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SAP DMS – Document Management System

SAP DMS – Document Management System

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SAP DMS (Document Management System) is a tool used storing documents such as CAD drawings, Materials pictures etc. With the document management system, users will be able to view the documents with ease within their SAP Systems.

The documents can be saved on an individual’s laptop, or on a shared drive, or they could be even hidden in somebody’s desktop drawer. These documents are required for making critical business decisions. These are required to accessed fast, and we certainly don’t expect people spending hours or days searching for the accurate information. SAP DMS comes into the role here.  The biggest benefit of using SAP DMS is that users can make the key business documents of their company is generating and save them in one place which can be accessed by everyone.

When implementing SAP DMS, users can expect the following benefits to their business:

  • Secure storage of documents
  • Easy retrieval of documents
  • Excellent search capabilities to cut down on time searching for documents
  • A controlled environment for updates to documents
  • Complex security rules to control access
  • Increased visibility of key documents
  • One source and one set of rules for managing documents
  • Reduced time and effort spent on document management
  • Ability to maintain document history to meet legal requirements

Installing the SAP DMS requires a little bit of planning on how you want to do it. You have to give little thoughts to stuff such as:

1.  The total numbers of documents that will be store monthly.
2.  The average file size of each document.
3.  The capacity of your present R/3 system.
4.  Your present network bandwidth.
5.   Document Archiving Strategy.
6.   Backup and Recovery Plan.

Additional purchasing of hardware is required, especially if you have a large amount of documents to stored.

With this in mind, you can then decide on how you want to do it.

You can do this in a few ways :

1.  Import the documents into the R/3 system.
2.  Use an external document server.
3.  Have a dedicated PCs where all the documents are stored.

Most companies that intend to used DMS will opt for Option 2 as they does not want to overstretch the R/3 database.

Options 1 requires you to setup the conversion interface. 
The conversion interface allows R/3 to automatically covert your files and import it into the R/3 database.

Here is a simple example of storing documents into your PCs, just to have a feel how the SAP DMS works:-

For those using Citrix, you have to set this at the Citrix Server where the SAP GUI is located.
Configure SM30 – V_TDWE_C1
Put this command in your autoexec.bat
Restart your pc.

You can create/manage your documents in transaction code CV01N / CV02N

Assigning Documents to a Material Master Record 

Access a material master record in Create or Change mode, and select Basic Data. 
To create links to documents, choose Additional data -> Document data.
The Link to Documents dialog box appears.
Assign one or more documents to the material. 
If you do not know what the document number is, you can search for it using the search help or by choosing Find document.

When assigning a document to a material, you have the following options:

1. Viewing the document by choosing it in the Link to Documents dialog box.
2. Viewing any originals of the document by positioning the cursor on the document and choosing Display originals in the Link to Documents dialog box.
To return to the Basic Data screen, choose Continue.
Save your data. 

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