Document Management

Document Management

1 Overview
2 General Functions

3 Architecture

4 Documents@Web

5 Document Distribution

6 Business Benefit and Summary

 SAP AG 2001
Overview

Targeted for end-users in

engineering, manufacturing.
Can also be used for storing EPC
related documents or accounting
documents.
Manage documents across the full
life cycle
Fully integrated into the enterprise-
wide change and release cycle

 SAP AG 2001
Overview

Functions Integration in the SAP System

Version management Links to other SAP objects

Document structures Material master
Equipment
Classification
Document Customer
Finding documents info record ........
Vault Engineering change management
Status management Workflow
......
Document distribution
Web access

Interfaces to external systems

CAD systems
Plot management
Archive systems
 SAP AG 2001
 Document Management

1 Overview

2 General Functions

3 Architecture

4 Documents@Web

5 Document Distribution

6 Business Benefit and Summary

 SAP AG 2001
Usability

Important functions available

as pushbuttons
Use of tabs for easy
navigation
Graphical display of the
assigned original application
files
Easy assignment of the
original application files
User group specific
customizing, such as power
user, casual user)
Examples:
 Display of user relevant
original application files only
 Automatic check in
 Automatic identification of
storage locations

 SAP AG 2001
 Status Management

CH LO
Document
Current status
WR WK IR CK ST RL AR
Status history
RJ

- Current status
DE
- ...
- Status 2
- Status 1

Unlimited number of statuses

Each change to status is logged
(user, date, time)
Additional functions using user exit
Connection to Workflow

 SAP AG 2001
 Object Links

SAP objects

Document Material
Equipment
Functional location
Reference functional location
Document
WBS element
Production resource/tool
QM info record
 Any number of n:m links Patient
 Customizing document types and so on ...
 Restrict to 1:m link
Other can be
 Define which objects are
SAP objects linked
supported

 SAP AG 2001
 Integrated Viewer, Redlining

Available across the whole

company

Support of common used 2D

and 3D formats

Storage of redlines as
additional files

Access control on layer level

 SAP AG 2001
 Desktop Office Integration

Call of office programs

as plug-in

Individual attributes
can be exchanged
between SAP System
and the document

 SAP AG 2001
 Document Management

1 Overview

2 General Functions

3 Architecture

4 Documents@Web

5 Document Distribution

6 Business Benefit and Summary

 SAP AG 2001
 Storage Model for Original Application Files with KPro

Document Info Record

Possibility of storing Main Original Content File
any number of original version
application files in
every document info
CAD model 1
record

Every main original

application file allows 2D drawing 1
 Any number of
content versions 2

 Any number of
additional files
Specification 1

 SAP AG 2001
 Storing Original Application Files Using KPro

 Generic tool for storing

unstructured data ... DMS ...

 SAP Basis tool used by different

applications
Document Management Service
Supports K (Version creation, Check In/Out,
P Relationship maintenance)
 Check in / Check out
r
Index
 Relationships between original o Content Management Service
(Customizing, Administration) Management
application files Service

 Caching
Content Server Cache Server Index Server

 KPRO access using low level •SAP DB or other

application programming interfaces HTTP Content Server
(APIs) •Archive
•SAP table

 SAP AG 2001
 Caching

Scenario:

One central SAP System, accessed in this instance from n locations

 Central meta data record
 Original can only be changed in
master vault Meta
 You only need to save data here data

 Pull procedure Cache SAP

Server System
 Data is read from master vaults; WAN WAN
stored as copy in cache server
 Further access using local Master Cache
Location 2 Vault Server
cache
 Push procedure Location 1

 Originals can be distributed

Location 3
automatically from master vault
to cache servers (After 4.6C) “Logical” Vault (Archive)

 SAP AG 2001
 Document Management

1 Overview

2 General Functions

3 Architecture

4 Documents@Web

5 Document Distribution

6 Business Benefit and Summary

 SAP AG 2001
 Documents@Web

Selection
Web front end for occasional users
Easy to use
Document Search using search
engine
Execution of individual processes
Results / Viewing, Editing

Search
Search engine

PS DMS

CLS Content

 SAP AG 2001
 Finding and Editing Documents - Selection

Object for which the

assigned documents
are to be displayed

Field for text search

Additional
search criteria

Start search
List box for selecting
search criteria

 SAP AG 2001
 Finding and Editing Documents - Hit List

Hit list

Check in/out

Navigation in
long hit lists

 SAP AG 2001
 Document Management

1 Overview

2 General Functions

3 Architecture

4 Documents@Web

5 Document Distribution
6 Business Benefit and Summary

 SAP AG 2001
 Document Distribution - Key Features

Controlled
distribution of
documents
(originals) to
customers, suppliers,
by mail, fax, Internet

Auditing of the
distribution
information (who
received
what and when)

Event-driven
distribution
of documents; for
example,
send document at
document release

 SAP AG 2001
 Document Management

1 Overview

2 General Functions

3 Architecture

4 Documents@Web

5 Document Distribution

6 Business Benefit and Summary

 SAP AG 2001
Business Benefits

Value Add to Azure

 Storing documents related to engineering, EPC or accounting.
 Authorized access
 Document Status
 Document Classification
 Bill of Documents.
 Reporting

Ease of use
 Re-designed User Interface
 Comprehensive retrieval functions
 Integrated visualization
 Documents@Web

 SAP AG 2001