Document Management within PM

Hi,
are there any sources which are giving insights and descriptions on document management within SAP PM? Does anybody have experiences with document management within PM?
Best regards,
Dennis

Dennis,
You can use the standard Document Management System (DMS) for this purpose.
See [here|http://help.sap.com/saphelp_erp60_sp/helpdata/en/c1/1c31a243c711d1893e0000e8323c4f/frameset.htm] and [here|http://help.sap.com/erp2005_ehp_03/helpdata/EN/01/d549fc4ab311d189740000e8322d00/frameset.htm] for more info.
PeteA
[www.pjas.com]

Similar Messages

Philadelphia VFP User Group--Tuesday, April 14--"Document Management within Visual FoxPro"

The Philadelphia VFP User Group meets Tuesday, April 14 at 7:00 PM in room 104, DeVry University, 1140 Virginia Drive, Fort Washington, PA. As usual, feel free to bring some dinner and come as early as 6:30 PM.
This month, member Jim Connolly will speak on “Document Management within Visual FoxPro.”
Abstract: I created programs that will create an electronic filing system. The programs read the bar codes from the invoices and files them in electronic storage. This allows the end user to view the documents with a single click in the app. I will show the
class how to setup the bar code reader and to accept individual scans for easy access. There are some recommended programs that will assist in the process. I will present them along with the Fox Pro program.
We need speakers for upcoming meetings. Please let Jim ([email protected]) know if you have something to share with the group.
http://vfpphilly.blogspot.com/

The Philadelphia VFP User Group meets Tuesday, April 14 at 7:00 PM in room 104, DeVry University, 1140 Virginia Drive, Fort Washington, PA. As usual, feel free to bring some dinner and come as early as 6:30 PM.
This month, member Jim Connolly will speak on “Document Management within Visual FoxPro.”
Abstract: I created programs that will create an electronic filing system. The programs read the bar codes from the invoices and files them in electronic storage. This allows the end user to view the documents with a single click in the app. I will show the
class how to setup the bar code reader and to accept individual scans for easy access. There are some recommended programs that will assist in the process. I will present them along with the Fox Pro program.
We need speakers for upcoming meetings. Please let Jim ([email protected]) know if you have something to share with the group.
http://vfpphilly.blogspot.com/

Using Document Management within SAP

Hi,
I'm relatively new to SAP and need to have some information about using the Document Management Services within SAP. As with other ERP products there are drawbacks to allowing this functionality such as disk space concerns, upgrades, performance issues. Based on some other threads I've read about this it looks like some of the options can be disable to eliminate some of the disk space concerns.
Could anyone point me to a good document that describes Document Management Services and the benefits/drawbacks? I would also be extremely interested in personal experiences of why you would and wouldn't use it.
Thanks,
Julie

Hi, Julie
Purpose;
The Document Management Service (DMS) is a service of the information management infrastructure provided by the Knowledge Provider within the framework of SAP Web Application Server. The central task of the DMS is to process documents and document-like objects on the basis of application-specific content models. Only the DMS can modify document administration data and save this data in a storage medium, such as the SAP database.
Implementation Considerations;
In order to use the DMS, you need to implement some Customizing steps. For details, see the Implementation Guide (IMG) under the following path: SAP Web Application Server ® Basis Services ® Knowledge Provider ® Document Management Service. The IMG modules contain details on the individual Customizing activities.
http://help.sap.com/erp2005_ehp_04/helpdata/EN/1a/aea9375d79fb7de10000009b38f8cf/frameset.htm
Also go through these urls for further information
DMS
http://help.sap.com/erp2005_ehp_04/helpdata/EN/04/92713a46f311d189470000e829fbbd/frameset.htm
http://help.sap.com/erp2005_ehp_04/helpdata/EN/c1/1c31a243c711d1893e0000e8323c4f/frameset.htm
http://help.sap.com/erp2005_ehp_04/helpdata/EN/bd/8063fbbc43c54e901dd7733d946198/frameset.htm
Benkaraj
??P
Edited by: benaka rajes on Jul 23, 2009 11:42 AM

Integration of CHARM and Document Management

Dear All
After a lot of time on sdn wiki and thanks to the key blogging contributors , I now have a decent understanding of how to configure CHARM
To go into more details, i would like to integrate CHARM with the Document Management within Solution MAnager
Would i be right to assume that this integration is currently today in use only by a few GXP kind of customers
But it seems the configuration of document management itself is not so difficult (eg creating document types, statuses, status schemes, signature strategy etc) The IMG has the steps described though in not great detail. Some topics are still bit specialized eg document versioning etc
I was wondering if someone who has already spent time in this area could write a SDN blog or SAP experts coudl write a wiki section
I see this as the next big improvement since everything would be out of the box and external document databases can be discarded etc
Also the workflow of informing and signing documents for clear visibility is on the same system etc
Some requirements could be
1) what could be the minimal document workflow
2) what kind of checks can be implemnet to prevent CD to move forward if a document is not in 'Approved' status
3) at what point could a QM come into picture
etc
Though the documentation is in bits and pieces, if we could have alll at one place - lets say how its done , would be very helpful
Like a Wiki or the SAP CHARM configuration guide
or like the ITSM book by Nathan Williams with illustrations :-)
Thx
Chandrakanth

This is very far from the type of integration I expect to see. Proper incident management means when a problem occurs and incident is logged into the sap service desk. If this incident requires a change it should be forwarded to the CHange Reqest Management (CHaRM). From there it should have a business impact analysis, then a system or architecture review, only then if it is approved should development be started, after the development, it goes into QA for testing. Since the business process is defined in the solman and there are test cases for this business process. It makes sense that one can use the test workbench to verify the business process, and document the testing. If there is a problem with the testing and it needs to go back to development, it should be connected to the same incident logged initially. There should not be a second problem logged. It is still part of the same incident and should be managed as such.
This question exists also for a maintenance project. Once I have an operational system and all the business process defined in the project and a change arrives into ChaRM, why canu2019t the change be done in the project like and implementation?
How can one find out the direction of this product? Does SAP have any plans to develop solman into an integrated tool or will it remain a bunch of simple tools that co-exist on the same server?

Using the Document Manager Rich Text Editor

I'm wondering whether there is a reasonable way we can use the Rich Text Editor (based on CKEditor) that is contained within the Document Manager task flow (primarily for editing Wiki pages) outside of the Document Manager itself? We have another type of content we need a Rich Text Editor for, but it would be great if we could use the inline image links, tables, links to documents in the content repository, etc.

Have you consider use Site Studio + Content Presenter?
http://docs.oracle.com/cd/E17904_01/webcenter.1111/e10149/content_cp.htm
http://george.maggessy.com/2012/05/inline-editing-in-content-presenter-for_10.html
[]'s

Comparision between SAP Easy Document Management and MOSS2007

Hi,
Could anyone please guide what are the differet features available in SAP EASY DOCUMENT MANAGEMENT solution which are not present in MOSS2007.
I know both are very good and very robust solutions but i want to know which one is having better qualities.
Please guide.
Thanks and Regards

hi,
Acually speeking yes all product have their own advantage and dis advantages also. but alsways but as consultant, we could refeiring Edms, coz,
The types of documents range from "documents" in proprietary SAP format typically stored in the SAP database (such as financial documents, purchase orders, closed master records) to documents usually created, viewed and/or edited by applications other than SAP, though they may have some significance or bearing on business processes within the SAP system
itself (for example, technical drawings referenced from bill of materials stored in the SAP database).
Also, we could use external content server to store enormose data with out affecting the performance. also her we could extend[scale up] Content server.
this is like similar to Windows, user need not know full SAP. even though can work EDMS.
By using EDMS, we can integrate to Logisic [SAP] copmonents.
Also by Interfacing with, third party applction software like Acad, UG, Lous note........etc
Further details please refer this url........
Benakaraj
??P

Document Management System(DMS)

Dear Expert,
We need to store the Employee revision letters( in PDF format) in DMS. Letters are currently in HTML format which we will convert them in to PDF format & store the same thru Document Magement System (DMS).
I would like to know,
1. How can we use DMS to store the letters in PDF format?
2. Where can I find DMS configuration part in SPRO?
3. I understand that DMS is a unique concept availabe in SAP HR. So how can I link DMS to HCM?
4. Is SAP Archive link related to DMS ?
5. Any documents/links related to this kinldy send it across.
Thanks in Advnace,
Regards,
Damodar Pai.

hi
try with this
SAP DMS - Document Management System
SAP DMS are for storing documents such as CAD drawings, Materials pictures etc.
With the document management system, users will be able to view the documents with ease within their SAP systems.
Installing the SAP DMS requires a little bit of planning on how you want to do it.
You have to give a little thoughts to stuff such as :-
1. The total numbers of documents that will be store monthly.
2. The average file size of each documents.
3. The capacity of your present R/3 system.
4. Your present network bandwidth.
5.   Document Archiving Strategy.
6.   Backup and Recovery Plan.
Additional purchasing of hardware are required, especially if you have large amount of documents to stored.
With this in mind, you can then decide on how you want to do it.
You can do this in a few ways :-
1. Import the documents into the R/3 system.
2. Use an external document server.
3. Have a dedicated PCs where all the documents are stored.
Most companies that intend to used DMS will opt for Option 2 as they does not want to overstretch the R/3 database.
Options 1 requires you to setup the conversion interface.
The conversion interface allows R/3 to automatically covert your files and import it into the R/3 database.
Here is a simple example of storing documents into your PCs, just to have a feel how the SAP DMS works:-
For those using Citrix, you have to set this at the Citrix Server where the SAPGUI is located.
Configure SM30 - V_TDWE_C1
Put this command in your autoexec.bat
SET HOSTNAME=PC1234
Restart your pc.
You can create/manage your documents in transaction code CV01N / CV02N
Assigning Documents to a Material Master Record
Access a material master record in Create or Change mode, and select Basic Data.
To create links to documents, choose Additional data -> Document data.
The Link to Documents dialog box appears.
Assign one or more documents to the material.
If you do not know what the document number is, you can search for it using the search help or by choosing Find document.
When assigning a document to a material, you have the following options:
1. Viewing the document by choosing it in the Link to Documents dialog box.
2. Viewing any originals of the document by positioning the cursor on the document and
   choosing Display originals in the Link to Documents dialog box.
To return to the Basic Data screen, choose Continue.
Save your data.
all the best
madhu

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

Document Management / Full Text Search in Projects & SolMan Directory

Hello experts!
I want to implement Full Text Search in my SolMan and therefore need your help.
I have installed Trex 7.10 and am already able to search within my Solution Database (Problems/Solutions).
Now I want to be able to search within all documents in my SolMan Installation - e.g. Roadmaps, SAP Scenario Descriptions or my own uploaded documents.
In the IMG I already found the section Document Management but I cannot get the needed RFCs (IMSDEFAULT and IMSDEFAULT_REG) working.
There is already a RFC called IMSDEFAULT, which was created during the installation of Trex and runs the
Registered Server-Program: Trex_SOT_20080327090311
I tried to configure my RFCs according to the IMG but, as I said, cannot manage to get them working.
I hope anybody has an idea or an guide on how to implement Full Text Search!
Please be so kind and provide help - thanks in advance!
Best regards
Gerold

Gerold,
I am running into the same issues because we want to do full text search on project documentation within Solution Manager. The default RFC connections IMSDEFAULT_REG and IMSDEFAULT do not work with the standard settings.
We created one index for IWBSOLAR so maybe I also need to check IWBPROJ in SKPR06 for project documentation and create a new index for this one ?
The indexing for IWBSOLAR now fails although there seem to be over 6000 documents marked but none are put in the index. After indexing there is a list of the documents all with code 6401 but cannot find any where what this code means. It seems to be succesful as all entries are green.
Any help/suggestions on this topice would be greatly appreciated.

Document Management System in KM

hi experts,
can anyone share few points on Document Management System life cycle.
can anybody give me steps for DMLC
thank you,
vijai

hello Vijay,
Although there are no set guidelines given by SAP.You can think on these lines.
1)All work in progress documents are managed in collaboration room and most of the users who work on these documents within a group are its members.
2)Set up certain guidelines/principles on these documents once finished/finalised. The room owners migrates the documents into appropriate folders in KM.
3)If the documents(once moved) then requires a Approval set up approval process.
4)Documents moved into km are tagged with attributes.
5)Documents once approved give the end users feedback and ratings option to complete a lifecycle.
6)Lastly you would like to set up templates in collaboration room to maintain consistency.
7)Enable Enterprise search only on documents in KM as collaboration room documents are work in progress.
8)Enable versioning on word documents/xls sheets
hope this helps
Ajey

Adobe 9 - PDF Portfolios - Document Management System

I am having a problem with PDF porfolio's not being content searchable in Hummingbird document management system. I'm not sure if it's Adobe or Hummingbird.
All of our searches have to come from the document management system, and if the document is a stand-alone PDF - the search will pull from it's contents, however if the PDF is within a portfolio, the content will not come up within the search.
Any help or direction will be greatly appreciated!
Thank you!

Just an observation. Portfolios can be "searchable".
A Catalog index of Portfolios within a directory lets Acrobat's advanced Search pull from the PDFs that are the attached files that comprise a Portfolio.
Just a guess but the "wrapper" PDF with the Flash UI that is the Portfolio may be precluding your CMS's indexing/search from working.
Be well...

Document Management systems

Looking for Document Management system to replace GW
Is this a Fair analysis...
No improvements in GW8... (Sadly GroupWise is going nowhere fast specially
when it comes to DM).
Users want more functionality - access the email archiving (not the joke
archives), PDF support, Library from the Web etc.
Since we are going to have to move from Netware soon - I guess Windows is
the way to go (looking at the dead SmallBusiness Nows-SBE2 forum - Novel
doen't have a credible Small Business solution or the will power)
What other Document Management systems exist?
I've come across things like KnowledgeTree but don't have any experience of
it.
I guess others who have moved from GW DM have already left the Novell forums
but I'm looking for someone who has had to move to a better (or another)
Document Management system.

For more detail about system price and modules contact us at
[email protected]
[email protected]
[email protected]
www.vt3soft.com
Cram Easy: Collaboration Knowledge Management System
Document Management System
What is document management system?
The capture and management of documents within an organization. A DMS includes Web access to support occasional users and work from remote sites as well as a secure document storage area (vault). Additionally a DMS includes search and retrieval, versioning, and content caching.
Benifit of using Document Management System
* Reduced paper storage - removal of paper by converting paper documents that are stored within the business or in an archive into an electronic form
* Improved retrieval time - obtaining paper from storage or an archive is typically slower than electronic retrieval of documentation. Along with the improved retrieval time comes the ability to perform searches for similar information. This is especially useful when trying to perform major changes or perhaps searching for information subject to litigation
* Saves paper, printer and toner costs - reduced need to print paper documents as electronic versions are available for use or reuse. Whilst the paperless office is still not a reality, it is anticipated that the availability of an DMS would reduce the need for multiple paper copies of documents. If the DMS does not have an electronic signature capability then at least one "master" paper signed document will need to be printed
* Improved staff productivity - less time spent searching for documents or trying to find the current version. Faster document review and approval cycles, particularly where multiple reviewers and approvers are involved in the business process
* Improved disaster recovery - DMS contains business critical documents and has its own disaster recovery plan that allows the documents to be restored in the event of significant disruption or disaster for the business
* Improved security through a single secure location for documents and ensuring that the right people are able to access the right documents
* Improved compliance with regulation or legislation
* Central control and management of documentation
* Reduced chance of "losing" documents
* Enhanced competitive situation due to improved internal document processes
* Improved customer service through faster access to and retrieval of important customer information
CramEasy Document Management System
Centralize storage
CramEasy provide central place to store all type of documents.
Tagging and categorization
CramEasy provide tagging to each document which help people to categories document [example: purchase bills] tagging help people to search and retrieve same kind of document using tag, Help people to identify type of document. CramEasy provide category management which provide user to add document to specific department/group which benefit organization people to organize and find specific department or groups document
Collaboration and Sharing
CramEasy provide very flexible document sharing facility. User can share his/her document with group/category/individual user with edit, delete, view access permission.[example: use A can add new document doc_123.doc ,he/she can share same document with group xyz with view permission, share with xyz user with edit permission and block user zyx from view.]
Locking
CramEasy provide lock facility. Which allow user to lock document when he/she is working on, same time no another user can edit same document until document be unload by use who locked it. This feature provides great facility to organization people to work on same document.
Full Text Search
CramEasy provide power full and faster search facility to organization user by which user can retrieve any document with in second. User can search using keyword, Date as well category which separate same document of different department and provide exact match to user.
Discussion
CramEasy provide unique facility of discussion which allows organization people to start discussion on individual document.
Auditing and History
CramEasy Provide audit and history facility to organization people, which provide organization users to check who has edit/work/add individual document.
Ratting
Organization people can rate individual document. Which help users to get feedback about document, help organization to produce high quality document.
Metadata
CramEasy DMS provide Metadata is typically stored for each document. include the date the document was stored and the identity of the user storing it. Also extract metadata from the document automatically or prompt the user to add metadata.
Try free Document Management system at Cram Easy: Collaboration Knowledge Management System or www.vt3soft.com
Contact Us
[email protected]
[email protected]
[email protected]
www.vt3soft.com
Cram Easy: Collaboration Knowledge Management System

Document management plugin available for Reader?

We use PDF documents exclusively in our work setting. In order to manage our work and work-processes more efficiently, we require a document management solution. The best plugins would allow one to categorize, search, retrieve and enforce access controls for files. Is there such a plugin available for Reader?

Hello Murugesh,
Thanks for the responce ,
But When i tried to use the same FM to create Distribution list i didnt find ant parameter within the FM to pass the correct recepient name linked to the document(recepient list id) .
Can you please provide me the sample code or help me ,how to pass the recepient name coom type and num of copies for each recepient listid .
Urgent
Thanks a lot

Document manager error

Hi
I am getting Document manager exception(user-defined) in the standard oracle procedure PO_REQAPPROVAL_ACTION.VERIFY_AUTHORITY. Can anyone tell me why this error is coming as the approver authority is correct.
thanks,
SS

Set the profile PO WF Debug workflow on and run the PO/Req again. Then look within the PO_WF_DEBUG table to follow the trail. You should see
select *
from po_wf_Debug
where itemkey = '123456-123456'
and itemtype='REQAPPRV'
order by execution_sequence

Document Management - store and retrieve

Currently we are running on SRM 4.0 with SRM 5.0 server and Netweaver 6.4. Our screens were developed using BSPs and running in SAP Portal 5.0 (soon to be 6.0, hopefully). What is the recommendation for storing and retrieving documents? There are SEVERAL postings on different sites, but not getting anywhere. Some of the postings contain specific function modules (like Bapi_document_create2, CVAPI, O_Document_) but were not found in our system. We did find CL_BDS_DOCUMENT, but found the following statement "SAP currently recommends not using BDS or DMF. Even use of the other Knowledge Provider services should be evaluated carefully." within this site's documentation under Knowledge Provider section. Can anyone refer us to some technical documents and hopefully sample code?

Your question is not easy to answer. There are different options to store and retrieve documents. First of all it depends on the functionality you need on your documents. Since I have no experience with SAP KM I can only talk about the options within SAP NetWeaver.
The SAP Knowledge Provider is divided into different part. The most basic part is the CMS API(Content Management Service) (All function modules starting with SCMS_*). This API allows the retrieval and storage of documents in terms of the SAP Knowledge provider document model where a document consists of components and each component corresponds to the content. With the CMS API you can store and retrieve those documents in a Content Server via the HTTP 4.5 interface.
Such a content server can be an external archive system that is certified for the HTTP 4.5 API (a list is provided by the ICC), the SAP data base or preferably the SAP content server (coming with SAP NetWeaver).
All document management services in SAP (SAP ArchiveLink, Business Document Service, SAP Records Management, Document Management System) are clients of the SAP Knowledge Provider CMS API.
Now, in order to model documents, the SAP Knowledge provider comes with the SAP DMS API. This DMS API is used to model complex document models (attributes, relations, ...) based on a so called content model that can be modelled via the document modeling workbench (DMWB). Here, the document management services mentioned above behave different. The SAP Knowledge provider is only infrastructure. This infrastructure has specializations using this infrastructure. Here are the most important ones I know about.
SAP ArchiveLink: This services offers the storage and retrieval of simple images and the service of linking those images to business objects. Those links are for example contained in the table TOA01.
So, the main focus here is to be able to navigate from a business object to the related images. It further has a workflow integration. The classical example is the invoice related to an FI document.
SAP ArchiveLink does not support any kind of document management functionality such as versioning and indexing. But, with the introduction of the SAP Document Finder, this can be done project specifically.
SAP ArchiveLink comes with a nice document viewer for viewing stored documents.
SAP Business Document Service: The business object serevice was designed to be a simple API for managing documents including simple versioning and indexing of images and documents.
SAP Document Management Service: This is the specialization with respect to PLM. So, DMS has the focus on engineering documents but can also be used to store other images and documents. SAP DMS offers document management functionalities such as check-in, check out of documents.
SAP DMS is using a classification service for classifying documents. It also has a very large BAPI API for the external access on those documents. As far as I know, SAP DMS is not part of SAP NetWeaver (therefore, you did not find CVAPI*).
SAP Records Management: SAP Records Management can be used for document management but is more than that.
Within Records Management it is possible to create hierarchical structures and to fill them with all kinds of documents. You can either integrate scanned images (via ArchiveLink) or you can use the SAP Records Management Document service provider offering some basic DMS functionalities such as versioning and indexing. The nice thing is that you can keep a whole structure of documents and even any other SAP objects such as business objects, transactions or URL's.
A typical application example is a HR personnel file. We've already done a lot of projects on that.
In the end, the choice of the document management infrastructure depends on the needs you have.
If you simply want to store and retrieve documents without any document management functionality ArchiveLink or simply the SAP CMS API will do.
If you need hierarchical structures for your documents and an integration with various business objects SAP Records Management would be a good choice.
You will find quite a lot of documentation in http://help.sap.com about these services.
Now, a last remark for web applications. Most of the GUI's of the upper applications are made for SAPGUI. So, here it is necessary to extend the SAP functionality by developing own applications. Since all services are using the CMS HTTP API for storing and retrieving the content you can always generate a URL for displaying the documents. Use SCMS_DOC_URL_CREATE for creating such a URL for example.
I hope, that helps a bit.
Torsten

Document Management within PM

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