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Added by Kaushik Choudhury, last edited by Amaresh Makal on Dec 05, 2012

Product Lifecycle Management / / DMS Customizing

Basics of Document Management

A document is a carrier of information. This information is either for the user/person responsible or for exchanging between systems.

The quality and availability of documentation is becoming increasingly important for any business

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

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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.

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general information transaction dms_cus

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Page 2 of 2Basics of Document Management - Product Lifecycle Management - SCN Wiki

05-06-2015http://wiki.scn.sap.com/wiki/display/PLM/Basics+of+Document+Management