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Debjyoti Guha
June 16, 2016 4 minute read

Document Management System

Hi,

Hope this document on DMS (Document Management System) helps you with some insight on how to set up basic
configuration to run business.

More emphasis has been given to its usage in Production Planning & Process Industries, its incorporation with
Classic PI-Sheet & Execution Steps – XSteps

I’ve tried to keep it simple, if you have any further queries don’t hesitate to revert back.

Cheers !!

DJ

Overview

Document Management System can integrate with all SAP ERP system components

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Increasing complexity of products has led to increasingly complex development tools, such as computer-aided
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design (CAD) systems & even more advanced production processes, such as computer-aided manufacturing (CAM)
systems. CAD & CAM tools are being used to optimize production times & quality.
As this process becomes more complex, the systems for managing the technical documents involved need to be
more sophisticated. The many different procedures for describing products (e.g. design drawings, photographs)
mean that there is a huge increase in digitally stored data.
Quality & availability of documentation has now become increasingly important. Document Management System
(DMS) in the SAP System offers the following advantages:

i. If you link DMS to computerized development & production relevant systems, you avoid data redundancy,
maintain consistency of data & minimize the workload involved in entering & updating the data.
ii. In order to use large databases, there is a need to exchange data quickly & securely. Data can be directly
accessed by using electronic search tools, or by making use of known parameters. By reducing access time
& the workload involved in routine tasks, cost can be reduced significantly.

Define Storage System

This is used as storage for original application files & assigned additional files
Maintain Storage System – SPRO → SAP Customizing Implementation Guide → Cross-Application Components
→ Document Management → General Data → Settings for Storage Systems → Maintain Storage System
(Transaction OAC0)

Define Storage Category

This is used to set up one or more logical views (storage categories) for content repository (storage system)
Original application files & assigned additional files are stored in a more structured way by using several views
Maintain Storage Category – SPRO → SAP Customizing Implementation Guide → Cross-Application Components
→ Document Management → General Data → Settings for Storage Systems → Maintain Storage Category
(Transaction OACT)

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Define Data Carrier

Define Data Carrier – SPRO → SAP Customizing Implementation Guide → Cross-Application Components →
Document Management → General Data → Define Data Carrier

Define Workstation Application

Define Workstation  Application – SPRO → SAP Customizing Implementation Guide → Cross-Application

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Define Profile

Define Profile – SPRO → SAP Customizing Implementation Guide → Cross-Application Components → Document
Management → General Data → Define Profile
In this step profile is defined that combine default values & settings for processing original application files

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Define Number Ranges

Define Number Ranges – SPRO → SAP Customizing Implementation Guide → Cross-Application Components →
Document Management → Control Data → Define Number Ranges for Document Numbers (Transaction OD00)

Before proceeding further make sure to have relevant CLASS & Characteristic, Class can be defined via
transaction CL01 (Class Type – 017); Characteristics are defined via transaction CT04

Define Document Type

Define Document Type – SPRO → SAP Customizing Implementation Guide → Cross-Application Components →
Document Management → Control Data → Define Document Type

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Define Document Status

Define Document  Status – SPRO → SAP Customizing Implementation Guide → Cross-Application Components →
Document Management → Control Data → Define Document Type → (Select Document Type)  → Define Document
Status

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Define Object Link

Define Object Link – SPRO → SAP Customizing Implementation Guide → Cross-Application Components →
Document Management → Control Data → Define Document Type → (Select Document Type)  → Define Object
Links

Now that basic configuration has been set for Document Management System, following link details on how to
set/create Document

https://scn.sap.com/docs/DOC-73747

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SAP TechEd | dms | pharma supply chain | pharmacetical | pi-sheet |

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3 Comments

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Santosh Mathew
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May 17,Follow
2019 at 8:02 pm RSS feed Like

Awesome work Debjyoti!  Nice document. It would have helped little more for novice like me if you had explained
the reason behind every con guration that is done.

I have an issue as well, could you tell me how to attach document through URL or hyperlink using DMS  similar
to GOS but easy and user friendly way. We have huge volume of Contracts and approval documents in
Purchasing dept.  that need to be attached to the Outline Agreement or PO respectively which is stored at
SharePoint or another drive. We just want to link the document to that folder so that responsible person can
view it when required. Your help in this regard would be highly appreciated as I am totally new to this DMS
concept and my organization want to nd a way to reduce uploading les in all over the place. If you could share
some screen shots and steps that would be highly appreciated.. If you have some better practice or suggestion
even that is welcomed

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Faisal Wajeehullah

April 4, 2020 at 7:51 pm

Santosh , this is an old thread but someone can take bene t from it . Attaching originals to external content
storage I-e SharePoint document libraries can be done using third party application like DM4SAP (former
ERPlink) .

Like(0)

S Abinath

September 20, 2020 at 5:28 pm

Neat Explanation, well described Thanks for sharing

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