SAP Easy DMS User Manual [PDF]

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Easy DMS User manual

SAP Easy DMS

ECC 6.0

Revision History VERSION

DATE

AUTHOR

1.0

04.11.2013

Tejendra Soni

Draft Version

1.1

11.11.2013

Tejendra Soni

Final version

REVIEWER

APPROVER

REMARKS

Table Content

1. Login to Easy DMS ..................................................................................................................................... 2 2. Create Document through Easy DMS ....................................................................................................... 6 3. Change Document in Easy DMS. ............................................................................................................. 11 4. Display Document. .................................................................................................................................. 12 5. Create a new version of a Document...................................................................................................... 13 6. Editing of the attached file...................................................................................................................... 14 7. Search a document. ................................................................................................................................ 16

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Easy DMS User manual

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1. Login to Easy DMS Please double click following icon from your desktop.

Depending on your requirement, please select appropriate environment in ‘Available Systems’ field shown in the screen below E.g. Quality/Production.

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Please provide user name and password, and press ‘Log On’. Following screen will be displayed on your screen.

The screen will look similar to a normal Windows Explorer Screen. You can identify the difference from the Toolbar displayed on the top portion of the screen.

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Following list explains the use of different Icons displayed on the toolbar shown in the above screen. Icon

Explanationasdfspdo Icon

Description

Allows you to log on and log off when you are in SAP Easy Document Management. You can also log off using the context menu of a folder. Allows you to create a new folder Allows you to create a new document

Allows you to create a new version of a document Allows you to define the file properties for a document (e.g. link this document Allows you to search for folders or documents No Deletion access given to any users.

SAP Easy DMS_USER MANUAL

Instead of Deleting the file, please create a new version of the same document and Page 4

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replace the new file in the attachment Allows you to edit the selected file Allows you to view a file

Allows you to check in the selected file(check in option is generally used to edit the file offline, we strongly advise to perform the upload of edited file with creation of new version instead of Checking in) Allows you to print the original file

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2. Create Document through Easy DMS Please select following action from the toolbar.

Following Screen will be displayed on your screen.

SAP Document Type: (Select from Available Options e.g. CIR, DRW)

Provide Description of the Document

Select to Link your Document from your local drive (e.g. CIR excel file)

After you select

- Add a new file, following screen will be displayed.

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ECC 6.0

Select the appropriate file from your local drive/Desktop.

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After adding the file, please visit the second tab ‘Object Link’ in the same screen.

Select,

button to choose from the list of available SAP objects

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For our example, select appropriation request.

Select this button for searching existing appropriation request.

Press ‘

’ button to save the document.

The document will be displayed on the screen in the folder structure.

Note: If the attached file is not saved in the content server by step:H , the file cannot be opened by other user , also the file will have unlock symbol.

If you would like to restrict the changes in this file, please right click on the document.

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And select ‘Change Status’

Select ‘LK – Locked’ to prevent any changes to this document. Note : Please make sure to create a new version of the document instead of changing the same file. Same document will be shown in SAP tcode CV03n.

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ECC 6.0

3. Change Document in Easy DMS. Please right click on the document displayed on your screen.

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4. Display Document. You can display a document in following ways: -

Double Click the document

-

Right click on the document  View File.

-

To look at SAP Properties, Right Click  SAP Properties (SAP Properties show you SAP document number, Object Link, User, version)

-

You can rename the file, right Click on the document  rename file.

-

Display with SAP GUI  that option will redirect you to SAP screen from Easy DMS.

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5. Create a new version of a Document. Right Click on the document displayed on the document. Select New Version.

New version will be created.

New version will have same attachment of word document.

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You can delete the document from this version and attach a new document.

To delete document, you can select the file and select

To attach latest version of document, you can select

, select this button.

New version will inherit the object links (e.g. WBS, Appropriation Request)

6. Editing of the attached file Right Click on the file to be edited. Create a new Version by selecting as shown below.

It will create a new version 02 , as shown below.

Right click on newly created version.

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ECC 6.0

Following screen will open up:

Remove the file with older version and replace with new file you created.

to delete the file.

to attach new file.

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7. Search a document. Click on Search Document

Following screen will open up.

You can search by part of description like ‘CIR*’ to find all document name starting with CIR string. You can search by User name, Status, Object Link, Classification, Document Number, Version. Once you define your search criteria, Press Search.

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The system will open up all documents satisfying your search criteria. Double Click your document to view the file.

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