • Is posssible to create Document structure in KM ?

    Hi All,
    Similar to DMS, Is it possible to Create a Document Structure in KM?. or Is it possible to link various documents ?
    Thanks
    Badri

    Hi Jenn,
    As such Km doesn't allow document structure. The only possibilities is to have an iview of DMS or use the DMS connector ( This is based on the Variants in the search of documents). Both were not much of help.
    - As of records management we were able to get the repositories into the KM. We couldn't use KM for records management because of the regulations as well as KM is meant for sharing the information where as records management has very specific conditions to satisfy.
    How ever we are thinking of using the Public sector Records management and intergrate within KM.
    Hope this helps
    Cheers
    Badri

  • Cross-Organization Document Structure Standards

    Sept. 12, 2007
    Where each of many document providers are sending similar documents to many document receivers, could standard document stuctures be developed for Live Cycle so that document providers that have Live Cycle could use the standard document structures and avoid having to independently develop a structure similar to structures developed by its peers?
    For example, title insurance companies provide documents to loan underwriters at banks, including duplicate policies. Could industry-wide standard documents be developed so that all title companies could use them? The receiving banks would store them in their underwriting file.
    Another example is building property managers (among others) often ask for certification that a tenant's sub-contractor (or supplier) provide certfication that it has liability insurance or that the property manager be added to the liability insurance policy. The liability insurance companies print the certificate and mail it (US Postal Service). Could this postal mail be replaced by a Live Cycle industry-wide certificate structure?
    Milo Fleck

    Hi Sai,
    mainly you can work with both ways. The creation of a class which enables your users to classify each document info record and then control the permissions with the suitable authorization objects or by a BADI implementation will work.
    Another solution would be to create a document BOM structure in CV11 or with the help of the new browser function in ECC 600 release. For further information on the browser function please see also the following link http://wiki.sdn.sap.com/wiki/display/PLM/NewFunctionalitiesinERP2005.
    Additionally I think that EasyDMS could also be a solution to setup this scenario for your user. In the above SDN WIKI area for DMS you will also find a special content part for EasyDMS too.
    In the release ECC 600 with EA-PLM extenstion you can use the ACL authorization concept to add individual authorizations for
    users to single document info records. This could be useful to allow one user to enter folder A and another to enter only folder B.
    I hope that this information could be useful for you.
    Best regards,
    Christoph

  • ALE Document Structure

    We currently ALE documents from one SAP system to another using DOCMAS and CLFMAS message types.  Now we would also like to ALE the document structure for our 3D assemblies.  I'm not sure of the proper method to do this.  We have set up a new ALE path for the message type BOMDOC.  Now when we ALE documents using BDA5 the document structure is ALE'd through BOMDOC along with DOCMAS and CLFMAS to the target system.  However, the document structure is not updating properly.  The document structure on the target system grows each time you send the same document, instead of deleting and updating appropriately.  We are on ECC 6.

    Hi Meenakshi
    Document structures help you organize complex information (documents) by creating information units. For example, you can use a document structure to manage the entire documentation on a very complex product, which consists of a text file, several technical drawings, photographs, various service manuals, and films containing operating instructions.
    You can use a document structure as an assembly more than once in different BOM categories . You can create a where-used list to determine the BOMs and document structures in which the assembly is used.
    For More Info Check this help in details.
    http://help.sap.com/saphelp_erp60_sp/helpdata/en/c1/1c296d43c711d1893e0000e8323c4f/content.htm
    Yess you can use this functionality of Document Structure in scenario where design depart ment prepares various design drawings of a reactor vessel.So this reactor is broken down into various parts ( BOM).With the help of Document structure these relation can be maintained in SAP DMS.
    If you have IDES system installed in your company go through the examples given in it .
    With  Regards
    Mangesh Pande

  • Enable Document Structure and Document Hierarchy

    We have enable the document browser in SPRO, but the folder do not appear in a hierarchy.  In other words, I can create a FOL type DIR, but it looks like any other document type.  I can not navigate into the folder and add sub folder and documents to it in the Document Browser.
    Is there a configuration that we are missing?
    Max points to the first correct answer.

    Dear Andrew
    First of all please note that in SAP DMS, you cannot view Folder structure as you would expect.
    If you want to create a Folder in SAP DMS follow these steps :
    - First create a DIR using CV01n
    - Convert the DIR into Document structure in CV11 giving Doc. type and Document number
    - Now the DIR is a Document Structure ( Folder) and add other DIR s into it
    - You can also add other Document Structures into this and those will become Sub Folders.
    This is a very time cosuming procedure and if u have large requirment of creating Folders and Subfolders, better install SAP Easy DMS
    In SAP Easy DMS  you can create Folders and Subfolders as in Microsoft Explorer.
    You can dowload SAP Easy DMS from http://service.sap.com and install.
    SAP Easy DMS is very user friendly tool and requires little training for end users to understand compared to SAP DMS.
    Regards
    Aby

  • How to find the Internal Document Structure Number STLNR from the DIR Key

    Hello:
    Our requirement: When a user moves the Header DIR of a Document BOM to Released Status, we need to check if all the BOM Items in this Document BOM have also been released (in Status Released). If not, we need to give the user an error message informing them which component DIRs need to be released before the system will allow them to release the Header DIR. We can do this by entering the DIR Key of the Header DIR and find out the Internal Document Structure Number (Document BOM Number = STLNR for BOM Category Document Structure STLTY = D) from the available input of the DIR Key DOKARDOKNRDOKTL+DOKVR. Then we need to use the value of STLNR in Table STPO to find the Document BOM Items and check the status of each BOM Item DIR.
    If Table STKO had DIR Key as an input we would have our solution, but alas it does not. Can anyone point us in the right direction by suggesting how to get to STLNR from the DIR Key? Your help would be much appreciated!
    Niraj Pant

    Hi Niraj,
    the STLNR should be contained in structure rc29k. You can also use the DMS BAPI DOCUMENT_GETDETAIL2 with parameter GetStructure or DOCUMENT_GETSTRUCTURE. With these BAPIs you should be able to determine the document structure to an existing document info record. For further information on the mentioned BAPIs please see SAP note <a href="https://service.sap.com/sap/support/notes/766277">766277</a>  which contains a complete documentation on all existing DMS BAPIs.
    Best regards,
    Christoph
    P.S.: Please reward points if this information was usefull.

  • Print a dms document from BSP Page

    Hi,
    I need to send a DMS Document to the local printer directly with out opening it in SAP BSP.
    I was able to download it to Desktop. but requirement is to send it directly to the printer.
    Please help..
    Thanks..

    Hi,
    I need to send a DMS Document to the local printer directly with out opening it in SAP BSP.
    I was able to download it to Desktop. but requirement is to send it directly to the printer.
    Please help..
    Thanks..

  • DMS document output in SOP report

    Hi all,
    I want to OUTPUT a DMS document in SOP Report template. But it is not reflecting in my SOP report  though I have fullfilled the prerequisites.Here are my steps that i carried out
    1)  I have linked the DMS doc. in a value assignment in user defined text.
    2) The DMS document type is SBV.
    3) The required document indicator tick is alos ensured in specify user defined text types in BASIC DATA & TOOLS in customizing.
    3)It is also ensured that the EHS <> DMS doc types are linked in customizing.
    4) I put the symbol in wwi report template under GESTDHEADE HEADER User-defined text .
    But when I run the preview (cg42) the space where I have assigned the symbol is blank.
    I even tried to put my required data in Long text in user defined text tab assigning REMARKS as user defined text type but there is no output in  REPORT when i carry out preview.
    Requesting your  comment what shall be the cause of this .
    Regards,
    Ashish pradhan

    Hello all
    the document type SBV should not be used or used only carefully regarding this. I recommend to use a customer specific document type. SBV is related to WWI report templates. Furthermore make sure that generation variant fits usage of data record in which you have set up the document which is located in the user defined text (Active indicator of usage must be set). I know cases in the area of access problemes so that the WWI could not retrieve the user defined document. PLease make sure that you have "checked" WWI layout without error (WWI Check).
    PLease check this:
    if you have uploaded e.g. an rtf file and created a value assignment and you have uploaded the document to be stored in the user defined text than the document is "there". That means: in this process the SAP EH&S process generate a new unique id which should show up in the user defined text (there somthing like this should show up: SBV WWI 0000111223 numbers...)
    Using this unique ID you can check if the document is really in DMS available. Furthermore depending on the EH&S release (support package etc.) you could check this. If you "click" with the mouse key on the unique id (refer above) the SAP EH&S system should upload directly to your client computer the document and start immediatly the corresponding application (e.g. word etc.) . In doing so you can check if the document is "really" there
    May be you need to check further DMS customizing. E.g. depending on the document you have used in upload there is a missing link to the "type" of document. .E.g. the EXCEL macro regarding standard SAP output variant links to I believe a seperate document type
    Hope that helps
    With best regards
    CB

Maybe you are looking for