1.1.

1 Introduction t
to
o DMS

The DMS Blueprint will help realize this objective by giving a definition of the
future process, a view of how DMS will integrate with other SAP functionality and
meet business requirements.

The Document Management System (DMS) in SAP R/3 offers the following
distinct advantages over the current procedures and systems.

• It avoids data redundancy, maintains consistency of data and minimizes

the workload involved in entering and updating data.
• In order to use large databases to the full, it is required to exchange data
quickly and securely.
securely. Data can be accessed
accessed directly
directly using electronic
electronic search
tools, or find documents using known parameters.
• Document distribution functionality (SAP-Workflow functionality is required)

The SAP R/3 Docume

Document nt Manag
Managemen
ementt System
System meet
meetss all these
these dem
demand
anding
ing
requirements.
requirements. In addition
addition to managing documents,
documents, it also coordinates
coordinates document
document
processing.
proces sing. It is possible
possible to automate the
the entire life cycle
cycle of a document: from
from
document creation to document storage, its access and its update. Each document
can be accessed immediately from any computer on the network.
External

Contract
Contract
NC program

(Paper)
Computer
Computer
Scan creates original

SAP

Document Material Material

Equipment

Bill of
material

The above diagram shows a few examples of non-SAP documents (means PC files,
not SAP Mat Docs, Purchase Orders etc) that can be linked with various objects and
managed in SAP R/3 Document Management System.
The following diagram
diagram shows the integration
integration of Document
Document Management
Management in the SAP
R/3 system.

Document Management

A rc h iv e L in k C A D i n te r f a c e

Engineering
Classification
Change
system
Management

Document

SAPoffice Internet

O b je c t li n k s W o r k f lo w

Deep integration with the SAP R/3 System affords a wide range of functionality, and
many options are open for configuring the system to meet GPI’s requirement.

DMS is basically a cross-application module, which supports various modules

of SAP. A user may thus access
access all documents
documents essential for the
the transaction
transaction they
are in. For example, the user may start from an equipment
equipment master record and then
then
view the drawings, installation manual, commissioning instructions etc.

DMS can
DMS can help
help ensur
ensure
e docum
document
ents
s ar
are
e kept
kept consi
consist
stent
ent and
and undu
undupl
plic
icat
ated
ed,, and
and
minimiz
minimize
e the document
document manageme
management nt workload
workload.. Search
Searcheses may be executed
executed on
documents
docume nts by use of various parameters.
parameters. Data may be exchanged
exchanged (i.e. uploaded
uploaded
and downloaded) with many document types.
1.1.2 Features

DMS in SAP
DMS SAP R/3R/3 is a cros
cross-m
s-mod
odule
ule appl
applica
icati
tion
on th
that
at mana
manage
ges
s non
non SAP
SAP
documents. The following options
options are available for processing any document:

Functions for Document Info Record:

• Number Assignment (a unique internal, external)

• Identification of Document Types - depending on the nature of document

• Version Management (to manage revision or amendment of documents)

• Part Management (for subdividing large documents into parts)

• Status Management (to maintain different processing statuses of documents

during their entire life cycle)

• Authorization Control (to control, create, change and display the status of the
user depending on the nature of work they perform)

• Classification (to classify documents through different characteristics)

• Document Hierarchy (to manage complicated document structure)

• Find Documents (e.g. via parameter, classification, match-code)