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ProNovia AG, P.O. Box, CH-8180 Bülach

User Manual

pro oviaProduct Lifecycle Management

ProNovia SAP DocumentManagementClient

ProNovia SAP DocumentManagementClient V2.2

User Manual

ProNovia AG, P.O. Box, CH-8180 Bülach

Document Information

Intended for

→ SAP PLM User

→ SAP PLM Consultant

Validity

Version / Date of Issue A.01 / 10.05.2012

This version replaces all former versions

Valid until Release of a new version

General

ProNovia SAP PLM Product ProNovia SAP DocumentManagementClient

Product-Version V2.2

Classification

Document Type ProNovia SAP PLM Product Documentation

Document classification no classification

Creation / Release

Author of document Marc Wampfler / Christian Gradolf / Frauke Böni / Sascha Oehler

Release of document Christian Gradolf

Filing

Electronically acc. ProNovia guideline: ProNovia Documentation

Physically no filing

Version-History Initiator / Reason of change

A.00 First English version (German Version A.04), 29.03.2012

A.01 Issue for version 2.2

Copyright Remarks

Copyright ProNovia AG 2011-2012. All rights preserved. Subject to change.

→ Microsoft is a registered trademark of Microsoft Corporation.

→ SAP and SAP.com is a registered trademark of SAP AG.

→ ProNovia is a registered trademark of ProNovia AG.


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ProNovia AG, P.O. Box, CH-8180 Bülach Version A.01 / 10.05.2012 / /53

Table of Content

1 Preface ................................................................................................ 5

1.1 Document Content ....................................................................................................... 5

1.2 Additional Documents .................................................................................................. 5

1.3 Requirements .............................................................................................................. 5

1.4 Abbreviations ............................................................................................................... 5

1.5 Document Symbols ...................................................................................................... 6

2 Introduction ........................................................................................ 7

2.1 ProNovia SAP DocumentManagementClient .............................................................. 7

2.2 Widgets ........................................................................................................................ 7

3 ProNovia SAP DocumentManagementClient ................................... 8

3.1 Start ............................................................................................................................. 8

3.2 Interface ....................................................................................................................... 9

3.2.1 Push Buttons .............................................................................................................10

3.2.1.1 SAP Application Tool Bar ..........................................................................................10

3.2.1.2 Widgets ......................................................................................................................10

3.3 Menu Bar ...................................................................................................................13

3.3.1 Menu Item „Application“ .............................................................................................13

3.3.1.1 Change User Interface Definition ..............................................................................13

3.3.1.2 User Settings .............................................................................................................14

3.3.1.3 UI Layout Manager ....................................................................................................14

3.3.1.4 Set validity..................................................................................................................14

3.3.1.5 Structure Area On/Off ................................................................................................14

3.3.1.6 Save ...........................................................................................................................14

3.3.1.7 Exit .............................................................................................................................15

3.4 General Functions .....................................................................................................15

3.4.1 Personal Settings .......................................................................................................15

3.4.1.1 General ......................................................................................................................15

3.4.1.2 Document...................................................................................................................18

3.4.1.3 Classification ..............................................................................................................21

3.4.1.4 BOM / Usage .............................................................................................................22

3.4.2 UI Layout Manager ....................................................................................................25

3.4.3 Management of Tree Display Layouts .......................................................................26

3.4.4 Definition of Validity ...................................................................................................27

3.5 General Context Menu Functions ..............................................................................29

3.6 Drag & Drop ...............................................................................................................29

3.6.1 Actions .......................................................................................................................30

3.6.1.1 Add / Move Document to DMC Folder structure........................................................30

3.6.1.2 “Copy” Document to DMC Folder ..............................................................................30

3.6.1.3 Moving a DMC folder .................................................................................................31

3.6.1.4 Attach Original to Document Info Record ..................................................................31

3.6.1.5 “Copy” Original to DMC Folder ..................................................................................31

3.6.1.6 Copy Original to Local File System ...........................................................................31

3.6.1.7 Move/Copy Local File ................................................................................................31

3.6.1.8 Add local file to Document Info Record .....................................................................32

3.6.1.9 New Document with Local File in DMC Folder ..........................................................32

3.6.1.10 Creation of an Object Link .........................................................................................32


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3.6.1.11 Add Objects to a Selection List ..................................................................................33

4 Widgets ............................................................................................. 34

4.1 Widget «Selection list» ..............................................................................................34

4.1.1 Content ......................................................................................................................34

4.1.2 Context Menu ............................................................................................................34

4.2 Widget «DMC Browser» ............................................................................................38

4.2.1 Content ......................................................................................................................38

4.2.2 Context Menu ............................................................................................................39

4.3 Widget «DMC Browser: Folder» ................................................................................39

4.3.1 Content ......................................................................................................................39

4.3.2 Context Menu ............................................................................................................40

4.3.3 Push buttons ..............................................................................................................41

4.4 Widget «File-Explorer» ..............................................................................................42

4.4.1 Content ......................................................................................................................42

4.4.2 Context Menu ............................................................................................................42

4.5 Widget «File-Explorer: Folder» ..................................................................................43

4.5.1 Content ......................................................................................................................43

4.5.2 Context Menu ............................................................................................................43

4.6 Widget «Document Templates» ................................................................................44

4.6.1 Content ......................................................................................................................44

4.6.2 Context Menu ............................................................................................................44

4.7 Widget «Document in Work» .....................................................................................45

4.7.1 Content ......................................................................................................................45

4.7.2 Context Menu ............................................................................................................45

4.8 Widget «Document-Structure/Usage» .......................................................................46

4.8.1 Content ......................................................................................................................46

4.8.2 Context Menu ............................................................................................................46

4.9 Widget « SAP Functions» ..........................................................................................47

4.9.1 Content ......................................................................................................................47

4.9.2 Context Menu ............................................................................................................47

4.10 Widget «Document-Data» .........................................................................................48

4.10.1 Content ......................................................................................................................48

4.10.2 Note ...........................................................................................................................48

4.11 Widget «Document-Status Net» ................................................................................49

4.11.1 Content ......................................................................................................................49

4.12 Widget «Originals» ....................................................................................................49

4.12.1 Content ......................................................................................................................49

4.12.2 Context Menu ............................................................................................................50

4.13 Widget «Additional Document Information» ..............................................................51

4.13.1 Content ......................................................................................................................51

4.13.2 Context Menu ............................................................................................................51

4.13.3 Information to Object Links ........................................................................................53


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1 Preface

1.1 Document Content

This document describes the general application and use of ProNovia SAP DocumentManagementClient.

The description is based on a ProNovia SAP DocumentManagementClient regardless the application field, processes, modifications and enhancements.

Therefor all information given must be regarded in general and can be developed differently in your company.

Please regard specific rules and workflows regarding application, process and data, which are valid in your company.

1.2 Additional Documents

All relevant and available documents for the ProNovia SAP DocumentManagementClient can be found on the ProNovia homepage (www.pronovia.com Quick Links -> Downloads).

Release Notes are available online on the ProNovia Support Center: http://support.pronovia.ch Knowledgebase.

1.3 Requirements

► ProNovia SAP Client Framework and ProNovia SAP DocumentManagementClient must be installed and customized correctly on your system.

► To run ProNovia SAP DocumentManagementClient a valid license is required.

► The user must own the authorizations necessary to execute ProNovia SAP DocumentManagementClient.

► For the execution of SAP PLM transactions and programs, triggered by ProNovia SAP DocumentManagementClient, the user must have the required SAP PLM – authorizations to handle the objects.

1.4 Abbreviations

References to other ProNovia SAP PLM products are made in this manual. These are optional, and must not be installed on your system. The usage of these products is not described in this manual.

DMC ProNovia SAP DocumentManagementClient

PCF ProNovia SAP Client Framework

PLC ProNovia SAP PLM Client

SDF ProNovia SAP DMS FrameWork

UTI ProNovia Basic Library

Additional reference to document „ProNovia SAP PLM Glossar“.

All documents to the above listed programs can be found on the ProNovia homepage (www.pronovia.com Quick Links -> Downloads).

http://www.pronovia.ch/

http://support.pronovia.ch/

http://www.pronovia.ch/


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1.5 Document Symbols

In this document the following symbols may be used:

Important or critical hint, to pay special attention to.

Additional information.

BusinessAddIns (BAdi) are available. They are described in document ProNovia SAP DocumentManagementClient, Integration and Enhancement.

Function protected by SAP authorization. For more details please refer to document ProNovia SAP DocumentManagementClient, Integration and Enhancement.


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2 Introduction

2.1 ProNovia SAP DocumentManagementClient

ProNovia SAP DocumentManagementClient enables users to file, search or edit documents in a very simple and intuitive way. The documents can be filed efficiently with drag & drop functions in folders or assigned to any other SAP objects. The user interface consists of different object related sub screens (so-called widgets, see also 2.2, Widgets), which can be configured acc. to specific customer and user requirements.

2.2 Widgets

A widget stands for flexible, independent reusable screen sections with object specific and context sensitive functionality.

A widget

► provides specific information

► offers functions for its content

► is able to interact with other widgets (within the same ProNovia product).

→ e.g. when a file is moved from widget File Explorer into widget DMC-Browser by drag & drop, a document info record will be created in a SAP DMS structure.

► can be displayed individually and customer specifically on the screen (maximize, minimize, restore, close, position, „freeze“ content etc.).

Compared to PCF’s user interfaces with tabs and sub screens (e.g. ProNovia SAP PLM Client) interfaces with widgets are not predefined, but can be adjusted individually. Widgets are not controlled by a standard sequence control like Dynpros; they are reacting individually on events. These events can be linked to certain layouts. This way always suitable widgets will be provided for the user depending on the application.


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3 ProNovia SAP DocumentManagementClient

3.1 Start

To start ProNovia SAP DocumentManagementClient the following transactions are available:

/PRONOVIA/DMC

/PRONOVIA/DMC1, /PRONOVIA/DMC2, …, /PRONOVIA/DMC9

Transaction /PRONOVIA/DMC is used exemplarily.

Transactions from a reserved name space in the SAP command field must begin with /N.

Using SAP Easy Access menu no prefix is necessary.

SAP command field

SAP Easy Access menu


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3.2 Interface

After the transaction has been called, the ProNovia SAP DocumentManagementClient interface appears, whereas layout and content can be designed individually.

The print screens used in this user manual may not be identical with your client specific implementation.

The user interface of ProNovia SAP DocumentManagementClient is divided into the following sections:

Section Description

1 Menu bar

Menu functions for ProNovia SAP DocumentManagementClient.

2 Function bar

Push buttons for general functions.

3 Left screen section

User-defined arrangement of widgets acc. to customizing or personal settings of the UI Layout Managers.

4 Right screen section

User-defined arrangement of widgets acc. to customizing or personal settings of the UI Layout Managers.


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3.2.1 Push Buttons

3.2.1.1 SAP Application Tool Bar

The following push buttons are available in the application tool bar:

Push Button Description

Show or hide left screen section, see also chapter 3.2, Interface.

Add current objects to favorites.

Load an object from favorites list.

Delete current object from favorites list.

Refresh data of current widgets.

Definition of validity for explosion of usage and structures.

User specific settings of the ProNovia SAP DocumentManagementClient display see also 3.4.1, Personal Settings.

Allows switching between predefined interface definitions.

Function only available if several interface definitions are assigned to a certain transaction.

3.2.1.2 Widgets

In the following chapter the widgets push buttons are explained. Not all push buttons are available for all widgets and can be hidden or shown, depending on the current state.

Push Button

Description

Fix content

The content of the widget will be fixed, this way changes in other widgets will have no influence on the content of this one.

Example:

► The display of the document BOM and its use in widget Document Structure/Usage will not be refreshed, when another document info record is selected in widget DMC-Browser: Folder.

► The content display of a node will not be changed in Widget DMC-Browser: Folder, even when another node is selected in Widget DMC-Browser.


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Push Button

Description

Release content

The fixation as described above will be released.

Minimize

Widget will be minimized.

Maximize

Widget will be maximized. All other widgets will be hidden.

Restore

Restores widget back to its normal state after it has been minimized or maximized.

Show all data

Deactivates all filter.

Activate data filter

Selection will be filtered acc. customizing definition.

Search

Widget Selection „Objects“

Calls SAP standard document search CV04N. Search result can be transferred to widget Selection „Objects”.

Widget DMC-Browser: Folder *1)

Searches all active nodes for the search term. Nodes as well as file names will be found.

Widget File Explorer: Folder *1)

Searches all active folders for the search term. Folders as well as file names will be found.

Widget Originals *1)

Searches active document info records for originals with the search term.

*1)

A mask sign * will be added automatically before and after the search tern. Example search term: Search result for oje: project, projector, Boje, Ojemine…

Show folder

Shows folder objects (DMC-Browser folder and File-Explorer Folder) of current selection list.

Show selection list

Shows objects which are not folder object in the active selection list.


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Push Button

Description

Change

Document and class data of the current document info record can be changed.

Create

A new document info record will be created.

Create with template

A new document info record will be created, whereat the active document info record will be used as template. In case the document info record is listed in a DMC browser folder, a popup will appear and the user can decide whether the new document info record shall be listed in in the same folder, too.

New version

A new version will be created for the active document info record.

In case the document info record is in a DMC structure, a dialog can be predefined in the customizing settings, how the version in the DMC structure node shall be registered.

Occasionally a default behavior acc. to customizing will be applied without dialog.

Delete

The usages in the DMC structures will be deleted and the document info record will be marked for deletion.

Assign class

SAP standard search dialog for classes allows assignment of classes to the active document info record.


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Push Button

Description

Remove class

A class which is assigned to a document info record can be removed. The class to be removed can be selected in a dialog.

SAP DMS standard class cannot be removed.

Save

Save the created or changed document.

Cancel

Stop changing the current document data. All changes will be lost. The command must be confirmed.

Add a characteristic (Only for multivalued characteristics).

Remove a characteristic (Only for multivalued characteristics).

3.3 Menu Bar

The following functions are available on the menu bar of ProNovia SAP DocumentManagementClient.

3.3.1 Menu Item „Application“

The following ProNovia SAP DocumentManagementClient functions are available under menu item „Application“:

3.3.1.1 Change User Interface Definition

Option Description

Menu item Application change user interface definition

Push button

Function Change of the user interface definition.

Explanation Allows changing predefined interface definitions.

This function is only available, if more than one interface definition is assigned to this transaction.


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3.3.1.2 User Settings

Option Description

Menu item Application Personal Settings

Push button

Function Enter personal settings.

Explanation Allows user specific adaption of the display of the ProNovia SAP DocumentManagementClient. For details see also 3.4.1, Personal Settings.

3.3.1.3 UI Layout Manager

Option Description

Menu item Application UI Layout Manager

Push button

Function ProNovia SAP DocumentManagementClient Layout Manager will be started.

Explanation Allows user specific adaption of layout and display of ProNovia SAP DocumentManagementClient Widgets. For details see also 3.4.2, UI Layout Manager.

3.3.1.4 Set validity

Option Description

Menu item Application Set validity

Push button

(The date range can be different on your display.)

Function Defines the selection of the validity for a structure explosion.

Explanation Allows defining the validity for the explosion of structures. For details please refer to 3.4.4, Definition of Validity.

3.3.1.5 Structure Area On/Off

Option Description

Menu item Application Structure Area on/off

Push button

Function Hide or show the left screen section.

Explanation Hides or shows the left screen section, see also 3.2, Interface.

3.3.1.6 Save

Option Description

Menu item Application Save

Push button

Function Save

Explanation Saves changes, e.g. after changing the document info record.


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3.3.1.7 Exit

Option Description

Menu item Application Exit

Push button None

Function Exit

Explanation Exits ProNovia SAP DocumentManagementClient.

3.4 General Functions

3.4.1 Personal Settings

The personal settings define the behavior of ProNovia SAP DocumentManagementClient as well as the display of the data. The settings can be divided into the following areas:

► General

► Document

► Classification

► BOM / Usage

These settings are saved separately for each SAP user and client.

3.4.1.1 General

Control field Function

Save selection when ending automatically

If this option is activated, the current selection of objects will be saved automatically when ending ProNovia SAP DocumentManagementClient. Starting again, this selection list will be loaded again. If the option is deactivated, an empty selection list will be loaded.

This setting influences widget Selection “Objects”.


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No confirmation “quit” If this option is activated, the message below will not appear when exiting the ProNovia SAP DocumentManagementClient.

Option for small displays If activated, options for small displays will be activated. The current version provides the following options:

► Tabs which are defined specifically (client specific customizing setting), will hide the structure area temporarily. When exiting the tab, the structure area will be shown again (except when changing to another tab marked identically.)

This setting has no influence on the ProNovia SAP DocumentManagementClient.

Hide initial fields If deactivated, all ProNovia SAP DocumentManagementClient fields will be shown, even when in an initial state (empty).

If activated, these fields will be hidden:

Show technical names in function trees

If activated the technical names will also be listed in the function trees, e.g. in widget SAP Functions.

Example:


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Disable single click (optimized drag & drop handling)

If this option is activated, various actions will require a double click. This results in an improved drag & drop handling, because objects, which normally react on a single click will become drag & drop capable.

SAP EasyAccess Depending on the settings, the technical names (transaction codes) will be displayed or not.

This setting is relevant for widget SAP Functions.

Sort „selection“ automatically

If activated, new objects will be inserted into widget Selection „Object” acc. the selected sorting rule. Else new objects will be added at the end of the list.

Even with automatic sorting the selection can always be sorted differently (context menu). But only until the next object is inserted.

Automatic check / display of object changes

If this option is activated, changes of the data will be checked-in the selected interval. (e.g. by status change or by other users). If changes are found, the widgets will be refreshed.

When editing the objects, this option will always be deactivated, because when forms are edited, no refresh is allowed.

Format of key fields Defines the format of the key field (object key, status). Various options to format background and font colors are available.


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3.4.1.2 Document


Document key starting with number

If this option is activated, document keys will be shown as followed:

Document number / document type / part document / document version

If this option is NOT activated the document key will be shown as followed:

Document type / document number/ part document / document version

Shown document numbers from other applications cannot be influenced; eventually they can be changed in their specific settings.

This setting has influence on DMC widgets, which display document data or document lists.


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Show number of linked objects

If activated, the number of linked documents will be displayed.

Example:

If not all versions are listed because option Linked doc.vs. is activated, (see below), the number of listed links and the total number of all links will be indicated:

In case of a great number of object links, this option can worsen the performance. In order to determine the total number of links, the data must already be read, even when the node will not be opened.

Show object status in object links

If activated, the objects status of an object will be indicated in the object links to and from a document info record.

Show folder type in DMC browser

Indicates the description of a folder type to a node in the DMC browser.


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Linked doc.vs. Defines which document versions of documents linked with an object will be listed.

Show only last version

Only the highest version of the document info record will be shown.

Show all versions

All linked document versions will be shown.

Last valid version in validity range

The highest version in the current validity range will be indicated. This is the highest version release in this area. In brackets the absolute highest version is indicated. In case no released version exists, the next highest will be shown. The status icon indicates, whether the listed version is released or not. In the example below, the first document is released, but the highest version is version 01. For all other documents no released versions have been found within the validity range.

This option can decrease the performance in case of numerous object links, because much more data must be read for a validity determination.


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3.4.1.3 Classification


Display unassigned characteristics

If this option is NOT activated, characteristics, which have not been assigned to a document info record will not be displayed:

If this option is activated, all characteristics assigned to a class will be displayed, even when not assigned to the current document info record:

This setting influences widget Document Data, Section Class.

Characteristic values This setting has no influence on ProNovia SAP

DocumentManagementClient.

Class display This setting influences the display of classes and their characteristics.

The following options are possible.

► All classes exploded

► All classes collapsed

► Standard class exploded. Only the standard class assigned to the document (SAP DMS customizing) will be listed.

This setting influences widget Document Data, Section Class.


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3.4.1.4 BOM / Usage


Section Explode data in „Structure / Usage“ automatically

Explode data in „Structure / Usage“ automatically

Option BOM refers to an automatic explosion of a BOM, setting Obj. usages refers to an automatic explosion of document usages in other structures.

This option has influence on all widgets showing structures and usages.


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Section General

BOM call with change number

Refers to function create, change or show BOM for a document object. These functions can either be called via context menu in section Structure/Usages on a BOM entry or with the accordant function in widget SAP-Functions (if set up).

If this option is activated, the valid change number (if existing) will be transferred to the BOM maintenance. The following rules will be respected:

► Always the change number acc. to the document info record will be used.

► When a new BOM is created, the valid change number will be suggested.

► For display or changes:

→ In case the BOM is not history obligated, e.g. it has never before been edited with a change number; no change number will be suggested.

→ In case the BOM has NOT been edited with a valid change number:

● No change number will be suggested for display only.

● A valid change number will be suggested when the BOM is edited.

→ In case the BOM has been edited with a valid change number, its will be checked, whether changes have been made on the same date or later with other change number. If yes, the change number can be selected from the change numbers which have been determined, if not, a valid change number will be suggested.

The change number is always transferred as a suggestion and can be changed or removed in the start dialog of the maintenance transaction.


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Section BOM fields „Structures / Usage“

BOM fields „Structures / Usage““

Selection of fields of document BOMs to be displayed in the following widgets: „Document-Structure/Usage“, “Document structure“ and „Document Usage“.

► Item No.

► Alternative Items

► Item Category

► PRM config.type / doc.type (ProNovia SAP DocumentManagementClient supports only the document type.)

► Quantity / Unit

► Status

► Object description

► Position text 1 also for not text positions

► Sort string

► CAD-indicator

► Validity of position

Exemplary display only with additional Object description selected:

Exemplary display with Item no., Item category, Quantity / Unit and Object description selected:

Exemplary display with PRM conf. type / doc.type, Status and object description selected:


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3.4.2 UI Layout Manager

In general the layout of ProNovia SAP DocumentManagementClient is defined in the customizing settings. These settings define the content of the left and right section, whereas the visibility and sequence can be set individually by the user. If necessary the user specific settings can be set back to the default settings.

Push Button Description

Defines whether a widget shall be displayed ( ) or hidden ( ).

Changes the ranking of a widget one step up.

Changes the ranking of a widget one step down.

Closes the UI layout manager. Changes will be saved.

Resets all settings back to default settings acc. to customizing. User specific settings will be lost. This action cannot be undone and has to be confirmed.

After changes in the customizing layout settings, it may occur, that user specific and default setting no longer match. Then the layout must be reset with this function.

Exit the UI layout manager and cancel changes.


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3.4.3 Management of Tree Display Layouts

For widgets showing data in a tree display with columns, different personal layouts can be managed. All actions are accessible via the column headers.

Function Description

Change Layout

Change column width

Adjust the width of the columns by clicking the column and dragging the center divider line to the left or right.

Change column order

Move the columns by clicking and holding a column title and moving it to the left or right side.

Context Menu Functions

Change layout…

A popup opens with following layout functions:

Tab 1: Layout o Maintain the column order o Show / hide columns (the hierarchy column mustn’t be hidden!)

Tab 2: Order o To sort the columns

Filter layout… A popup opens with following layout functions:

Tab 1: Filtercol. (no Func. o This tab serves only as ‘column holder’ and offers no functionality.

Please don’t use this tab to maintain hidden columns/order of the columns, but use tab 1 of the “Change layout…” function instead.

o Show / hide columns (the hierarchy column mustn’t be hidden!)

Tab 2: Filter o Apply a filter on the columns. In widgets with hierarchically more than one

different objects shown, each object and column gets an own entry. This way it is possible to apply filter to a specific object in a column rather than apply the filter on the whole column.

Optimize column width

The visible columns get their width optimized. Each column will receive a width so that every text (including the header text) is visible completely.


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Choose layout directly

If there are some layouts saved/available for the current user, those layouts are shown as a list in this submenu. One can choose a layout from the list and it gets applied to the widget. The layout with a leading point is the momentarily displayed one. If no layout for the current user is found, the submenu will be suppressed.

If layouts have been created in another language, but not translated, these layouts can’t be shown here! Because of that it is important zu apply the descriptions of all layouts in all languages used on the system. All layouts will be shown under following menu point „Select layout…“ (Technical names will be shown there also.)

Select layout… Creates a popup with all layouts available for the user to choose from.

Save layout… Der current layout can be saved with a name free chooseable.

Layout = technical Name/ Identifier

If the user owns the according authorization, he can save the layout for all users (Unmark the field User-specific).

Manage layout…

This function opens another window, in which all layouts for the actual widget can be managed. Some of the options are e.g. set a standard layout, delete layouts, etc.

To manage global layouts and to set the standard global layout, the following authorization is needed: Activity 23 in authorization object S_ALV_LAYO.

3.4.4 Definition of Validity

The explosion and display of a document BOM is always based on the temporal validity.

This influences the following ProNovia SAP DocumentManagementClient widgets:

► Document structure/ Usage

► Document structure

► Document usage

The defined validity range will be saved in the user data of ProNovia SAP DocumentManagementClient and will be set accordingly at the next start.


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This function allows defining the validity. The following options are provided:

(Highest) validity for respective object

The validity for the chosen object will be selected. In case more than one validity is possible (e.g. different document versions) the highest validity is determined. Any object change also determines the validity again. For objects without validity, the Valid to will be set to 31.12.9999. Any object change will also redefine the validity.

Specify validity range

The validity range can be defined and structures and usages will be detected within this date range.

Selecting this option, it will remain valid until the next reset. An object change has no influence on the selected validity.

Select validity range using object

After selecting this option and confirmation of the dialog, in a next dialog all revisions / versions to this object will be listed for selection:

The validity range will be determined acc. to the selected revision and version. Valid from: acc. display, Valid to = next higher revision / version minus one day.

In the example above (selection of the marked line), the validity range would be 01.06.2010 – 02.06.2010.

If the validity is set with this option it will be active until a reset. Any object change has no influence on the selected validity.

Current date (effective date)

The validity range will be set on the current date, e.g. the “Valid from” and “Valid to” date are set equally (effective date).


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3.5 General Context Menu Functions

Subsequently, the general context menu functions as provided for most context menus will be explained. Widget specific context menu functions will be described in the chapters about the respective widgets.

Menu Item Description

Add to selection Adds objects (e.g. node, document info record, original etc.) to widget Selection. For more details see also, 3.6.1.11, Add Objects to a Selection List

Copy text Copies current marked text to the workstation buffer.

3.6 Drag & Drop

Objects and structures which are supported by ProNovia SAP DocumentManagementClient can be moved from one widget to another with drag & drop. This can cause additional actions, such as the creation of a new document info record, or creation and assignment of a new document original to an existing document info record etc.

As soon as any object has been „grabbed“ by the mouse, the cursor changes, depending whether the element supports the „drop-function“.

Drag & Drop Action is possible. The object can be moved. Using the Ctrl-key simultaneously, the object will be copied.

Drag & Drop Action is possible. The plus symbol stands for a „copy“ process.

Drop is not possible.

All possible actions depend on the initial object and can be influenced by simultaneous use of the Ctrl-key. Some object require an active use of the Ctrl-key to initiate a copy process , other objects will automatically be copied.

The principle of „move“ and „copy“ has to be understood in a figurative sense. When moving an object, it will actually be moved, whereas copying means the original object will not be changed, , but a reference will be created (e.g. object link).

Drag Drop Action

Document DMC folder Moves the document or inserts it.

Ctrl-key: Document can be used as template for a new document or document will be multiply stored.

See 3.6.1.1 and 3.6.1.2.

DMC folder DMC folder Moves the DMC folder.

See 3.6.1.3.

Original,

SDF template

Document Copies the original /SDF template and links it to the document.

See 3.6.1.4.

Original,

SDF template

DMC folder Creates a new document and attaches the original / SDF template.

See 3.6.1.5.

Original Local directory

Local drive

Copies the original to the local directory.

See 3.6.1.6.


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Local File Local directory

Local drive

Moves the file to the directory.

Ctrl-Key: Copies the file to the target directory.

See 3.6.1.7.

Local File Document Attaches the local file to the document.

See 3.6.1.8.

Local File DMC folder Creates a local document and attached the file to the document.

See 3.6.1.9.

SAP Object Object link (Document) Creates an object link for the SAP objects in the document. This action is only available in widget Additional information (See 4.13).

See 3.6.1.10.

SAP Object, DMC Object

Object selection The widget Object selection is a container for all object types. With action „Drop“, the objects will be added to the object selection.

See 3.6.1.11.

3.6.1 Actions

3.6.1.1 Add / Move Document to DMC Folder structure

The selected document info record will be added to the DMS structure (or moved if it already is filed in another folder).

In case the target folder has been restricted, concerning document types allowed, this message will appear, if the document cannot be inserted.

3.6.1.2 “Copy” Document to DMC Folder

When using the Ctrl-key simultaneously, the document info record will either be copied (created with template) or a document link will be created. The following query will appear:


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► Create a copy and insert it. The document info record will be used as template and the create mask will be opened. The newly created document info record will be stored in the folder.

► Create a new document link. The document info record will not be deleted from the current folder. Instead a document link will be created, referring to the main entry of this document info record. This way it is possible to store one document info record in various folders.

3.6.1.3 Moving a DMC folder

Moves a DMC folder to another folder. This action has no impact on the consisting files and folders (heritage of characteristics) various requirements must be fulfilled before the moving process is allowed.

► The folder type of the folder to be moved must be allowed in the target folder.

► The target folder must allow the same sub folder types as the folder to be moved.

► The target folder allows inheriting maximum the same characteristics as in the folder to be moved.

► The characteristic values of the characteristics to be inherited must match completely.

If one requirement is not fulfilled, a specific warning will appear, e.g.:

For more details please refer to the long text (button ).

3.6.1.4 Attach Original to Document Info Record

If an original of an existing document info record is “dropped” onto another document info record, the original will be copied and attached to the document info record.

3.6.1.5 “Copy” Original to DMC Folder

An original of an existing document info record can be copied to a DMC folder. A new document info record will be created and the original will be attached to the new document info record.

3.6.1.6 Copy Original to Local File System

If an original will be dropped on a local drive or directory, a copy of the original file will be copied in the selected storage resource.

3.6.1.7 Move/Copy Local File

This moves a local file into another local directory. Using the Ctrl-key, a copy of the local file will be created.

If a file moved already exists in the target directory a confirmation prompt appears.


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When copying the file, it will also be checked if the file already exists. If yes, suffix “- copy” will be added to the file name.

3.6.1.8 Add local file to Document Info Record

If a local file is dropped a document info record , the local file will be added to the document and checked-in. A query will ask whether file shall be copied or moved.

If the file is moved, it will be deleted from the local directory after it has been checked-in.

3.6.1.9 New Document with Local File in DMC Folder

If a local file is dropped on a DMC folder, a new document info record will be created and the local file will be attached to the new document info record. See also 3.6.1.8, Add local file to Document Info Record.

3.6.1.10 Creation of an Object Link

The selected object is linked with the current document info record.

Example: A document info record from widget „Selection „Objects“ is linked with an active document info record. The object must be filed on the node „object links“.


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Only a selection of object links which have been defined in the SAP DMS can be created in DMC. For more details refer to 4.13.3, Information to Object Links.

After a successful linkage it will be displayed.

3.6.1.11 Add Objects to a Selection List

This function adds the objects (e.g. node, document info record, original etc.) to the widget “Selection list”. In case a structure (DMC structure, document structure) is added the following option must be defined in a dialog:

► if only the object of the current node shall be dropped

► or all entries of the next lower level shall be dropped.

Example: A document structure is moved with drag & drop from the widget Document Structure into the widget Selection „Objects“. The following option has been defined “All entries of next lower level (structure)”. This way the documents of the BOM position will be dropped to the selection:


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4 Widgets In the following the specific characteristics of possible ProNovia SAP DocumentManagementClient widgets are described. General functions and interactions have already been explained in previous chapters.

4.1 Widget «Selection list»

4.1.1 Content

Widget Selection list offers possibilities to collect, display and save objects and folders in list form.

These lists can be

► saved and loaded.

► available for private or public use.

► sent by SAP Mail.

► built from files and MSC selections.

Objects and folders are presented in different sections. Sections can be switched with function icon and . While saving or loading both sections are handled together.

Filter options which have been set will be applied when filter symbol is displayed. A click on this function icon deactivates the filter.

4.1.2 Context Menu

With the context menu (right mouse key) on an entry in a selection list the following functions will be provided:


For Context Menu functions, which are not described see also chapter 3.5, General Context Menu Functions.

Sort The selection list is sorted acc. the selected criteria. The selection list can also be sorted automatically, see 3.4.1.1, General Sort „selection“ automatically.


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Remove entry Removes the selected object directly from the selection list without any further confirmation.

Delete list All objects will be deleted directly from the list without further confirmation. Afterwards the selection list will appear empty. This function only deletes the displayed section part (objects or folders).

This function does not delete selection lists which have been saved.

Load selection Depending on the last loaded selection and the changes, one of the above indicated options will be provided. Depending on the chosen option one of the selections will be loaded.

Option Load last automatically saved selection…

The last automatically saved selection will be loaded unchanged.

Option Load selection…

The selection list to be loaded can be chosen from a selection.

Option Get selection from file…

Allows loading a selection of objects, the keys are saved in a text files. In chapter 4.1.2.1.1, Generate Selection with a Text File, the format of the file content is described.

Option Import MSC material / document selection…

This option allows importing and displaying objects, which are saved in a ProNovia SAP PLM StructureControl (MSC) selection.

Only available when MSC is installed on the system. With default MSC selection a selection can be chosen. All included objects (material master records and document info records) will be transferred to the ProNovia SAP DocumentManagementClient selection list.

Save selection Depending on the last loaded selection and the changes, the following option will be provided:

► Save the current selection, which will also be saved automatically when exiting ProNovia SAP DocumentManagementClient (only if changes have been made).

► Overwrite the last loaded selection with the current selection. (Only if an own selection was loaded and changed).

► Save to a selection which can be chosen or defined.

Tipp:

It is possible to save personal or general selection lists.

► Personal selection lists can be loaded, updated or deleted by the originator.

► General selection lists can be loaded by all users. Deleting and changing is only possible for the originator.

A selection list is uniquely identified by its description and type.

A selection list can also be assigned to a laboratory/office or its use can be restricted by an authorization group. In order to set a certain authorization group special authorizations must be available, too.


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Send selection… Allows sending a ProNovia SAP DocumentManagementClient Selection list with SAPMail to other users. However not the list, only the identification will be sent. Only public selection lists can be sent.

The selection list to send must be chosen in a dialog. If the current selection can be sent, it will be proposed.

After selecting the list, the SAPMail dialog will start.

The receiver of the mail can start the ProNovia SAP DocumentManagementClient and load the selection list directly by clicking on the object symbol added to the message. But only if the user has authorization for an interface that fits the selection list.

Delete selection… A selection list can be selected for deletion. After a confirmation the selection list will be deleted. Only personal lists can be deleted, or if special authorizations are available.

Maintain selection types…

Calls maintenance dialog for selection list types. Requires special authorization.

4.1.2.1.1 Generate Selection with a Text File

If a selection list shall be generated by means of a text file, the content must follow the format as described below.

General Configuration

[<SAP Object type 1>]

<Object key 1>

<Object key 2>


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...

<Object key n>

[<SAP Object type n>]

...

If no object type is defined ahead of the first object, the objects will be checked according to the current object of the ProNovia SAP DocumentManagementClient user interface.

Below a list with all supported SAP object types.. As a separator (</>) for keys with several parts, the

following strings are allowed: „;“ (semicolon), „/“ or tab.

Object type

Description Key

AENR Change master record

<change number>

CRHD Work center <plant></><work center>

DRAW Document info record

<type></><number></><part document></><version>

or

<type></><number></><part document>

Without <Version> the highest version is determined.

EQUI Equipment <Equipment No>

IFLOT Functional Location <Functional location>

MARA Material master record

<Material number>

PLKO Plan <Plan type></><Plan group></>< Plan group counter>

PROJ Project definition <Project number>

PRPS PSP-Element <PSP-Element No>

Example file to create a selection list:


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4.2 Widget «DMC Browser»

4.2.1 Content

The Widget DMC Browser offers possibilities to create and display objects as folders or nodes. Also personal DMC folder favorites will be displayed in this folder. Folders are document info records, and map the DMC structure with document BOMs.

Folders/nodes:

► can be created

► can be nested

► can be moved in the structure

► include document objects as content in the folder

► can be defined as favorites or removed.

In case the filter function has been activated, only the favorites will be displayed and the personal as well as the general tree will be hidden.


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4.2.2 Context Menu


For Context Menu functions which are not described see also chapter 3.5, General Context Menu Functions.

New document Creates a new document info record which will be added to this node.

New folder Creates a new folder, the new name must be defined.

Delete folder Deletes a node after confirmation.

Show folder-document

Shows document data for this document node.

Add to favorites The folder will be added to the favorites.

Remove from favorites

The selected item will be removed from the favorites of the DMC Browsers.

Copy text Copies object short text into the buffer.

4.3 Widget «DMC Browser: Folder»

4.3.1 Content

Widget DMC Browser: Folder shows objects of a DMC Browser node (see 4.2, Widget «DMC Browser»). Also all added sub folders and documents info records will be displayed.

If existing, originals and content versions will be displayed with the document info records.


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4.3.2 Context Menu

On an empty section:

On folders:

On document entries:

On document originals :

On content versions:

On column headers:


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Context Menu functions on a node/folder are similar to widget DMC Browser. For details see also 4.2.2, Context Menu

New document… Creates a new document info record.

New folder… Creates a new folder/node in the selected folder. Within an empty area, folder/node will be created to the current displayed folder.

Create original… An original can be added to a document info record In a dialog.

In case a document type already has a SFD template, it is possible to select between the template or an already existing file.

Remove document from structure

Removes a document info record from the DMC-structure.

Show original Opens the original in the appropriate application. Changes to the original cannot be saved or checked-in.

Print original Starts the DMS Plot GUI to print the original.

Edit original Original will be checked out and opened in the appropriate application. Changes can be saved and checked-in.

Delete original Deletes the original after confirmation.

Activate this version

Activates the selected content version.

4.3.3 Push buttons

The following push buttons belong to this widget only.

Push Button

Description

Toggle display of document info record versions

These three push buttons belong together and influence each other. Only one of the three can be active (= highlighted) at once.

Left Icon activ: All document info record versions are displayed

Middle Icon activ: The highest versions per doc. info record is displayed

Right Icon activ: The highest released versions per doc. info record is displayed, if there is a released version. Otherwise the highest not released version will be shown.


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4.4 Widget «File-Explorer»

4.4.1 Content

This widget shows the personal folder favorites and the Windows file structure. The favorites are direct links to any folders of the work station. Favorites can be created directly with drag & drop.

With an activated filter function only the favorites will be displayed and the personal as well as the general tree will be hidden.

Sometimes a widget only providing folder structures without favorites is active on your system.

4.4.2 Context Menu



Add to favorites The respective folder will be added to the favorites of the file explorer.

Remove from favorites

The selected item will be deleted from the favorites of the file explorer.


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4.5 Widget «File-Explorer: Folder»

4.5.1 Content

This widget displays the content of the windows folder.

4.5.2 Context Menu



Open file Opens file to display or edit.

New document for this file

After selecting the document type to create, DMC will start to create a new document info record, whereat the selected file will be checked-in as original to the new document info record. The document date for this new document info record can be edited and saved in widget Document Data.

Add file to current document

The current file will be added to the current document info record.

Send file… File will be attached to a new E-mail (only supported by Microsoft Outlook).


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4.6 Widget «Document Templates»

4.6.1 Content

The Widget Document Templates lists all document templates as defined via SDF. Filter options, which have been defined in the settings can be activated or deactivated when clicking on the filter

symbol / .

4.6.2 Context Menu



Add new document to template

A new document info record will be created DMC internally; the selected template will be checked-in as original to the new document info record.

The document data of this new document info record can be saved and edited in the widget Document-Data.

Add template to current document

The current template will be checked-in to the current document info record.

A template can only be added to an existing document info record if:

► The assigned document type is similar to the document type of the target document. Else this message will pop-up:


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► The part document of the template is similar to the part document of target document. But only if one the part document number is not only a numeric number. Non numeric part document numbers are used for example as language codes.

4.7 Widget «Document in Work»

4.7.1 Content

In the Widget Document in work, the user will see all documents for which he is defined as user and which are in a certain status. Only documents with preset document types will be listed, if set so in the customizing. The documents can be sorted according their current status. The status and description are defined in the settings.

4.7.2 Context Menu

These general context menu functions are described in 3.5, General Context Menu Functions.


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4.8 Widget «Document-Structure/Usage»

4.8.1 Content

In widget Document-Structure/Usage the structure and usage of the active document info record is listed. This widget can be configured in different ways, so only single or combination of data will be displayed:

► Structure (document BOM)

► Usage (in document BOMs)

► Document hierarchy

In one specific application different widgets can be defined.

4.8.2 Context Menu



Show BOM Calls transaction to show the document (Initial screen).

Edit BOM Calls transaction to change the document BOM (Initial screen).


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4.9 Widget « SAP Functions»

4.9.1 Content

Widget SAP Functions provides SAP transactions and programs according to the DMC settings.

4.9.2 Context Menu

This general context menu function is described in 3.5, General Context Menu Functions.


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4.10 Widget «Document-Data»

4.10.1 Content

The Widget Document-Data shows all document data including classification of a document info record, and offers possibilities to edit, to create or to delete.

4.10.2 Note

► In case the description in the user language is not available in the document info record, but in one of the languages German (DE), English (EN), French (FR), Italian (IT), a „?“ will appear in the field Description and a proposal text in brackets as found at the end of the field (language search in the following order: DE, EN, FR, IT).

► Opposite to the standard SAP GUI dialogue, all input errors will be indicated. When focusing the field, the error message will be indicated below.


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4.11 Widget «Document-Status Net»

4.11.1 Content

This widget graphically indicates the last statuses, the current status, and the next possible status according to the status net. A click on the status initiates a status change.

4.12 Widget «Originals»

4.12.1 Content

Widget Originals shows all originals of a document info record, if existing with content versions. Originals can be:

► added.

► shown.

► edited


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► printed.

► deleted.

Possible content versions can be shown and activated.

4.12.2 Context Menu

On documents:

On document originals:

:

On content versions:



Show original Opens the original in the suitable application. Changes cannot be saved or checked-in.

Print original Opens the DMS Plot GUI to print the original.

Edit original Checks-out the original and opens it in the suitable application. Changes can be saved and checked-in.

Process under… Checks-out the original to a certain location and opens it in the suitable application. Changes can be saved and checked-in.

Check in original Checks-in the original, changes are saved.

Reset original All changes are discarded and the original will be marked as checked-in.

Delete original Deletes the original after confirmation of the dialog.


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Send original Appends the original to a new Email (only with Microsoft Outlook available)

Activate this version

Activates the selected content version.

4.13 Widget «Additional Document Information»

4.13.1 Content

Widget Additional document information shows additional information about a document info record and provides additional functions.

4.13.2 Context Menu

Description:

Object links:


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Edit text Starts the text maintenance for the short text descriptions in any languages. Also long texts for the descriptions can be maintained; given the document status allows it.

Link object… (on node object links)

Starts the dialog to link the object. After selecting the object type, the object key of the object to be linked must be set.

For additional information see 4.13.3, Information to Object Links.


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Link object…

(on an object type node of an object link)

Starts the dialog to link other objects in the current folder. For example, if the function is executed on the material master folder, the following options are provided:

This initiates the query to the document‘s material master directly.

For more information see also 4.13.3, Information to Object Links.

Remove link… Removes the selected object link from the selected document info record. Confirmation in a dialog is required.

4.13.3 Information to Object Links

DMC only allows the creation of object links acc. to the SAP-DMS predefined object links. For details see 4.13, Widget «Additional Document Information».

Currently available:

► Change master

► Document Info Record

► Equipment

► Class

► Material Master Record

► PSP-Element

► QM-Info Record

► BOM header

► BOM position

► Functional location

The display is generic and supports all SAP DMS object types.