Introduction To DMS [PDF]

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Section Notes

1.    MAIN TRANSACTIONS IN SAP DMS The objective of this section is to walk you through the main transactions in SAP DMS. We will have later on a chapter about customizing all these objects based on a practical example. Understanding the main transactions and using the standard objects will make learning the customizing objects more easy. You will learn how to create, change, display and search a document in DMS. Also, you will understand the classification functions to help finding your documents easier.

1.1.           Create a Document -          Show the menu path to create a doc, or trx -          Choose document DRW -          Explain that the document type carries in background all the customizing related to your process -          Don’t enter values in the part, version or number. By default, the part 000, version 00 and automatic assignment of internal number will be carried out -          The main information on your document is structured under different tabs -          DESCRIPTION: My first Drawing

-          STATUS: by default, is WR – explain that this will be presented in the next lesson -          CM RELEVANCE – this controls if the document is relevant for Configuration Management or not. -          USER – will store info on the user who creates the document -          Lab/Office – will store info on which lab or office created the document. -          This is an additional field which can be used in reporting -          Select PDM – product data modeling department -          CHANGE NUMBER – this field will control if you want to track changes with engineering change management. -          If you don’t have a change number, any change that you make is valid from the date of the change -          If you have a change number if you control from which date the change is effective -          SUPERIOR DOCUMENT – you can specify if you document is part of a document hierarchy. -          We will not fill nothing here for now, we will discuss later about hierarchies. -          ORIGINALS – this is the section you can use to upload your original file. -          Save the document now -          You have just created your Document Information Record in SAP. Congratulations. -          In the next lessons we will add more data to this.

-          Take a note on your document number. 10000001311

1.1.                      Change a Document -          Navigate to the change document menu -          Use your document already created -          DOCUMENT STATUS – check the status network – extras / status network -          Change the status to “In Work”- explain that that represents the products lifecycle

1.2.                       Create Original -          Choose the application PDF -          Add a description -          Upload the original from your own computer

1.3.                       Check in original -          Check in the original document. -          If you don’t have a content server setup, you can choose DMS_C1_ST. Now it will be stored in the SAP Database -          It is recommended for a small amount of documents, for large amounts you need to have another content server only for documents -          We will go over different settings related to storing documents in SAP in the next lessons

1.4.                       Add additional descriptions -          You can add any description you want in other languages -          I live in Canada, and here the official languages are EN and FR

-          I will update another description in French, so that the user which will log in in French will see the correct description in his own language -          “Assemblage de la pompe Dessin »

1.5.                       Object Links -          This Is a drawing from an assembly. -          We want this drawing to be linked with this assembly and not the other -          Use link to a Material Master R-F110

1.6.                       Document Browser -          Present the structure of documents created -          Save your document in the structure -          Navigate to Navigator documents, -          Create a new folder “Pump Drawings” and create a link to this folder.

1.7.                       Classification -          You can use classification to maintain document attributes. This will help you find your documents easier -          Extras – Classification -          The class type for documents is 017 – document management -          Let’s assign a standard class for now. Later we will create our own classes -          Search for all classes 017and choose CL0001 -          Maintain the attributes stored in this class – from size A3, Data carrier – Paper

-          Go back and save.

1.8.                       Document display Display your document changes -          And display the status network, your original file, and the location where it is stored. -          Environment/Display changes – see all the changes in the document, done when and by who -          Display the original file -          Navigate to display document, maintain your document, go on original tab, select the file and press the display original button.