Document Management

SAP AG 2001

Architecture

General Functions

1

3

2

Overview

Document Management

Business Benefit and Summary 6

Documents@Web 4

Document Distribution 5

SAP AG 2001

Overview

Targeted for end-users in engineering, manufacturing.

Can also be used for storing EPC related documents or accounting documents.

Manage documents across the full life cycle

Fully integrated into the enterprise-wide change and release cycle

SAP AG 2001

Version management Document structures Classification Finding documents Vault Status management Document distribution Web access

Links to other SAP objects Material master Equipment Customer ........ Engineering change management Workflow ......

Interfaces to external systems

CAD systems Plot management Archive systems

Document info record

Overview

Integration in the SAP System Functions

SAP AG 2001

Architecture

General Functions

1

3

2

Overview

Document Management

Business Benefit and Summary 6

Documents@Web 4

Document Distribution 5

SAP AG 2001

Important functions available as pushbuttons

Use of tabs for easy navigation

Graphical display of the assigned original application files

Easy assignment of the original application files

User group specific customizing, such as power user, casual user)

Examples: Display of user relevant

original application files only Automatic check in Automatic identification of

storage locations

Usability

SAP AG 2001

Document

Status Management

Unlimited number of statuses Each change to status is logged (user, date, time) Additional functions using user exit Connection to Workflow

Current status

Status history - Current status - ... - Status 2 - Status 1

WR AR IR CK RL

LO CH

RJ

DE

WK ST

SAP AG 2001

Object Links

SAP objects

Material Equipment Functional location Reference functional location Document WBS element Production resource/tool QM info record Patient and so on ...

Other SAP objects

Any number of n:m links Customizing document types Restrict to 1:m link Define which objects are supported

can be linked

Document

SAP AG 2001

Integrated Viewer, Redlining

Available across the whole company Support of common used 2D and 3D formats Storage of redlines as additional files Access control on layer level

SAP AG 2001

Call of office programs as plug-in

Individual attributes can be exchanged between SAP System and the document

Desktop Office Integration

SAP AG 2001

Architecture

General Functions

1

3

2

Overview

Document Management

Business Benefit and Summary 6

Documents@Web 4

Document Distribution 5

SAP AG 2001

Possibility of storing any number of original application files in every document info record

Every main original application file allows Any number of

content versions Any number of

additional files

1

2

Main Original Content File version

CAD model

2D drawing

Specification 1

1

Storage Model for Original Application Files with KPro

Document Info Record

SAP AG 2001

Storing Original Application Files Using KPro

Generic tool for storing unstructured data

SAP Basis tool used by different applications

Supports

Check in / Check out

Relationships between original application files

Caching

KPRO access using low level application programming interfaces (APIs)

...

KPr o Content Management Service

(Customizing, Administration)

DMS

...

Index Management

Service

Index Server

Document Management Service (Version creation, Check In/Out,

Relationship maintenance)

Cache Server

•SAP DB or other HTTP Content Server •Archive •SAP table

Content Server

SAP AG 2001

Caching

Master Vault

Meta data

SAP System

“Logical” Vault (Archive)

WAN WAN

Cache Server

Cache Server

Location 1

Location 3

Location 2

Central meta data record Original can only be changed in

master vault You only need to save data here

Pull procedure Data is read from master vaults;

stored as copy in cache server Further access using local

cache Push procedure

Originals can be distributed automatically from master vault to cache servers (After 4.6C)

Scenario:

One central SAP System, accessed in this instance from n locations

SAP AG 2001

Architecture

General Functions

1

3

2

Overview

Document Management

Business Benefit and Summary 6

Documents@Web 4

Document Distribution 5

SAP AG 2001

Documents@Web

Search engine

PS

CLS

DMS

Content

Web front end for occasional users

Easy to use

Document Search using search engine

Execution of individual processes

Selection

Search

Results / Viewing, Editing

SAP AG 2001

Finding and Editing Documents - Selection

Object for which the assigned documents are to be displayed

List box for selecting search criteria

Field for text search

Start search

Additional search criteria

SAP AG 2001

Finding and Editing Documents - Hit List

Hit list

Check in/out

Navigation in long hit lists

SAP AG 2001

Architecture

General Functions

1

3

2

Overview

Document Management

Business Benefit and Summary 6

Documents@Web 4

Document Distribution 5

SAP AG 2001

Document Distribution - Key Features

Controlled distribution of documents (originals) to customers, suppliers, by mail, fax, Internet

Auditing of the distribution information (who received what and when)

Event-driven distribution of documents; for example, send document at document release

SAP AG 2001

Architecture

General Functions

1

3

2

Overview

Document Management

Business Benefit and Summary 6

Documents@Web 4

Document Distribution 5

SAP AG 2001

Business Benefits

Value Add to Azure Storing documents related to engineering, EPC or accounting. Authorized access Document Status Document Classification Bill of Documents. Reporting

Ease of use Re-designed User Interface Comprehensive retrieval functions Integrated visualization Documents@Web