SAP Document Management System
Overview
SAP DMS – Document Management System
Document Management System:
Data associated with all the stages of the life cycle of any product/process can be
categorized as follows:
Documents related to project planning & monitoring.
Master data of materials, equipments & functional location of production.
Documents like idea evaluation documents, project related documents, SOP’s,
QA / QC reports, vendor work guidelines.
Purchase order specifications.
Customer PO documents of sales & distribution.
Material Safety Data Sheets.
Designs, Drawings, Specifications.
SAP DMS
SAP Document Management System helps any Industry to leverage on
Effective management of project related documents like specifications, drawings, designs,
vendor documents, contract documents and communication documents. Making these
documents available at any time & any location.
Centralized secured storage of documents across the organization
Easy sharing, access & substantial reduction in search time.
Ease of integration with other applications (CAD, MS Office, etc) to process all kinds of files.
DMS Functionalities
Enterprise-wide integrated document management
Reliable and secure data storage without redundancies.
Support of group work and internal collaboration
Full Text Search Engine inclusive
Supports Versioning, Status Management, Document Distribution
Allow easy linkage to other business objects, Material master , BOM, WBS, etc.
Seamless integration in ERP system without additional interfaces
High level security using authorization concept following the regulations like safety norms…
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Status Management, Object Links
Status Management
Unlimited number of statuses
Each change to status is logged (user,
date, time)
Additional functions using user exit
Connection to Workflow
Object Links
Any number of n:m links
Customizing document types
Restrict to 1:m link
Define which objects are supported
DMS Interface - Transactional
Standard user interface (GUI) in R/3 (Transaction Based)
Important functions available as pushbuttons
Graphical display of the assigned original application files
Easy assignment of the original application files like word, excel, pdf.
Display of user relevant original application files only
Automatic check in
System assigned internal document numbering scheme
Document Search
Document Search
Based on attributes
Classification
Text Search
Based on Status
Based On Description
Based on object Link
From Date… to Date
Text Search
Uses TREX search engine similar to
Google search
Supports 44 languages including
Arabic & double byte languages
Can search text strings on more
than 190 file formats including
drawing files
Supports fuzzy logic, proximity
search
Document Capture and Upload
DMS Benefits
Benefits for company
– Comprehensive document management functionalities integrated in SAP
– Fast and direct access to documents from any workplace or location
– Minimized effort of data maintenance like paper work.
– Simplified teamwork and internal collaboration
– CAD Integrations to major MCAD systems are as products available
– Integrated Full Text Search Engine, Viewing Solution and Document Repository
Technical benefits
– Secure and central data storage for all business documents
– Document Repository on own database
– Support of distributed storage locations
– Multiple User Interfaces (Transactional, easy DMS)
– Usage of standard SAP R/3 authorization concepts
Create Document: Initial Screen
Enter
Select Relevant
Document Type
Thank you
