Basics of Document Management

Examples of the Uses of Document Management

In the design office, document management can be used to manage drawings. All design drawings can be linked to material masters. A routing contains the sequence of operations for manufacturing a product. Documents can be allocated to the operations in a routing as production resources/tools. These documents may be used, for example, to describe the specifications of a product, or to store inspection requirements.

Advantages of DMS

File Management Data Security Easy Distribution Data Consistency

Document Info record

We use the term document info record to refer to the master record in the R/3 System that stores all the business information for a document.

Document type
The document type is used to categorize documents according to their distinguishing features and the organizational procedures that result from them. The description of the document type is language-dependent. E.g. : DRW - Engineering / Design Document Q00 - QM Manual Q04 - Delivery terms /SD

Document Part
Document parts subdivide a document into several documents Document parts can be used in the scenario where individual sheets of a complex design drawing as document parts for a document number similar to conventional document 1 of 3 , 2 of 3 etc.

Document Version
Document versions are used to represent the different change or delivery statuses of a document.

Status Management & DMS

We can control the processing statuses of documents using status management several statuses that represent important processing statuses a processing cycle of a document. We can maintain the status for a document in Customizing go to Document management? Define document type? Define document status

Document Status Network

A status network represents the entire processing cycle of a document from the beginning to the end of a phase, for example from the creation of a document to its release. The processing steps can be defined and controlled exactly After we define the status for a document type we maintain the relationship to one another as predecessor and successor form the status network

Linking objects to a document

We can link documents type to a great number of SAP objects (for example, materials, customer) in order to document the objects in more detail for various business processes.

Document Distribution
We can use document distribution to distribute documents that are managed in the document management system (DMS) either manually or automatically. We can distribute the most current document data to internal employees or external companies, for example, either simply as information, or to be processed further

Recipients
Name of the recipient who should receive a copy of the document. Different recipient types are defined in the SAP System. For example, you can distribute the documents to recipients who are maintained in central address management, SAP office, or as an organizational unit. Use Recipient list consists of user name are allocated to one or more documents to send the document(s) to more than one recipient. This determines who receives a document via document distribution

Important T-code in Document Management

CV01N - Create DIR CV02N - Change DIR CV03N - Display DIR CV04N - Find DIR CVI1 - Create Recipient List CVI4 - Displays the recipients for documents CVI8 - Start distribution for document CVI7 - Start distribution for recipients lists CVI9 - Log of document distribution DC10 - Define Document type DC20 - Define Data carrier DC30 - Workstation application customizing

Important Tables in Document Management

DRAW - Document Info Record DRAT - Texts for Document Info Records DRAZ - Table for Additional Files for DMS Originals DRAO - Originals for documents DRAOZ - Additional Files for DMS Originals

DRAD - Document-Object Link DRAP - Document Log File

Supplementary Tables

DMS_DOC_FILES - Filename of attachements linked to DIR. If you are using a content server/ KPRO solution, this information may not be stored in DRAW.