The SAP Document Management System (DMS) is a cross-application component of SAP ERP Central

Component (ECC). It provides document, content, and digital management capabilities. The DMS connector
enables SAP Enterprise Portal users to evaluate and edit document data from the ERP system in the portal as
they wish, without detailed knowledge of document management such as employee files. I show the steps
required to implement the DMS.
These are the basic functions of the DMS:
 Capture and manage electronic documents such as Microsoft Office files and images
 Provide version and revision control
 Provide work flow capabilities
 Perform text retrieval and search functionalities
 Access documents through the web and also through Microsoft Windows
The following data for a document info record is transferred from the back-end system to the portal through the
DMS connector. Document structures are assigned to a document info record. These document-based
structures are depicted as folders in the portal. Each document structure from the ERP system has its own
folder in the portal. If a document structure contains an item for which a document structure also exists, the
folder at the navigation level below contains an additional folder. Original application files are assigned to a
document info record. These files are depicted as documents in the portal. Only document info records to
which at least one original application file has been assigned are evaluated for the portal.
Prerequisites
You need to deploy the DMS connector business package. The integration requires six steps:
1. Create Knowledge Management repositories
2. Create a user group
3. Assign roles to the user group
4. Assign users to the user group
5. Assign the required users to the DMSUser group
6. Open the Document Explorer, which is an iView you can access through the portal
Step 1. The first step is to create a Knowledge Management repository. A repository is any information source
such as a file system or content management system. Setting up the Knowledge Management repository is
necessary because the Repository Manager controls how the content of the repositories is accessed by portal
applications. With its repository framework, Knowledge Management gives you the option of including different
repositories.
Log in to your SAP Enterprise Portal as an administrator with admin privileges. Follow menu path System
Administration > System Configuration > Knowledge Management > Content Management > Repository
Managers. Click the Repository Managers link as shown in Figure 1 to go to the Repository Managers screen
in Figure 2 that has a list of repository managers.
Figure 1
Repository Manager
Click the DMSRMRepositoryManager link highlighted in Figure 2.

Figure 2
The DMSRMRepositoryManager link
Ensure all the parameters in the DMS repository are maintained as indicated in Figure 3. Enter the
SystemAlias for the back-end system. Enter the VariantPrefix for the selection variant. The other items on the
screen appear by default.
Figure 3
Edit the DMSRM Repository Manager
After you enter the parameters, the Save button appears. Click it to save the values. A restart of the portal is
needed for the changes to take effect.
Step 2. In this step, create a user group unique to the document management system. Groups serve to create
sets of users who have something in common, for example, users who work in the same department or users
who have similar tasks in a company. Groups make it easier to manage users. For example, you can assign a
role to a group instead of assigning the role to each user individually. This is known as indirect role assignment.
Follow menu path User Administration > Identity Management to go to Figure 4.
Figure 4
Create a user group
In the Portal Identity Management screen create a group with a unique name:
 Unique Name: DMS_User
 Description: This group provides users access to the DMS.
Step 3. In this step, assign the required portal role to the group. Roles reflect a user's function. By assigning a
role to a user, you provide the user with the authorizations or functions that he or she needs to fulfill specific
tasks. You can also indirectly assign a role to a user by assigning the group to which the user belongs to the
role.
Click the Assigned Roles tab in Figure 5 and then search for the document roles under the search criteria
under the Available Roles subtab as shown in Figure 6. Assign the portal roles for content as shown in Figure
6 and click the Save button to save the entries.
Figure 5
Assigned roles

Figure 6
Roles assignment
Step 4. In this step, assign users to the user group. Follow menu path System Administration > System
Landscape. This path takes you to the screen in Figure 7. Click the Configure button and select the required
details, such as System Alias and System Type.

Figure 7
System landscape overview
Click the Permissions tab (Figure 8) and search for group DMS_User. Click the Add button to assign it.
Figure 8
Assign a new permission
Step 5. In this step, assign the required users to the DMSUser group. Search for the user as an Employee Self
Service (ESS) user and assign it to the user group as shown in Figure 9. Ensure the user names in the portal
and in ECC are the same. The user credentials (user name and password) should be the same in ECC and the
portal as this will be useful for Single Sign-On (SSO) access from the portal.

Figure 9
Assign the end user to the user group
Assign permission as an ESS user with Read access as an end user, as shown in Figure 9, and click the save
icon to save the entries.
With ESS, employees can access documents that are assigned to them as end users and can read the shared
documents contents—for example, project-related content or company-related documents. This end user
privilege to read the documents does not allow them to modify or delete them.
Ensure the users also are granted necessary privileges in ECC. (This is done by the Basis team.) Users should
have the necessary access (read) in the ECC back end of the HR module as each ESS user is linked to an
employee personnel number. The Basis team and maintain access through transaction code PFCG.
Step 6. In this last step, access the document through Document Explorer. Follow menu path Portal >
Document Explorer. Open the Document Explorer tab as shown in Figure 10. In this tab the ESS user can view
documents stored in the DMS.
Figure 10
Document Explorer