1.

 DOCUMENT MANAGEMENT SYSTEM

1.1 PURPOSE

 Avoid data redundancy 

 Maintain consistency of data 

 Minimize the workload in entering and updating the data 

 Exchange data quickly & securely 

 Find documents using parameters 

 Reduce Access time 

 ISO (9000 to 9006) requires strict & high-performance document management system.

SAP Document Management meets all these complex requirements. In addition to managing

documents, it also coordinates document processing. You can automate the entire life cycle of a
document: from document creation to document storage, from access to update. Each document can
be accessed immediately from any computer in the network.

1.2 AUTHORIZATION OBJECTS RELATED TO SAP DMS

1. C_DRAW_TCD (Activities for Documents) – This object controls which users can process which
document info records, based on a combination of activity and document type.

2. C_DRAW_TCS (Status-Dependent Authorization) – This object controls which users can

process which document info records, based on a combination of activity, document type, and status.

3. C_DRAW_STA – This object controls which statuses can be set for which document type.

4. C_DRAW_BGR (Authorization Group) – This authorization object allows you to limit access to
individual documents.

5. C_DRAW_DOK (Document Access) – This authorization object controls for which original data of
a specific document type there are access authorizations.

6. C_DRAD_OBJ (Object Link) – This object controls which users can process which document info
records, based on a combination of activity, object, and status. Every authorization check is done
independently and in a certain order. In document management, the levels of the authorization check
are:

1. Transaction code

2. C_DRAW_BGR

3. C_DRAW_TCD  

4. C_DRAW_TCS
 

5. USER: Authorization object C_DRAW_BGR can be used to restrict access to individual documents.
It works like a simple on/off switch. If the C_DRAW_BGR check does not find anything, the user’s
authorization can be further restricted by checking C_DRAW_TCD (checks the document type) or
C_DRAW_TCS (checks the combination of document type and status).

Important T-Codes for DMS: 

CV01N – Create Document

CV02N – Change Document

CV03N – Display document

CV04N – Find Document

CV11   – CREATE DOCUMENT STRUCTURE

CV12   – CHANGE DOCUMENT STRUCTURE

CV13   – DISPLAY DOCUMENT STRUCTURE

CV15   – CHANGE DOCUMENT BOM GROUP 

KPRO – KPRO Administration Basis – Content Management Service

OACT – Maintain Categories Basis – Content Management Service

OAC0 – CMS Customizing Content Repositories Basis – Content Management Service

DC10 – Define document types Cross Application – Document Management System

CSADMIN – Content Server Administration Basis – Content Management Service

DC30 – Define workstation application Cross Application – Document Management System

DC20 – Define data carrier Cross Application – Document Management System

CORD – Batch Record: Type of dms Used PP – Production Planning for Process Industries

CVAR – Archive dms Tables Cross Application – Document Management System

CJ14 – Display WBS Element (From dms) Project Systems – Operative Structures

CVLO – Delete Archived dms Table Entries Cross Application – Document Management System

CN19 – Display Activity (From dms) Project Systems – Network and Activity

CN26N – Display Mat. Components (From dms) Project Systems – Material

CVW2 – Index search dms in WWW Cross Application – Document Management System
CVWG – dms: Test for up/download ActiveX Cross Application – Document Management
System

S_BIE_59000018 – IMG Activity: dms_SKPROG KM – Knowledge Warehouse

S_BIE_59000028 – IMG Activity: dms_SKPR04 KM – Knowledge Warehouse

S_BIE_59000029 – IMG Activity: dms_SKPR02 KM – Knowledge Warehouse

OD41 – Global dms Settings Cross Application – Document Management System

Standard Workflow Templates: 

00400225 – Create Draw For Image Document

16600160 – Period-end close cost object (hierarchy)

30100050 – ArchiveLink: Early+simult. archiv. 2

Following are the BAPIs available in SAP DMS:

BAPI Description

BAPI_DOCUMENT_CHANGE You can change documents with this BAPI

BAPI_DOCUMENT_CHECKIN You can check in documents with this BAPI

BAPI_DOCUMENT_CHECKOUTMODIFY You can check out documents for

processing with this BAPI

BAPI_DOCUMENT_CHECKOUTVIEW You can check out documents for display

with this BAPI

BAPI_DOCUMENT_CREATE You can create documents with this BAPI

BAPI_DOCUMENT_CREATEFROMSOURCE You can create documents by copyi from a

source document with this BAPI

BAPI_DOCUMENT_CREATENEWVERSION You can create document versions with this

BAPI

BAPI_DOCUMENT_DELETE You can delete documents or set the

deletion indicator with this BAPI

BAPI_DOCUMENT_DEQUEUE You can unlock documents with this BAPI

BAPI_DOCUMENT_DISPLAY You can display documents (without dialog)

with this BAPI

BAPI_DOCUMENT_ENQUEUE You can lock documents with this BAPI

BAPI Description

BAPI_DOCUMENT_EXISTENCECHECK You can check documents for their

existence with this BAPI

BAPI_DOCUMENT_GETACTVERSION You can determine valid document versions

with this BAPI

BAPI_DOCUMENT_GETAPPLICATION You can determine application data with this

BAPI

BAPI_DOCUMENT_GETDCDETAIL You can determine the detail data of a data

carrier with this BAPI

BAPI_DOCUMENT_GETDCLIST You can determine lists of data carriers with

this BAPI

BAPI_DOCUMENT_GETDETAIL You can determine detail data for a

document with this BAPI

BAPI_DOCUMENT_GETDOCTYPEDETAIL You can determine document type data with

this BAPI

BAPI_DOCUMENT_GETFRONTENDTYPE You can determine computer front end

types with this BAPI

BAPI_DOCUMENT_GETLIST You can search for/find documents with this

BAPI

BAPI_DOCUMENT_GETOBJECTSDOC You can determine documents for an object

with this BAPI

BAPI_DOCUMENT_GETSTATUS You can read document statuses with this

BAPI

BAPI_DOCUMENT_GETSTATUSLIST You can determine status lists for document

types with this BAPI

BAPI_DOCUMENT_GETSTRUCTURE You can determine document structures

with this BAPI

BAPI_DOCUMENT_GETTEXTS You can read long texts for documents with

this BAPI

BAPI_DOCUMENT_SETFRONTENDTYPE You can set the front end type for

computers with this BAPI

BAPI_DOCUMENT_SETSTATUS You can set the document status with this

BAPI

 
Business Object Repository: DRAW