Prouct Assistance For Integration of EasyDMS S4HANA 10 en

User Guide | PUBLIC
Document Version: 1.0 – 2020-12-01
Product Assistance for SAP Integration of SAP

Easy Document Management System for S/
4HANA
© 2020 SAP SE or an SAP affiliate company. All rights reserved.
THE BEST RUN

Content
1 SAP Easy Document Management (CA-DMS-EUI). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
2 Starting SAP Easy Document Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
3 SAP Destinations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
4 Centrally Controlled Registry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
5 Preferences in SAP Easy Document Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
6 Authorizations in SAP Easy Document Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

6.1 Authorization Holder Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
6.2 Defining User Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
6.3 Defining Authorizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
6.4 Inheritance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
6.5 Precedence. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
7 Changing Layouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
8 Defining Display Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
9 Integrated Viewer Using SAP GUI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
10 Integration with SAP Product Lifecycle Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
11 Work with Documents and Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

11.1 Automatic Check-In of Changed Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
11.2 Check-In of All Checked-Out Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
11.3 Create Documents and Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
11.4 Delete Documents and Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
11.5 Displaying Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
11.6 Distribute Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
11.7 Drag-and-Drop. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
11.8 Exchange of Values in File Properties and SAP Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
11.9 Export Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
11.10 Find Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
11.11 Find Master Data Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
11.12 Preview As Thumbnails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
11.13 Processing Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
11.14 Processing with SAP GUI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
11.15 Processing with SAP PLM Web UI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Product Assistance for SAP Integration of SAP Easy Document Management System for S/
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2 PUBLIC Content
11.16 SAP Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
11.17 Simultaneous Check-In of Multiple Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
11.18 Status Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
11.19 Synchronization of Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Offline Editing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Examples of Synchronization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
Conflicts in Synchronization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Solutions to Synchronization Conflicts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
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Content PUBLIC 3
1 SAP Easy Document Management (CA-
DMS-EUI)
Use
You use this component to manage and coordinate documents throughout the lifecycle of a product. You can
create public and private folders, which are documents in their own right, organize them in hierarchical
structures, and save your files in these folders.
SAP Easy Document Management allows you to automate the complete lifecycle of a document from creation
to checkin. You can use its extensive features without having detailed knowledge of document management as
enabled by SAP GUI. Its benefits include the following:
● Quick and safe data exchange

You can use the search to find and access documents directly that meet the search parameters.
● Lower costs by reducing access time and the amount of work required for routine activities
● Ensures employees or external partners receive up-to-date document data for reference or editing
With document distribution, you can distribute documents manually or automatically depending on the
processes you use in your company.
Integration
SAP Easy Document Management is integrated with the following:
● SAP Product Lifecycle Management (SAP PLM)

You can create, edit, and delete documents in the SAP PLM Web User Interface (PLM Web UI) using SAP
Easy Document Management. It also supports the SAP PLM Web UI authorization concept.
● Microsoft operating systems, such as Windows 7 or Windows Vista and office applications, such as
Microsoft Office 2007.
● Document management enabled by SAP GUI
● Integration with CAD desktop
Linking document management with computer-aided development and production systems prevents
redundant data retention and inconsistencies, and reduces the effort required for entering data and
keeping it up-to-date.
Features
In SAP Easy Document Management, you can do the following:
● Manage private and public documents and folders

○ Create, copy, delete, and move files
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4 PUBLIC SAP Easy Document Management (CA-DMS-EUI)
○ Create a new version of a document
○ Use drag and drop to create, copy, or move files
○ Manage document metadata including long description and status
○ Create and manage authorizations
○ Archive documents throughout the lifecycle of a product
○ Enable automatic exchange of properties from Microsoft Office applications to SAP classification data
in both directions (see SAP Note 1444113)
● Check in, save, and check out documents directly in a Microsoft Office application and edit them
● Edit and view documents in offline mode, and synchronize them with document management in the back-
end system once you are online.
● Create and edit documents in the SAP PLM Web UI and SAP GUI
● Send documents as an e-mail attachment or a link (URL)
● Find documents and create a search results list.
● Edit classification data (see )
● Create object links (see ) and search for object links (see SAP Note 1171060)
● Define a display layout (see ) and display filter (see ) for documents
● Access new items from the Business Workbench
This allows you to view a business workflow notification list in the SAP GUI. If there are new notifications, a
dialog box appears asking you to jump to the inbox when you log on to SAP Easy Document Management.
If you want to skip the notifications, you can ignore the dialog box and continue working in the system (see
SAP Note 1393846).
● Search inside a selected folder structure.
This allows you to search for a file in the selected folder and all of its subfolders.
● Access SAP Easy Document Management in a Windows Terminal Server (WTS) environment
You can access the application remotely over a secure Internet connection and continue working on your
files (see SAP Note 1439220).
 Note
All of the above features are available in the WTS environment with the exception of working offline and
synchronization.
● Access the documentation for SAP Easy Document Management by choosing .
Every change you make in SAP Easy Document Management is simultaneously reflected in document
management in the back-end system. The back-end system also controls the checkin of the original application
files. Files that you delete in SAP Easy Document Management are also deleted in the back-end system.
For information about the installation of SAP Easy Document Management 7.1, see SAP Service Marketplace at
http://service.sap.com/instguides SAP Business Suite Applications SAP PLM SAP Easy Document
Management 7.1 Master, Implementation, and Operation Guide for SAP Easy Document Management 7.1
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SAP Easy Document Management (CA-DMS-EUI) PUBLIC 5
2 Starting SAP Easy Document
Management
Use
When you start using SAP Easy Document Management for the first time, there are certain activities you must
perform. This document explains these activities and introduces you to the main features of the SAP Easy
Document Management user interface.
Activities
● You start SAP Easy Document Management in any of the following ways:
○ Double-click on your desktop.

○ In Microsoft Windows Explorer, choose the folder SAP Easy Document Management under Desktop.
○ Choose Save As in a Microsoft Office application, and navigate on your desktop to SAP Easy Document
Management.
 Note
You can also start SAP Easy Document Management in the ways described above in a Windows Terminal
Service (WTS) environment. This allows you to access the application remotely over a secure Internet
connection and continue working on your files. All features, with the exception of working offline and
synchronization, are available in the WTS environment. For more information, see SAP Note 1439220.
Starting SAP Easy Document Management displays the logon screen, where you can enter the following
connection parameters:
● SAP System with Client

○ All systems stored in the SAP GUI logon are also stored in the Available Systems dropdown list.
○ You can configure new systems by choosing beside Available System. In the dialog box, you
can add, edit, or delete systems.
For more information, see .
● User and password
○ If you do not want to enter your password each time you log on, select the Save Password checkbox.
The system saves the encoded password in the registry.
 Recommendation
We recommend that you do not save passwords for security reasons.
○ If you want to change your password, select the Change Password checkbox and enter the new
password twice in the Change Password dialog box.
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6 PUBLIC Starting SAP Easy Document Management
● Logon language
Determines the language of the SAP Easy Document Management user interface
● Automatic logon
○ This checkbox hides the connection dialog box the next time you log on. You can interrupt the
automatic logon with SHIFT + CTRL.
○ You can deactivate automatic logon under by choosing System to deselect the Logon to SAP
Automatically checkbox.
● Traces
This is used for advanced trouble-shooting and debugging of the system. For more information, see SAP
Service Marketplace at http://service.sap.com/instguides SAP Business Suite Applications SAP
PLM SAP Easy Document Management 7.1 Master, Implementation, and Operation Guide for SAP Easy
Document Management 7.1
● Work Offline
If you have loaded data for editing offline, you can access it by choosing Work Offline. The system displays
the offline folder (see ).
When you log on to SAP Easy Document Management for the first time, the system prompts you to do the
following:
● Create a public folder with the document number EDIPUBLICROOTFOLDER
 Note
While creating the public folder, SAP Easy Document Management gives you a list of the document
types that have been maintained in Customizing. You can choose a document type, which is then used
for all further folders you create. The settings can be changed at a later stage in the metadata
management screen.
● Create a private folder with the document number <User name>.
 Note
Creation of the public and private folders is dependent on the Customizing settings you make for your
organization. You can decide to create the folders immediately or during the next logon.
Toolbar
The layout of the Microsoft Windows Explorer toolbar is dependent on the operating system you use to log on
to SAP Easy Document Management.
Microsoft Windows XP
The following icons are inserted in the toolbar:
Icon Action
Allows you to log on and log off when you are in SAP Easy
Document Management. You can also log off using the con
text menu of a folder.
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Starting SAP Easy Document Management PUBLIC 7
Icon Action
Allows you to specify general settings for file handling in the

system.
Allows you to create a new folder.
Allows you to create a new document.
Allows you to create a new version of a document.
Allows you to define the file properties.
Allows you to search for folders or documents.
Allows you to delete documents and folders.
Allows you to edit the selected file.
Allows you to view a file.
Allows you to check in the selected file.
Allows you to check in all checked-out files in a single step.
Allows you to print the original file.
Allows you to set up the layout of columns for displaying

documents.
Allows you to set specific filter options or conditions to de

fine display filters.
Allows you to access the documentation for SAP Easy Docu

ment Management.
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8 PUBLIC Starting SAP Easy Document Management
Microsoft Windows 7 and Microsoft Windows Vista
All of the above functions are available in Microsoft Windows Vista and Microsoft Windows 7. They are displayed
in the toolbar as follows:
Operating System Text Pushbutton Icon and Text Pushbutton Menu (groups related func
tions)
Windows 7 Log On/Log Off Not applicable Create
Edit File Operations
Check In Organize
SAP Properties
Search
Windows Vista Not applicable Create
Operations
Organize
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Starting SAP Easy Document Management PUBLIC 9
3 SAP Destinations
Use
All systems that are stored in the SAP GUI logon are also stored in SAP Easy Document Management. You can
add, edit, or delete these systems and define their connection parameters.
Activities
When you open SAP Easy Document Management to log on, you see a list of available systems. You can choose
to do the following:
● Choose New to add a system to the list.

● Select a system in the list and choose Delete.
● Select a system in the list and choose Edit.
● Choose New and select a connection parameter from the list.
The following connection parameters are available:
Parameter ID Description
SAPLOGON_ID String defined for SAPLOGON on 32-bit Windows
ASHOST Host name of a specific application server (; No load balanc

ing)
GWHOST Host name of the
GWSERV Service of the
SYSNR system number (; No load balancing)
MSHOST Host name of the message server (if using load balancing)
MSSERV Service of the message server (if using load balancing)
R3NAME Name of the system (if using load balancing)
GROUP Name of the group of application servers (if using load bal
ancing)
DEST Destination name in saprfc.ini, if using saprfc.ini
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10 PUBLIC SAP Destinations
USE_SAPGUI Use SAPGUI, 0/1/2: start without/with/invisible SAP GUI

(Default: 0). For more information, see SAP Note 1393924.
CODEPAGE This is useful if the SAP GUI starts with a codepage that is
different from 1100. The default is 1100 or set in the
SAP_CODEPAGE environment variable.
SNC_MODE Working with SNC, 0/1: without/with SNC (Default: 0)
SNC_QOP SNC Quality of service (Default: 8) The following options are

available:
● Value 1
With this protection level, the system verifies the iden
tity of the communication partners. This is the mini
mum protection level offered by SNC. No actual data
protection is provided.
● Value 2
With this protection level, the system detects any
changes or manipulation of the data which may have
occurred between the two end points of a communica
tion. Integrity protection also includes authentication.
● Value 3
With this protection level, the system encrypts the
messages being transferred to make eavesdropping
useless. Privacy protection also includes integrity pro
tection of the data. This is the maximum level of pro
tection provided by SNC.
● Value 8
This is default protection
● Value 9
This is maximum protection
SNC_MYNAME Own SNC name if you do not want to use the default SNC
name
SNC_PARTNERNAME SNC name of the partner or SNC name of the message

server (load balancing)
SNC_LIB Full path and name of the SNC library
GRT_DATA SAProuter connect string while using SAP GUI
● H/<router string>
The whole router string for SAP GUI
● /P/<password>
If the password for the SAP GUI connection is not the
same as the logon password
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SAP Destinations PUBLIC 11
PCS Partner’s character size
Value 1 is Non-Unicode
Value 2 is Unicode
COMM_CP Communication Codepage for Unicode conversions. This

option is only active in the unicode version of the RFC li
brary.
ICCE Ignore Character Conversion Errors,0/1: Do not ignore/

Ignore
Default value is 1 or defined by environment variable

RFC_IGNORE_CONV_ERROR. If this flag is 1, the conversion
error does not result in a connection termination. Instead, it
replaces the character, which could not be converted with
CFIT defined token.
CFIT Conversion Fault Indicator Token
This flag determines a substitute symbol for the received

unicode characters, which could not be converted by the
RFC library.
WAN_CONN RFC using Wide Area Network, 0 = LAN, 1 = WAN (Default:

0).
0=LAN, 1=WAN. If set enables better compression of large

tables. Value can be defined with environment variable
RFC_WAN_THRESHOLD
TOUPPER Do not convert user and password to upper case while

sending to the Application Server: 0/1 (Default: 1).
There are also the following alternative logon possibilities:
ALIAS_USER An alias user name can be used instead of a user or together

with a username. If both username and ALIAS_USER are
used, they must match.
MYSAPSSO SAP Cookie Version 1 is used instead of user and password

for logon to backend.
MYSAPSSO2 SAP Cookie Version 2 is used instead of password for logon

to backend. In this case, user name is optional.
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X509CERT An X.509 certificate is used instead of password to logon to

system. In this case, user name is optional.
EXTIDDATA Contains valid external user's ID of an external authentica

tion system. User name is optional. External ID needs to to
be defined in the SAP system.
EXTIDTYPE Defines the external identity. Valid only with EXTIDDATA.
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SAP Destinations PUBLIC 13
4 Centrally Controlled Registry
Use
SAP Easy Document Management provides a set of registry values that can be maintained to control the
behavior of the application. These values can be set by the administrator at the time of installation to define
behavior for all instances of SAP Easy Document Management, that is, functionality can be controlled centrally.
Values can also be controlled by the user.
All registry values are stored in hives, depending on the value assigned to them. SAP Easy Document
Management uses the following registry hives:
● Hive Key Current User (HKCU)

The user has access to the hive and can make changes.
● Hive Key Local Machine (HKLM)
This hive is controlled by the administrator.
Features
Centrally Controlled Registry Values
The following entries are centrally controlled. However, the administrator can choose to give control to users by
setting the <entry name>_AllowUser value to one. These values are outlined in the following table:
Registry Value Type Default Value Value 1 Value 0 Others
AllowSavePass DWORD 1 System saves your System does not Not applicable
word logon password save your logon
password
CheckBeforeLog DWORD 0 A dialog box dis A dialog box does Not applicable
off playing all not appear
checked-out files
appears during
logoff from SAP
Easy Document
Management
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14 PUBLIC Centrally Controlled Registry
CheckFrontEnd DWORD 0 SAP Easy Docu No check is per Not applicable

ment Management formed and SAP
checks the back- Easy Document
end customization Management
and uses the ap opens the default
propriate front- Microsoft Windows
end type to open application.
an original.
DateSearchPick DWORD 1 This registry value This registry value Not applicable
activates the date deactivates the
picker for date date picker.
fields in the Find
Documents dialog
box on the
Classification tab
page.
DeleteLocalFile DWORD 0 SAP Easy Docu Standard deletion Not applicable

ment Management settings in SAP
deletes local cop Easy Document
ies of files every 10 Management ap
seconds. Note that ply
this registry set
ting only works if
the Lifetime (in
Minutes) of Copies
in File Buffer field
in the Preferences
dialog box con
tains a value that is
not zero.
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Centrally Controlled Registry PUBLIC 15
DisableAuto DWORD 0 SAP Easy Docu SAP Easy Docu Not applicable
Checkin ment Management ment Management
does not automat automatically
ically checkin files checks in files
when you close when you close
them. them.
 Note
SAP Easy
Document
Management
checks in files
only when
they are un
locked, that is,
they are not
simultane
ously in use by
another appli
cation. Certain
applications,
for example,
Notepad and
Microsoft
Paint do not
keep a lock on
files. The auto
checkin fea
ture behaves
differently
with different
applications.
DisableThumb DWORD 0 Thumbnails are Creates thumb Not applicable

nails not created. nails on the SAP
Easy Document
Management user
interface.
FolderAlwaysWith DWORD 0 If the document The file icon is dis Not applicable
FolderIcon info record (DIR) played.
contains an origi
nal file, the system
displays folders
with the folder
icon.
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MaintainSuperior DWORD 0 The system dis The system hides Not applicable
Document plays the details of the details of supe
superior docu rior documents on
ments on the the Technical
Technical Details Details tab page in
tab page in the the SAP Properties
SAP Properties di dialog box.
alog box.
MoveToRecycleBin DWORD 1 All deleted files are Files are deleted Not applicable
moved to the permanently.
Recycle Bin.
PropExchangeAc DWORD 0 Exchange of file Exchange of file Not applicable

tive properties and properties and
characteristic characteristic
value assignments value assignments
is enabled (see is disabled (see
SAP Note SAP Note
1444113). 1444113).
ShowSyn DWORD 0 Error messages Error messages Not applicable

chErrMsg generated during are not displayed.
synchronization
are displayed.
SortDocTypeDe DWORD 0 This registry value The list is sorted Not applicable
scription changes the layout by the short text.
in the Find
Documents dialog
box in the
Document Type
dropdown list and
in the SAP
Properties dialog
box. The list is
sorted by the ab
breviation of the
document type.
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StopPropExchan DWORD 0 Updating the Allows document

geToR3 document data data to be updated
from file proper from the file prop
ties is stopped. erties
Only updating of
the file properties
from document
data is allowed.
Centrally Controlled Registry Values (Only from HKLM Registry Values)
The following entries are centrally controlled. The administrator cannot give control to users by setting the
<entry name>_AllowUser value to one. These values are outlined in the following table:
DisableRFCTime DWORD 0 The Minutes The Minutes Not applicable

Out Before RFC Before RFC
Connection Will be Connection Will be
Terminated Terminated
Automatically field Automatically field
is enabled. is disabled.
DisableLifeTime DWORD 0 The Lifetime (in The Lifetime (in Not applicable
Minutes) of Copies Minutes) of Copies
in the File Buffer in the File Buffer
field is disabled. field is enabled.
DisableContext REG_SZ Not applicable Not applicable Not applicable SAP Easy Docu
MenuItems ment Management
provides a context
menu with multi
ple options. You
can hide one or
more of these op
tions as required.
For information
about the values to
be set, see SAP
Note 983648.
DisableWorkDir DWORD 0 The Working The Working Not applicable

Directory field is Directory field is
disabled. enabled under
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HelpFilePath REG_SZ Not applicable Not applicable Not applicable SAP Easy Docu
ment Management
uses this registry
value to open the
help documenta
tion. Enter the
path of the docu
ment in this regis
try value. If no
value is entered,
the help documen
tation opens from
the installation
folder.
DisableSysDesti DWORD 0 To disable the SAP To enable the SAP Not applicable
nation Destinations push Destinations push
button on the button on the
logon dialog box logon dialog box
CacheOrigina REG_SZ Not applicable Not applicable Not applicable Caching of origi
lExtns nals based on file
extensions is
maintained in this
registry entry. If
set to “*” No origi
nals are cached. If
set to empty (De
fault) all originals
are cached. For ex
ample, if CacheOr
iginalExtns is
maintained as
“pdf;tif”, then the
originals that have
extensions “pdf”
or “tif” are not
cached.
DisableChangeOff DWORD 0 You cannot change You can change Not applicable
line files in offline files in offline
mode. mode.
HKCU Registry Values
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The following entries can be controlled by the user:
AutoInheritedAuth DWORD 0 Apart from receiv Authorizations are Not applicable

ing Admin rights, not automatically
your document in inherited.
herits the authori
zations of the pa
rent folder.
CreateDocsWith DWORD 0 While transferring While transferring Value 2: While

ManyOriginals multiple files (us multiple files (us transferring multi
ing drag and drop ing drag and drop ple files (using
or copy and or copy and drag and drop or
paste), the system paste), the system copy and paste),
creates one docu creates a separate the system asks
ment with multiple document for each you what you want
originals. original. to do.
CreateDocsWi DWORD 1 While transferring While transferring Value 2: While

thoutDlg multiple files (us multiple files (us transferring multi
ing drag and drop ing drag and drop ple files (using
or copy and or copy and drag and drop or
paste), the system paste), the system copy and paste),
creates DIRs with opens a dialog box the system asks
out opening a dia to create DIRs. you what you want
log window. If crea to do.
tion thereafter is
unsuccessful, a di
alog box appears.
DisableCharacter DWORD 1 The performance Not applicable Not applicable

Hierarchy of the system dur
ing navigation be
tween document
types during crea
tion improves.
 Caution
The character
istic values for
multilevel and
multivalue hi
erarchies are
not displayed.
4HANA
Doc.Create.Dokar REG_SZ Not applicable Not applicable Not applicable This value is auto
matically set by
the system for any
DIR that is created.
You can set this
prior to document
creation, so that
this document
type is chosen by
default the next
time a document
is created.
FileBuffer.LifeTime DWORD 10 Not applicable Not applicable This value is auto

matically set by
the system if the
Lifetime (in
Minutes) of Copies
in the File Buffer
field is set in the
dialog.
Folder.Create.Do REG_SZ Not applicable Not applicable Not applicable This value is auto
kar matically set by
the system for any
folder that is cre
ated in SAP Easy
Document Man
agement. You can
set this prior to
document crea
tion, so that this
document type is
chosen by default
the next time a
document is cre
ated.
4HANA
NoLoad KEY Not applicable Not applicable Not applicable You can enter pro
gram names that
should not load
SAP Easy Docu
ment Management
when opened as
String values
(REG_SZ) for the
following registry
key. The name is
the program file
name in this case
(thus for example,
“winword.exe” for
Microsoft Word),
the value remains
empty.
RFC.Timeout DWORD 0 Not applicable Not applicable This value is auto

matically set by
the system if the
Minutes Before
RFC Connection
Will be Terminated
Automatically field
is maintained in
Shell REG_SZ View Not applicable Not applicable This value is auto
View.DblClickAc matically set by
tion the system if the
Action on Double-
Click in the
Explorer List View
field is maintained
in .
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TempFileName REG_SZ Not applicable Not applicable Not applicable You use this regis
Masks try value to define
the file types that
SAP Easy Docu
ment Management
should treat as
“temporary” (see
SAP Note
790434).
Workdirectory REG_SZ Not applicable Not applicable Not applicable This value is auto
matically set by
the system with
the settings made
in the Working
Directory field in
Ask.UndoCheck DWORD 0 Confirmation win Confirmation win Not applicable

out dow appears when dow does not ap
you choose Exit pear.
Edit Mode in the
context menu.
DisableSyncOnLo DWORD 0 Automatic syn Automatic syn Not applicable

gin chronization of off chronization of off
line folders at line folders at
logon are disabled. logon is enabled.
PlainSearch DWORD 0 Search behaves in The search behav Not applicable

a similar way as in ior remains un
CV04N transac changed. This in
tion, that is no au creases the search
thorization check performance.
is performed dur
ing search.
4HANA
DisableMultiSelect DWORD 0 User can select User can select the Not applicable
only first column in whole line in SAP
SAP Easy Docu Easy Document
ment Manage Management (ex
ment. isting behavior).
This new entry im
proves drag and
drop, copy and
paste, and folder
browsing in SAP
Easy Document
Management.
UniqueUserGroup DWORD 0 While creating There are no Not applicable

user group, check checks and multi
is performed to ple user groups
see if any user with same name
group already ex can be created.
ists in the backend
or not. If same
user group exists,
then new user
group cannot be
created.
UploadWithNo DWORD 0 The upload of The upload of

CallBack documents into documents into
the content server the content server
is done without us is done without us
ing the sapftp.dll ing the sapftp.dll
and saphttp.dll, and saphttp.dll,
which are present which are present
in the installation in the installation
folder. Instead, the folder.
upload is done
through sapftp.exe
and saphttp.exe,
similar to SAP GUI.
4HANA
Doc.ChangeAllo DWORD 1 Not applicable Not applicable This value is auto
wedOffline matically set by
the system if the
user selects the
Allow Changes in
Offline Mode
checkbox under
For more information, see SAP Note 1367514.
Activities
To change the behavior of SAP Easy Document Management to suit your requirements, you must make certain
registry settings.
● To create a new value in HKCU, proceed as follows:

○ Choose C:\ WINDOWS regedit.exe or run regedit.exe from the Start menu.
○ Navigate to My Computer HKEY_CURRENT_USER Software SAP EasyDms General .
○ In the menu bar, choose Edit New . Choose the registry value that you want to create.
○ Enter the name of the registry value and press Enter. The registry value is created.
○ Select the registry value and choose Edit Modify . Enter the Value Data.
● To change the value data of a registry value in HKCU or HKLM, proceed as follows:
○ Select the entry you wish to change.
○ In the menu bar, choose Edit Modify .
○ If the existing value is a DWORD value, the Edit DWORD Value dialog box appears. Enter the value
data. Select the Decimal radio button and choose OK.
○ If the existing value is a string, the Edit String dialog box appears. Enter the value data and choose
OK.
The administrator can make certain changes to the allocation of registry values. This allows you to change the
behavior of SAP Easy Document Management using registry entries.
To grant authorizations to users, the administrator proceeds as follows:
● Choose C:\ WINDOWS regedit.exe or run regedit.exe from the Start menu.
● Navigate to My Computer HKEY_LOCAL_MACHINE Software SAP EasyDms General .
● In the menu bar, choose Edit New . Choose the registry value that you want to create.
● Enter the name of the registry entry as follows: <entry name>_AllowUser.
● In the menu bar, choose Edit Modify .
● Enter 1 in the Value Data field.
● The registry value can now be maintained by the user.
4HANA
 Note
You must log off and log on again to SAP Easy Document Management for the changes in the registry to
take effect.
4HANA
5 Preferences in SAP Easy Document
Management
Use
You can define your preferences for basic data and system data in SAP Easy Document Management. This
allows you to define settings such as, how you want the system to handle files and default values.
Features
You use to set up preferences for the following data:
Basic Data
Local storage location Specify your working directory here
General file handling ● Allow Changes in Offline Mode

If you select this checkbox, you can change the original
file offline. This checks in the file automatically.
● Omit File Name and Number
If you select this checkbox, filerelated properties are
not displayed during navigation. This enables faster
navigation. You must also select the Show Only One Line
for Each Document checkbox under Change Layout.
● Disable Full Row Selection in Explorer List View
If you select this checkbox, items only from the first col
umn of the explorer list view are highlighted.
● Action on Double-Click in the Explorer List View
Double-clicking a file allows you to display, edit, or al
lows you to choose whether you want to display or edit.
● Lifetime (in minutes) of Copies in the File Buffer
This is the minimum time a file resides in the working di
rectory.
Timeout for RFC connection Time after which time-out occurs
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Preferences in SAP Easy Document Management PUBLIC 27
Version information Product version:
● Major Release
● Service Pack Release
● Patch Release
File version:
● Major Release
● Service Pack Release
● Patch Release
For example, 7.1.1.0
7.1 (major release) .1 (support pack level).0 (patch number)
System Data
Default storage location You define the default storage category as follows:
● For Knowledge Provider (KPro) documents, in the Using

the Knowledge Provider (Content Server) field
● For non-KPro documents, in the Not Using the
Knowledge Provider (FTP Vault) field
Default values ● Authorization group

● Laboratory
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28 PUBLIC Preferences in SAP Easy Document Management
Reset settings ● Delete local files
You can delete local files. Choose SAP Easy Doc
Mgmt Preferences . Choose the tab page for the rel

evant system and choose Delete Local Files. The buffer
is cleared and your local files are deleted.
● RFC cache
The RFC temporary storage (RFC cache) is an area of
the SAP registry that contains the data related to func
tion signatures for all RFC enabled functions used by
SAP Easy Document Management.
You must reset the RFC cache if a function is activated
or deactivated, or if there is a change in function signa
ture in Document Management System (CA-DMS).
● Root folders
Offline root folders that are flagged in the registry are
cleared
● WS Application
The previously stored workstation applications (WS ap
plications) are cleared and the system displays the
Select Workstation Application dialog box when check
ing in the file.
● Log On to SAP Automatically
This checkbox hides the connection dialog box the next
time you log on. You can interrupt the automatic logon
with SHIFT + CTRL.
● Save password
The password is saved. You do not need to enter it the
next time you log on.
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Preferences in SAP Easy Document Management PUBLIC 29
6 Authorizations in SAP Easy Document
Management
Use
In SAP Easy Document Management, you can define object-related authorizations (access control lists (ACLs))
for documents and folders. The authorization holder types include users, user groups, and roles.
You use ACLs to manage all permitted and non permitted activities for an object of a specific group. The
system manages the hierarchy of the different activities (ACLs). SAP Easy Document Management also checks
for authorization objects in document management in the back-end system. For more information, see SAP
Help Portal at http://help.sap.com SAP ERP SAP ERP Central Component SAP ERP Enhancement
Packages ERP Central Component Enhancement Package 4 SAP ERP Central Component Logistics
Product Lifecycle Management (PLM) Document Management Authorization Objects for Documents
Prerequisites
● The base application must be 6.20 or higher.

● The authorization concept only applies to documents and not to other master data objects in SAP Product
Lifecycle Management (SAP PLM).
● The authorizations created in SAP Easy Document Management are also valid for document management
in the back-end system.
● As of SAP 4.7, it is possible to implement ACLs and, as of SAP 2005, all ACLs are automatically available in
SAP Easy Document Management and the back-end system. For more information, see SAP Note 798504.
● To use ACLs, the document must have initial administrator authorization. When a document is created or
versioned, the user who creates the document does not receive administrator authorization by default. The
registry value AutoInheritedAuth must be set to 1 to receive administrator authorization by default. The
user cannot delete his or her own administrator authorizations. For more information about registry values,
see .
● As of SAP 6.0 Enhancement Package 4, you can track changes made to an ACL. To display the changes
made to an ACL, you must activate the Display Changes to ACL business function in the back-end system..
For more information about this business function, see SAP Help Portal at http://help.sap.com SAP
ERP SAP ERP Central Component SAP ERP Enhancement Packages ERP Central Component
Enhancement Package 4 Business Functions (SAP Enhancement Package 4 for SAP ERP 6.0) Business
Functions in SAP ERP Enterprise Business Functions Logistics Product Lifecycle Management
● Once the Display Changes to ACL business function is activated, you must select the Change Docs
checkbox for your document type in Customizing for Document Management System (CA-DMS) under
Control Data Define Document Types .
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30 PUBLIC Authorizations in SAP Easy Document Management
6.1 Authorization Holder Types
You use the following authorization holder types when assigning authorizations in SAP Easy Document
Management:
● User
You select one or more users and assign them the required authorizations.
● User group
You select one or more user groups. A user group can consist of multiple users and/or user groups. All
users in a user group are given the same authorizations for a particular object. User groups can have
different authorizations. For more information, see .
● Role
You select one or more roles and assign them the required authorizations. As a result, each user to which
the selected role has been assigned has the corresponding authorizations.
 Note
The system always uses the more comprehensive authorizations. If a user has read authorization but
write authorization is assigned to the user's role, the user automatically has write authorization for the
object.
● HR Object
You select one ore more HR Objects and assign them the require authorizations.
6.2 Defining User Groups
Use
You group multiple users together to form a user group. You can assign different authorizations to all users who
manage a user group.
Features
You can define user groups using the following features:
● Create
○ Choose Authorizations
○ Choose to add users to the group.
○ Select User Group under Authorization Holder Type and choose .

○ Choose New and enter a name and description for the user group.
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Authorizations in SAP Easy Document Management PUBLIC 31
 Caution
Take upper- and lowercase into account when you create user groups.
● Edit
Choose Edit to add the users you require and specify an authorization for each.
You add the users under User Group Authorizations and they are displayed under Members of User Group.
User groups have their own access control lists (ACLs) in which you can specify the users who can change
or see the user group.
● Delete
You can delete user groups that you no longer require by choosing .
● Reload Groups
You use the Reload Groups function to update the list of available user groups.
● Find
You can search for user groups in SAP Easy Document Management by choosing in the
Authorizations tab page.
 Note
To make a user group public, you must enter the users or user groups in the authorization view with any of
the following authorizations:
● Read
Display authorization only
● Write
User can change the members of a user group
● Administrator
Authorization to maintain a user group (the creator of a user group automatically has administrator
authorization)
The DMS_USRGRP authorization object is necessary for a user to create or delete a user group (see SAP Note
1309435).
6.3 Defining Authorizations
Use
Object-related authorizations (access control lists (ACLs)) allow assignment of authorizations to carry out
certain activities in folders and documents.
These authorizations are inherited top-down (see ) and can be overridden at lower levels.
 Caution
You use the authorization object ACO_SUPER to give certain users, such as system administrators,
authorization to override the ACLs.
4HANA
 Note
Linked documents do not inherit the authorizations of the folder to which they are linked. These documents
only inherit ACLs that result from their original use, that is, from the folder in which the documents are
actually located and not from a folder by means of a link.
Features
You can assign the following authorizations to users, user groups, and roles:
● Administrator
● Delete folder
● Delete document
● Change
● Delete subfolder
● Create document and subfolder
● Read metadata
● Read originals
● No authorizations
These authorizations are described in detail in the following table:
Authorization/Activity Object Description
Admin Document, folder Allows you to display, change, rename,

copy, and delete documents, folders,
and linked files. When objects are cre
ated, the object owner also defines
whether other users are to receive au
thorizations for these objects.
DeleteFol Folder Allows you to delete an entire folder and

therefore an entire document structure.
The folder must be completely emptied
before deletion.
Delete Document Allows you to delete a document. This

authorization does not allow you to de
lete folders.
WriteFile Document, folder Allows you to create, delete, and

change originals, and to change the
metadata. The document itself cannot
be deleted.
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Authorization/Activity Object Description
Write Document, folder Allows you to change metadata of

documents and folders. The authoriza
tion does not allow you to check in, edit,
or delete an original.
DelChild Folder Allows you to delete documents from a

document structure. This authorization
refers to the superior folder below
which you want to delete subfolders or
documents. You must create a separate
authorization for deleting the subfold
ers and documents.
CreateDoc Folder Allows you to control the creation of

documents with originals and subfold
ers. The authorization is linked to the
superior folder below which you want to
create subfolders and documents.
ReadFile Document, folder Allows you to display metadata and

originals. The original can be exported,
but cannot be changed or deleted.
Read Document, folder Allows you to display metadata and the

document structure. Changes are not
possible.
NoAuth Document, folder No authorizations are assigned. NoAuth

cancels all other authorizations. The
folders or documents are not visible to
the user and the user has no authoriza
tion for the affected object. Inherited
authorizations are overridden by
NoAuth.
The authorizations apply to the following actions:
● Create
● Copy
● Move
● Change
● Delete
● Send documents
Check for Access Control Lists (ACLs)
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When processing documents and folders in SAP Easy Document Management, the system checks the
authorizations related to these objects as follows:
● The system checks whether an ACL exists in the document.

● If no ACL has been defined in the document, the system checks the superior folder.
● If no ACL has been defined there, the system checks the folder above that folder.
● The system continues checking until it finds an ACL.
● If no ACL is found, the user does not have authorization.
● The more comprehensive authorization for a single layer applies as follows:
User —> User Group —> Role —> HR Object
● Authorizations assigned to a superior folder are inherited by all subfolders at all levels
Activities
Use Object-Related Authorizations
To use object-related authorizations (ACLs) in SAP Easy Document Management, you do the following steps:
● Create a PFCG role or use an existing role

The PFCG role ensures access to document management in the back-end system. The system first checks
the PFCG roles of a user. If the user has authorization for document management, the system carries out
the check for ACLs as outlined above.
● Assign a user to the role
● Create document info records (DIRs) in the backend
● In SAP Easy Document Management you define the administrator authorizations for a folder or document
under on the Authorizations tab page using Create Admin Authorization pushbutton. These
authorizations allow the user to edit documents and folders and assign authorizations to other users, user
groups, and roles.
 Note
You use the registry entry AutoInheritedAuth to control whether a user automatically receives
administrator authorization when he or she creates a DIR or whether this authorization must be
explicitly assigned to the user in SAP Easy Document Management using Create Admin Authorization.
For more information about registry entries, see .
● You define authorizations for other users, user groups, roles, and HR objects in SAP Easy Document
Management under on the Authorizations tab page for a folder or document, by choosing
(Add).
You can also undo these authorizations by choosing (Delete).

● If you selected the authorization holder type User Group, you can define new user groups or change or
delete existing ones under Authorization Holder in the .
4HANA
 Note
‘ACO_SUPER’ is the only PFCG object for working with ACLs in SAP Easy Document Management.
PFCG roles (objects) and ACLs are independent of each other. If both PFCG objects and ACLs are
maintained, the system takes both of them into account, but PFCG roles are given preference.
Display Changes to an ACL
To display changes made to an ACL for documents, proceed as follows:
● Select a document in SAP Easy Document Management and choose Display with SAP GUI from its context
menu.
● The document opens in display mode in SAP GUI. Choose Environment Display Changes .
 Note
To activate the Display Changes option in the backend, you must select the Change Docs checkbox for
your document type in Customizing for Document Management System (CA-DMS) under Control
Data Define Document Types .
6.4 Inheritance
Use
During the authorization check for an object, the system determines whether a user has specific authorizations
for the object.
If no authorization is defined for the user of the object, the system follows the authorization path along the
object hierarchy up to the top node. If no authorizations are found here, the user has no authorization of any
kind for the selected object.
When you define authorizations (see ) for an object, the system gives the relevant folder an access control list
(ACL). This ACL applies to all subfolders. If a new ACL is created for one of these subfolders, it applies to all
subfolders from this node onwards.
The implementation of local administrator authorizations for the owner of a folder or document means that
when you create a new folder or document, this also creates a new ACL for the object. This ACL contains at
least administrator authorizations for the owner.
 Note
Changes to the authorizations can only be made to objects for which the user has administrator
authorization.
Authorizations from superior objects are inherited by subordinate objects down to the point at which they
are overridden by a new, local authorization for the user. Authorizations for the user are inherited in the
same way.
4HANA
Features
Authorizations are inherited top-down and can be overridden at lower levels. For linked documents, the ACLs of
the original documents or their superior folder apply. You can assign a separate ACL to a linked document. The
system then uses this ACL. However, if a linked document has its own ACL, the system does not ignore the ACL
of the superior folder.
The system always uses the most comprehensive authorizations. The authorizations assigned to a superior
folder are inherited by all subfolders at all levels.
NoAuth cancels all other authorizations and overrides inherited authorizations.
 Note
You can display or hide the list of inherited authorizations assigned to a folder. Under Authorizations
select or deselect the Read InheritedAuthorizations checkbox as appropriate.
 Recommendation
To avoid performance problems, we recommend that you store only small number of documents and
objects in one folder at each hierarchy level. If you have many documents in one folder, define direct ACLs
for this folder and do not allow them to be inherited. If you have a large document structure with
inheritance through the whole structure, performance may be slow when displaying the folders with many
documents and objects at lower levels of the structure.
6.5 Precedence
The following table explains the order of authorizations:
Admin Delete Delete WriteFile Write DelChild Create ReadFile Read NoAuth
Fol Doc
User 1 2 3 4 5 6 7 8 9 10
User 11 12 13 14 15 16 17 18 19 20
Group
Role 21 22 23 24 25 26 27 28 29 30
HR Ob 31 32 33 34 35 36 37 38 39 40
ject
Inherited Same sequence: User –> Group –> Role –> HR Object
from pa
41... 42... 43... 44... ... ... ... ... ... ... ... ... ... ... ... 77... 78... 79... 80
rent level
4HANA
Admin Delete Delete WriteFile Write DelChild Create ReadFile Read NoAuth
Fol Doc
Inherited 81... 82... 83... 84... ... ... ... ... ... ... ... ... ... ... ... 117... 118... 119... 120
from next
level
...
Inherited
from top
level
Direct allocation of authorizations at the same level always overrides inherited authorizations, for example,
user is stronger than user (inherited):
User –> User Group –> Role –> HR Object –>…
Admin –> DeleteFol –> Delete –> WriteFile –> Write –> DelChild –> CreateDoc –> ReadFile –> Read –>
NoAuth
1. Precedence of user over user group

If the user is attached to a document with an access control list (ACL), the ACL overrides the ACL of the
same user in the user group.
If the same user is in two user groups and the user groups have different ACLs, the highest level is taken
into account.
 Example
2. Precedence regarding inheritance

If the ACL of the user is inherited, the ACL of the user in the user group overrides the inherited ACL.
 Example
4HANA
7 Changing Layouts
Use
You can set up the layout of columns for displaying documents in SAP Easy Document Management according
to your requirements, by using display variants.
Features
The system shows all the available columns, such as Description, User, Status, Document Key, Characteristics,
File Name, and Check-In Date. You can add the columns you require to your display variant from a set of
available columns. You can add characteristics to the set of available columns.
In the Display Options, you can define the following:
● Whether you want to display one or more lines per document

If a document has more than one file, and the Show Only One Line for Each Document checkbox was
selected, the system shows the number of files linked to the document instead of the file name.
● Whether you want to display files as thumbnails
If you want to display files as thumbnails, select the Display Thumbnails checkbox. You can also define the
size of the images displayed. For more information, see ).
Under Manage Display Variants, you can define the following:
● A variant name and a description for newly created display variants

● Whether a display variant is available locally or globally
 Note
Display variants are stored in the database, and no longer in the local registry. Local display variants are
only available on the computer where you defined them. Global display variants are available to all
users.
Activities
To change a layout, choose and proceed as follows:
● Under Available Columns, select a column that is not yet in your layout, and choose >>.
● To remove columns from the explorer view, select a column under Selected Columns and choose <<.
● To change the sequence of columns in the explorer view, select the columns and move them by choosing
Move Up or Move Down.
4HANA
Changing Layouts PUBLIC 39
● To insert new characteristics in the Available Columns, choose Add Characteristics.
○ Use a class type to find the class with the characteristics you require
○ You can add these characteristics to your layout for the explorer view
● Edit the Display Options.
● Manage your display variants:
○ Define the display variant as the Default Layout or as your personal layout
○ Define the display variant as global or local
4HANA
40 PUBLIC Changing Layouts
8 Defining Display Filters
Use
In SAP Easy Document Management, you can set specific filter options or conditions to define display filters.
This allows you to find documents that meet these criteria when you are navigating through the folder
structure or searching. When at least one of the filter options or conditions of the filter criteria is met, a
document is displayed.
Procedure
Selecting Filter Options
1. Choose .
 Note
The layout of the Microsoft Windows Explorer toolbar changes depending on the operating system you
use to log on to SAP Easy Document Management. For more information about navigating through the
system, see .
2. Under Filter Options select one or more checkboxes.
 Note
If you want to apply a filter based on filter options only, then proceed with steps 3 and 4. However, if you
would like to continue defining your display filter, you can create filter conditions as outlined below.
3. Under Manage Display Filter, enter a name and description for the filter.
4. Choose Save Filter Criteria.
The system applies the filter.
Creating Filter Conditions
You can combine filter options with filter conditions and criteria to further define your display filter.
1. Choose New Condition (Logical OR) to create a new condition and to display the filter criterion.
2. Under Filter Criteria define the filter criterion by making an entry in each of the following fields:
○ Type
○ Name
○ Operation
○ Value
○ Case-Sensitive
4HANA
Defining Display Filters PUBLIC 41
 Note
To add multiple filter criteria to a condition, choose New Filter Criterion (Logical AND) , and define the
entry fields. To add a new condition, choose New Condition (Logical OR).
3. Under Manage Display Filter, enter a name and description for the filter.
4. Choose Save Filter Criteria. The system applies the filter.
 Note
For each display filter that you define, you can select the Default or Global checkbox. This allows you to
decide what filter displays each time you logon to the system as a default and what filter is available for all
users to apply.
Deleting Filters
When you logon to the system for the first time, a default display filter is set and is active. As outlined above,
you can create a new display filter and save it as the active default instead. You can also deactivate the filter by
choosing Deactivate Filter. To delete a filter, you must do the following:
1. Select the filter in the Filter Name field and choose Delete.
The default filter becomes the active filter.
2. If you want to apply an existing filter that is not the default, select it in the Filter Name field and choose
Save Filter Criteria.
Example
Example 1
You have defined the following display filter:
● Filter option: Hide Documents Without Files

● Filter condition: DOCUMENT-DESCRIPTION CS `xyz` -AND- DOCUMENT-USERNAME = `ABC`
You have entered the following as criteria:
For criterion 1
● Type: Document
● Name: Description
● Operation: Contains String
● Value: xyz
● Case-Sensitive: Unmarked
For criterion 2
● Type: Document
● Name: User
● Operation: =
● Value: ABC
4HANA
42 PUBLIC Defining Display Filters
The system displays documents with files and all folders that have xyz as a string in the description, and the
user ABC.
Example 2
You have defined the following display filter:
Filter condition: CHARACTERISTIC-CL_PROJTYPE = `Agile`
You have entered the following as criteria:
For criterion 1
● Type: Characteristic
● Name: CL_PROJTYPE
● Operation: =
● Value: Agile
The system displays only documents and folders that have Agile as its characteristic value.
More Information
4HANA
Defining Display Filters PUBLIC 43
9 Integrated Viewer Using SAP GUI
Use
To display files, starting from SAP Easy Document Management, you can call the integrated viewer (ECL
Viewer) in the SAP system in a separate window.
Prerequisites
● You have defined the Customizing settings for Document Management System (CA-DMS) under General
Data Define Workstation Application .
● SAP GUI is installed on your computer.
● The parameter in USE_SAPGUI must be set to 2 under . For more information, see .
Features
You can call the integrated viewer in SAP Easy Document Management in the context menu of a document info
record (DIR) under Display File or by choosing in the SAP system, in a separate window.
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44 PUBLIC Integrated Viewer Using SAP GUI
10 Integration with SAP Product Lifecycle
Management
Use
SAP Easy Document Management is seamlessly integrated with SAP Product Lifecycle Management (SAP
PLM). Settings you make in document management in the back-end system are recognized and processed
accordingly by SAP Easy Document Management. The document info records (DIRs) and files are managed
according to the Customizing settings.
 Note
It is possible to access SAP PLM from SAP Easy Document Management, but not the other way around.
Prerequisites
● The/PLMU/WEB_UI business function must be active in the back-end system. To check the status of the
business function proceed as follows:
1. Choose transaction SFW2.
2. Enter /PLMU/WEB_UI and choose Display.
3. A list of PLM Web UI switches appears on the Switch tab.
4. If Activation is displayed in the Type column, the business function is active.
Only the system administrator can activate a business function. For more information, see SAP Help Portal
at http://help.sap.com SAP ERP SAP ERP Central Component SAP ERP Enhancement Packages
ERP Central Component Enhancement Package 4 Business Functions (SAP Enhancement Package 4 for
SAP ERP 6.0) Business Functions in SAP ERP Enterprise Business Functions Logistics Product
Lifecycle Management
● To assign access control contexts (ACCs) to documents, the document type must be defined as a PLM
document type. This system administrator does this in Customizing for Document Management System
(CA-DMS) under Control Data Define Document Types by selecting the Use ACM checkbox under
Attributes.
Features
Documents
You create documents in SAP PLM using SAP Easy Document Management and assign ACCs to these
documents using the new authorization concept in SAP PLM. This concept is called access control
management (ACM). You can assign ACCs only to documents with PLM document types. You can check
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Integration with SAP Product Lifecycle Management PUBLIC 45
whether a document has a PLM document type by opening its context menu. If the document has a PLM
document type, the Change in PLM Web UI and Display in PLM Web UI options are visible.
For more information about ACM, see SAP Help Portal at http://help.sap.com SAP ERP SAP ERP Central
Component SAP ERP Enhancement Packages ERP Central Component Enhancement Package 4 SAP ERP
Central Component Logistics Product Lifecycle Management (PLM) Web User Interface of SAP Product
Lifecycle Management (PLM-WUI) Authorizations and Access Control Context (PLM-WUI-APP-ACC)
Activities
Create a PLM Document
● Choose , select the PLM document type, enter the metadata, and choose Apply.
 Note
system, see .
● Enter a valid owning context ID in the Owning Context dialog box and choose OK.
 Note
○ Choose to search for owning contexts. Enter the metadata in the Search Criteria window that
opens and choose OK. You can restrict the number of results displayed by entering a number in the
Maximum Number field. Select the owning context in the Search Result window and choose OK.
○ You can create a document without assigning it to an owning context.
○ You cannot use ACM to specify detailed authorizations for document types assigned to SAP PLM;
you can only specify the access control context ID during creation.
○ Document types assigned to SAP PLM use ACM, so the Authorizations tab page is not visible for
these types in the dialog box.
Change a Document in SAP PLM
● To edit a document in SAP PLM, you choose Change in PLM Web UI from the context menu.
This opens the document for editing. Save the document when you are finished and close the SAP PLM
screen.
● Press F5 to refresh in SAP Easy Document Management. Your changes are now available in SAP Easy
Document Management.
Display a Document in SAP PLM
To display a document in SAP PLM, you choose Display in PLM Web UI from the context menu. The document
opens in display mode in SAP PLM.
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46 PUBLIC Integration with SAP Product Lifecycle Management
11 Work with Documents and Folders
Use
SAP Easy Document Management integrates with Microsoft Windows Explorer to enhance its standard
features for processing and managing your documents and folders.
Features
When you first start SAP Easy Document Management, you are prompted to create public root and private root
folders where you can store your files. You can then use an extensive range of functions to manage your files.
These are described in the following sections.
Work with Documents in Public and Private Folders
You can create new folders and documents as well as work with existing files. To work with existing files,
double-click a folder to open it, select a file, and choose any of the following:
●
You can edit or display the selected file from this dialog box as well as perform several other functions
(see )
●
The system checks out the file and prints it on the standard printer.
 Note
You can also choose SAP Properties, Display File, Edit File, Delete Folder, or Delete File in the context menu
of a folder.
The system copies the file to the local storage area, and starts the corresponding workstation application, such
as Microsoft Word. You can also open the workstation application directly by choosing File Open The
system displays only the documents that match the selected workstation application and copies the file to the
local storage area.
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Work with Documents and Folders PUBLIC 47
If preferred, you can display and change documents in the SAP GUI (see ). Data that you change in document
management in the back-end system is copied to SAP Easy Document Management. You can also display and
change document in the PLM Web User Interface (see ).
When you are working with files, the following icons display the check-out status:
When you are finished working on a document, you can check it in as follows:
● Choose from the toolbar or under Original Files to check in originals.

● In a workstation application, choose Save As. The system requests the document data, then copies the file
to the selected folder, and automatically checks it in to the central storage area .
For more information about checking in files, see the following:
●
●
●
Bidirectional exchange of values between file properties and SAP properties (document metadata) is
supported by SAP Easy Document Management (see ).
You can move documents and folders within SAP Easy Document Management and in Microsoft Windows
Explorer (see ). You can also set statuses for individual or multiple documents (see ).
For more information about managing your documents and folders, see the following:
●
●
●
●
●
●
Search for Files
In SAP Easy Document Management, you can search for documents, document versions, folders, and
subfolders (see and ).
Send Documents
You can send documents and folders as links and attachments. The system opens a new e-mail with the
standard e-mail editor, such as Microsoft Outlook or similar. For more information, see .
Layout and Filters
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48 PUBLIC Work with Documents and Folders
SAP Easy Document Management allows you to choose the columns that are displayed in the system. This is
useful if you want to check who is working on a file or when the file was checked into the system. Filters are also
useful for finding documents and folders that meet specific criteria. You can define display filters and activate
them locally or globally.
For more information, see the following:
●
●
●
Working Offline
Offline editing allows you to download a complete structure to a local directory (offline folder), so that you can
edit it there (work offline), independently of SAP Easy Document Management. When you log on to SAP Easy
Document Management again, the system checks in and synchronizes the offline and online files (see and ).
11.1 Automatic Check-In of Changed Files
Use
Files that you check out and change in SAP Easy Document Management are automatically checked in again.
The interface checks the file in as soon as the change is available. You may need to close the file or the
application first.
Prerequisites
Registry settings must be maintained. For more information, see .
11.2 Check-In of All Checked-Out Files
Use
In SAP Easy Document Management, you can check in all checked-out files in a single step.
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Features
The system displays a list of all checked-out files when you choose . You can choose whether you want to
check in all files, only certain individual files, or no files at all.
You can also choose to undo editing of all files, only certain individual files, or no files by clicking Exit Edit Mode.
11.3 Create Documents and Folders
Use
In SAP Easy Document Management, you can create new folders and documents. You must consider the
following:
● Determine the selection of document types

To do this, you must implement the EASYDMS_MAIN01 (GETDOCTYPES) Business Add-In (BAdI).
● Define default document data
To do this, you must implement the EASYDMS_MAIN01 (GETDOCDEFAULTS) Business Add-In (BAdI).
For more details about document type and document data, see SAP Service Marketplace at http://
service.sap.com/instguides SAP Business Suite Applications SAP PLM SAP Easy Document
Management 7.1 Master, Installation, and Application Operations Guide 7.1 .
The relevant section is Enhancement Concept in SAP Easy Document Management.
Features
You can create new folders and documents in any of the following ways:
● Create folders and documents in Microsoft Windows Explorer

○ In the context menu with Create Document and Create Folder.
○ By choosing and .
● In a workstation application, such as Microsoft Word

You create a new file and save it to a private or public folder in SAP Easy Document Management with Save
As. The file is saved in the selected folder as a new document.
When you create the document or folder, the system requests document data such as a description and a
document type. You can attach files to be added. When you confirm the entries, the system copies the file
to the selected folder and automatically checks it in to the central storage area . For more
information, see .
● With , you can create a new version of a selected document.
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 Caution
You cannot create new versions of folders.
The new version of the document is located in the same folder as the source document. If you create a new
version of a document that is linked in a folder, the new version is created in the folder that contains the
link. It is not created in the folder in which the source document is located.
 Note
When you create a new version of a document info record (DIR), you can also create copies of the
object links. The available object links depend on your settings in Customizing for Document
Management under Control Data Define Document Types .
● By implementing the Business Add-In (BAdI) EASYDMS_MAIN01 (FOLDERCREATESIMPLE), you can

create a new, simpler create mode for folders, based on created mode in Microsoft Windows Explorer.
The system creates the folders in the background in this create mode, and sets the description of the
folder to changeable.
In the implementation, you can define whether all folders are created with the new create mode, or only
those explicitly selected (see SAP Note 862482).
11.4 Delete Documents and Folders
You have the following options for deleting documents in SAP Easy Document Management:
● Choose .
 Note
system, see .
● In the context menu of the document, choose Delete Document or Delete File.
 Note
You cannot delete documents in the Search Result folder.
If you select a link, only the link is deleted. If there is another link to the document in another folder,
deletion is still possible after a query.
You have the following options for deleting folders:
● Choose .
● In the context menu of the folder, choose Delete Folder.
● On your keyboard, press the Delete key.
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 Note
You can only delete empty folders.
You cannot delete folders in the Search Result folder.
11.5 Displaying Documents
Use
The layout used to display documents in SAP Easy Document Management is similar to that of Microsoft
Windows Explorer. The folder structure is displayed on the left-hand side of the screen, and the content of the
folders is displayed on the right.
The icon is on the left-hand side in the Desktop folder. The public, private, and search result folders are
displayed beneath this.
The folder contents are copied from the SAP document-based structure. Linked folders and documents are
displayed differently in the public and private folders.
If multiple files are linked by a document, one line for each file is displayed on the right-hand side of the screen,
with the Document Description, File Name, Version, Type, and Document Number.
 Note
You can determine what information you want to display by adding or removing columns, see ().
You can display documents in SAP Easy Document Management with the integrated viewer. The system
opens the viewer in a separate SAP GUI dialog box.
Features
You have the following options for displaying documents in SAP Easy Document Management:
● Choose .
 Note
system, see .
● In the context menu, choose the following:

○ Display File
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○ Display with SAP GUI
○ Display in PLM Web UI
11.6 Distribute Documents
Use
In SAP Easy Document Management, you can use distribute documents by e-mail in the following ways:
● Send files as attachments
● Send documents and folders as URLs and attachments
Prerequisites
To copy or send a document or folder as a URL, you have implemented the EASYDMS_MAIN01 (GETURL)
Business Add-In (BAdI). For more information, see SAP Service Marketplace at http://service.sap.com/
instguides SAP Business Suite Applications SAP PLM SAP Easy Document Management 7.1 Master,
Implementation, and Operation Guide for SAP Easy Document Management 7.1 The relevant section is
Enhancement Concept in SAP Easy Document Management.
Activities
Copy as URL
You can choose Copy as URL from the context menu of a document or folder. This allows you to do the
following:
● Paste the copied URL into an e-mail

● Paste the copied URL into a Web browser
You enter your user credentials to logon and then choose Save to download the file.
● Distribute the copied URL or the saved file by e-mail
Send as URL
You can choose Send URL from the context menu of a document or folder. The system opens a new e-mail with
the standard e-mail editor, such as Microsoft Outlook, and inserts the URL. This allows you to do the following:
● Click the URL in the e-mail

The system opens default Web browser where you can enter your user credentials and then choose Save to
download the file.
● Distribute the URL or the saved file by e-mail
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 Note
For the above activities, the recipient of a file must double-click the attachment to download and open it in
SAP Easy Document Management
Send File
You can choose Send File from the context menu of a document. The system opens a new e-mail with the
standard e-mail editor, such as Microsoft Outlook, and inserts the file as an attachment. You can distribute the
attachment by e-mail.
11.7 Drag-and-Drop
Use
You can use drag-and-drop to perform the following functions in SAP Easy Document Management:
● Move Windows files from Microsoft Windows Explorer to SAP Easy Document Management to check them
in
● Move document info records (DIRs) or folders within SAP Easy Document Management
● Copy DIRs or folders within SAP Easy Document Management
● Copy DIRs or folders as a link within SAP Easy Document Management
● Copy or move mails and mail attachments from Microsoft Outlook
Features
The following operations can be performed:
Operation Description
drag-and-drop or SHIFT + drag-and-drop This allows you to move a DIR, Windows file, or a folder. The
document or folder is added to the target folder and deleted
in the source folder.
 Note
You cannot move files or folders out of the Search Result
folder.
CTRL + drag-and-drop This allows you to copy a DIR, Windows file, or a folder. The
document or folder is added to the target folder.
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Operation Description
CTRL + SHILFT + drag-and-drop This allows you to copy a DIR or a folder as a link. The docu
ment or folder is added to the target folder as a link.
 Note
You cannot create a link of a Windows file.
When using drag-and-drop, you must be aware of the following:
● You cannot perform the drag operation on the public root, private root, or search result folders.
● While moving or copying a DIR that already has an original with the same file name, the system asks
whether you want to overwrite this file. If you do not want to overwrite the file, the dialog box opens,
where you can change the metadata and check in the file.
● When you transfer files to a folder in SAP Easy Document Management this creates a new DIR and checks
in the file. Depending on the registry settings, the Create Document dialog box appears.
● You cannot transfer folders on your PC to SAP Easy Document Management by copy and paste or drag-
and-drop.
Activities
Create Files without Manual Intervention
In SAP Easy Document Management you can transfer files from a local directory of Microsoft Windows Explorer
to the folder structure of SAP Easy Document Management. You can choose whether to create the files in the
background without manual intervention.
If you do not want to intervene in the creation transaction, select the following checkboxes:
● Select This Storage Category for All Files

Creates all files and stores them in the same storage location
● Use This Application for All Files with This Extension
Saves all files with the same document type
 Note
If you want the system to create documents in the background without manual interaction, set the
CreateDocsWithoutDlg registry value to 1. For more information about registry entries, see .
The system uses the default storage location that you define under . When you create and check in a DIR,
you can select a storage area and select the Select This Storage Category for All Files checkbox.
The system uses the document type, which you previously selected to create a document, as a default. This
default is used regardless of whether the creation transaction ran in dialog mode or in the background.
● If a DIR was created in dialog mode, you can change the document type for simultaneous checkin.
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● If a DIR was created in the background, the document type is not visible and cannot be changed.
11.8 Exchange of Values in File Properties and SAP

Properties
Use
Bidirectional exchange of values between file properties and SAP properties (document metadata) is
supported by SAP Easy Document Management.
Prerequisites
You have maintained the registry key PropExchangeActive (see ).
Features
You can set the properties of a file to exchange values between file properties and SAP properties. For example,
in Microsoft Word 2007, you can open the file, then choose Prepare Properties Document Properties
Advanced Properties
SAP Easy Document Management supports the exchange of property values for the following file types:
● doc
● dot
● xls
● ppt
● msg (Outlook files)
● jpg (EXIF properties)
 Note
The property name you use must match the characteristic name and must be assigned to the
corresponding document type. A characteristic is identified with a case-insensitive, language-independent
name. For example, see the Characteristic field in transaction CT04.
The value that you set in the properties of a file is copied to in SAP Easy Document Management
whenever a file is checked in. This value is also copied from to the file properties when you display, check
out, edit, and synchronize a file and when you export a folder.
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 Note
It is possible to update the value in the file properties with the value from for the following document
keys:
● Document Number
● Document Type
● Document Part
● Document Version
You can use the corresponding file property names: DOCUMENTNUMBER, DOCUMENTYPE,
DOCUMENTPART, and DOCUMENTVERSION.
To stop updating with the values from the file properties and allow updates only for the file properties
from , you must set the registry key StopPropExchangeToR3. For more information, see .
You can also update the values in file properties and by characteristic description in SAP Easy Document
Management for each file type and by using the registry settings MapPropToClass and MapClassToProp.
For more information, see SAP Note 1444113.
11.9 Export Folders
Use
In SAP Easy Document Management you can copy a folder and all its subfolders and files into any folder in the
file system.
Prerequisites
● You have implemented the EASYDMS_MAIN01 (FOLDEREXPORT) Business Add-In (BAdI). For more
information, see the installation guide for SAP Easy Document Management on SAP Service Marketplace
at http://service.sap.com/instguides SAP Business Suite Applications SAP PLM SAP Easy
Document Management 7.1 Master, Implementation, and Operation Guide for SAP Easy Document
Management 7.1
The relevant section is Enhancement Concept in SAP Easy Document Management.
● The parameter in USE_SAPGUI must be set to 2 under . For more information, see .
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Activities
To export a folder, select it and choose Export Folder from its context menu. You then select the target folder
and choose OK. The system copies the folder to the selected target folder.
11.10 Find Documents
Use
You use the search function in SAP Easy Document Management to find documents in Microsoft Windows
Explorer. You can enter basic data, object links, classifications, and any combination of these as search criteria.
You can also specify document validity dates to refine the search. The system saves the results in the Search
Result folder. Previous search results are overwritten.
Features
● You can use the following selection variants to search for documents:
○ Basic data
You can specify characteristic values for the different types of basic data.
○ Object links
You can specify object links.
○ Classifications
You can search in a class. To do this, choose a class type, and search the possible classes. Choose a
class and enter characteristic values for the characteristics of the class.
● If you have created different versions of a document in different folders, you can search for these versions.
● You can restrict the maximum number of documents found.
● You can add the results list of your search to the search result (Add Result to List) and reset the search
result (Reset Data).
● With Find in Structure, you can search for the folder in the directory structure of SAP Easy Document
Management in which you created the document.
On the left-hand side of the screen, the system highlights the folder in which the document you selected
was created.
 Example
You receive a URL with a link to a document. Select the document from the search result or by direct
navigation, and perform Find in Structure on the document or link. On the left-hand side of the screen,
the system shows the folder in which the selected document was created.
Find Documents
To find documents, choose in the toolbar or Search in the context menu of the document.
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 Note
If you specify dates in the Date From and Date To fields as part of the search criteria, you can then see the
output dates in the Search Result folder.
Find Versions
To find versions of documents, select a folder that contains one of the document versions and choose Find
Versions from the context menu. In the Search Result folder, the system outputs all versions that exist for a
document.
Find in Structure
To find the folder in the SAP Easy Document Management structure in which a document was originally
created, proceed as follows:
● Select a document or folder in the directory structure of SAP Easy Document Management, for example, in
the Search Result folder.
● Choose Find in Structure in the context menu of the document. You can also select the Search in Structure
checkbox in the search dialog box for documents by choosing in the toolbar or Search in the context
menu of the document.
Search Inside Structure
To search for a file in a specific folder and extend the search to all of its subfolders, proceed as follows:
● Select a folder in the directory structure of SAP Easy Document Management.

● Choose Search Inside Structure in the context menu of the folder and enter the search criteria.
Microsoft Windows Explorer highlights the folder in which you originally created the document.
11.11 Find Master Data Objects
Use
You can use different search criteria to search for master data objects in a folder, for example, to create object
links for your documents. The search starts in the corresponding back-end system.
Features
You search for the following master data objects under Object Links by choosing .
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Object Title
DRAW Document Info Record
MARA Material Master
KNA1 Customer
LFA1 Vendor
EQUI Equipment Master
IFLOT Functional Location
EKPO Purchase Order Item
EBAN Purchase Req. Item
PRPS WBS Element
QMQMEL Quality Notification
VBAP Sales Document Item
SMQMEL Service Notification
IMAV Appropriation Request
VIOB03 Buildings
CMQMEL Claims
PMQMEL Maintenance Notification
VORGNET Network Activity
INET Object Link
PACKKP Packing Instructions
VIMIMV Rental Contract (Lease)
For more information about object links, see SAP Note 1171060.
You choose a master data object along with one of the specified search criteria, such as Material by bill of
material or Customers by country. You can then enter values for various search criteria and the system
searches for the master data that corresponds to these values.
Example
If you want to find materials with bills of material, choose the master data object material master and the
search strategy Material with bill of material.
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In the search criteria, enter, for example, the interval F1 to F5 under Material and 0001 under Plant.
In the back-end system, the system searches for all material masters within the interval F1 to F5 for plant 0001
that have a bill of material, and displays the result under Search Result.
11.12 Preview As Thumbnails
Use
You can preview documents in SAP Easy Document Management using thumbnails. The system displays the
individual documents in the folder with thumbnails instead of file icons and checks the thumbnail in as an
additional original. The additional original is visible in .
Prerequisites
● You have defined the parameters for thumbnails in Customizing for SAP Easy Document Management
under Define User Group.
● You have selected the Save preview picture checkbox in the Microsoft Office application, under Properties.
Activities
To set up the preview of documents in the folder structure of SAP Easy Document Management using
thumbnails, select the Show Thumbnails checkbox in the display options under Change Layout. For more
information, see .
You can predefine the size of the thumbnails using the following options:
● Small (24x24)
● Medium (32x32)
● Large (48x48)
● Extra large (96x96)
Use the DisableThumbnails registry value to disable the creation of thumbnails. For more information, see .
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11.13 Processing Files
Use
In SAP Easy Document Management, you can process documents and files linked to the documents (originals).
Features
You have the following options for processing files:
● Display file
○ In the toolbar or from the Operations menu, choose
 Note
The layout of the Microsoft Windows Explorer toolbar changes depending on the operating system
you use to log on to SAP Easy Document Management. For more information about navigating
through the system, see .
○ In the context menu, choose View File

○ Double-click the file
○ In
The system checks out the file for display to a local directory that is in an SAP Easy Document
Management folder.
 Caution
Other users can still change the file.
● Change file
○ In the toolbar, choose

○ In the context menu, choose Edit File
○ Double-click the file
○ In
The system checks out the file for editing.
 Caution
Other users cannot change the file if the document has original processing status. For each document
type, you must define at least one original status. For more information, see Customizing for document
management under Control Data Define Document Types.
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● Delete file
○ In the context menu, choose Delete File
● Print file
In the toolbar or from the Operations menu, choose

● Copy file to another local folder:
In the context menu, choose Copy File
● Rename file
In the context menu, choose Rename File
● Update file
In the context menu, choose Update Local File
11.14 Processing with SAP GUI
Use
In SAP Easy Document Management, you can access document management through SAP GUI to display and
change documents and folders.
Prerequisites
SAP GUI is installed.
Activities
You select the document or folder that you want to change or display and proceed as follows:
● Choose Change with SAP GUI from the context menu, or choose Technical Details Change
Document .
● Choose Display with SAP GUI from the context menu, or choose Technical Details Display
Document .
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11.15 Processing with SAP PLM Web UI
Use
In SAP Easy Document Management, you can display and change documents and folders with SAP Product
Lifecycle Management Web UI.
Prerequisites
The document type is a PLM document type.
Activities
To process documents and folders with SAP PLM Web UI, proceed as follows:
1. Select the document or folder that you want to change or display in document management.
2. To change a document or folder in the SAP system, choose Change in PLM Web UI from the context menu,
or choose Technical Details Change Document . You can now make changes in the SAP system. For
example, you can change the description or the status of a document.
3. To display a document or folder in the SAP system, choose Display in PLM Web UI from the context menu,
or choose Technical Details Display Document .
11.16 SAP Properties
Use
The properties of a document include all the document data that is read from document management in the
back-end system.
You can change this data in the dialog box. The system automatically changes the title of the window for
the first change and locks the affected document against changes by other users.
Prerequisites
● Before you can assign characteristics, you have made the settings in Customizing for Document
Management System (CA-DMS) under Control Data Define Document Types . You have assigned a
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class type and a class to a document type and ensured that the display of classification data is active in
field selection.
● To display superior document details, you have created the registry entry MaintainSuperiorDocument. For
more information, see .
Features
When you open , you can perform a variety of activities on the Document Data, Authorizations, Object
Links, and Technical Details tab pages.
Document Data
Under Main Data, you can perform the following activities:
● Link new files to the document
● Delete files
● Display files
● Change files
● Check in files
SAP Easy Document Management determines a suitable workstation application for new files.
Under Additional Data you can add characteristic values to a characteristic by choosing or remove them
by choosing
If a value hierarchy exists for a characteristic, you can display it by choosing . You can assign values to
characteristics. For more information about this business function, see SAP Help Portal at http://help.sap.com
SAP ERP SAP ERP Central Component SAP ERP Enhancement Packages ERP Central Component
Enhancement Package 4 SAP ERP Cross-Application Functions Cross-Application Components
Classification (CA-CL) Characteristics (CA-CL-CHR)
Authorizations
On the Authorizations tab page, you can do the following:
● Define authorizations for a document, which control access to the document. For more information, see .
● Create new user groups
● Change existing user groups
● Delete existing user groups
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 Note
The Authorizations tab is not visible for PLM document types. For more information, see .
Object Links
On the Object Links tab page, under you can do the following:
● Create links to master data objects in the back-end system, such as customer, supplier, and material
● Search for master data objects in a search dialog box
By choosing , you can define search criteria for each master data object. You enter a search value, an
upper limit, operation (Equal to, Not equal to, Contains string, and so on) and select or deselect the
Exclusive checkbox.
By default, the Object Links tab page is hidden on all document management screens. To display this tab
page, you select the Display Object Links checkbox under Attributes in Customizing for Document
Management System (CA-DMS) under Control Data Define Document Types Then save your
settings.
Technical Details
Technical details include document number, document type, or SAP functions such as, Display Document with
SAP GUI and the option of mapping document hierarchies of your choice.
If you work with document hierarchies, you can enter a Superior Document with its document details in SAP
Easy Document Management for the selected document. This enables you to map any document hierarchies,
irrespective of the document structure in the back-end system. You can revise the hierarchy by choosing Reset
Superior Document.
11.17 Simultaneous Check-In of Multiple Files
Use
You can check in multiple files that you are managing in a local directory of Microsoft Windows Explorer to the
folder structure of SAP Easy Document Management in a single step. You can choose whether to check in the
files in the background without manual intervention to a single document info record (DIR) or individually to
multiple DIRs.
Features
● If you want to intervene in the check-in transaction, the system branches to create mode for documents for
each file you want to check in. There, you can change the document type and storage location.
4HANA
● If you do not want to intervene in the check-in transaction, you can choose the following:
○ Select This Storage Category for All Files: All files are saved in the same storage location.
○ Use This Application for All Files with This Extension: All files are saved with the same document type.
The system uses the default storage location that you define under . When you create and check in a
document info record, you can select a storage area and select the Select This Storage Category for All Files
checkbox.
The system uses as a default the document type that you selected last time you created a document,
regardless of whether the creation transaction ran in dialog mode or in the background.
● If a document info record was created in dialog mode, you can change the document type for simultaneous
check-in.
● If a document info record was created in the background, the document type is not visible and cannot be
changed.
Activities
● To check in multiple documents to SAP Easy Document Management, select the relevant documents in
your local directory.
● Use drag-and-drop to transfer the documents to the folder structure of SAP Easy Document Management.
11.18 Status Management
Use
In SAP Easy Document Management you can assign statuses to individual or multiple documents.
Integration
Status management in SAP Easy Document Management is based on the same status concept that is used for
document management in the back-end system. For more information about status management, see SAP
Library for SAP Central Component on SAP Help Portal at http://help.sap.com SAP ERP SAP ERP
Central Component SAP ERP Enhancement Packages ERP Central Component Enhancement Package 4
SAP ERP Central Component Logistics Product Lifecycle Management Document Management
Document Info Record Status Management .
4HANA
Prerequisites
You have entered a status for each document type in Customizing for Document Management System (CA-
DMS) under Control Data Define Document Types .
Features
● In SAP Easy Document Management, you can change the status of individual or multiple documents in one
step.
● When you create a new document info record (DIR) in SAP Easy Document Management, the document
statuses that you defined in Customizing for the document type are available to you.
● When you create a document, the system takes into account the initial status (I), primary status (P), and
whether the status was not previously defined. It also considers the implementation of the
DOCUMENT_STATUS01 Business Add-In (BAdI).
Activities
You can change the status of multiple documents at the same time by selecting the documents in a folder and
choosing Change Status from the context menu.
If you want to change the status of multiple documents of different document types, the system provides the
intersection of the possible statuses for all selected documents for you to choose from in another menu.
When you select a status, choose ENTER .
The system changes the status of all the selected documents.
More Information
For more information about creating documents, see SAP Library for SAP Central Component on SAP Help
Portal at http://help.sap.com SAP ERP SAP ERP Central Component SAP ERP Enhancement Packages
ERP Central Component Enhancement Package 4 SAP ERP Central Component Logistics Product
Lifecycle Management Document Management Create Document .
4HANA
11.19 Synchronization of Folders
Use
When you are editing a folder or document info record (DIR) offline in SAP Easy Document Management (see ),
it is possible to make changes to the same folder or DIR online. For this reason, it is necessary to synchronize
the offline and online folders. In the synchronization dialog box, the system displays the actions you need to
carry out to edit objects, such as folders and files offline.
Features
When you synchronize the folders, the system displays the information for the offline and online changes. The
left side of the screen shows a list of the conflicts . On the right side of the screen, the system displays a
description of each conflict as well as possible solutions and descriptions.
SAP provides a default solution for each conflict; this solution is highlighted. If you do not select a solution, the
system selects one and executes it.
The Summary shows the number of objects to be synchronized and the time needed to do this.
If you have already generated an offline folder in the system, while previously editing offline, SAP Easy
Document Management synchronizes the folders each time you log on. It also displays the conflicts between
the offline and online structures and proposes solutions (see and ).
11.19.1 Offline Editing
Use
Offline editing allows you to download a complete structure to a local directory (offline folder), so that you can
edit it there (work offline), independently of SAP Easy Document Management.
When you log on to SAP Easy Document Management again, the system checks in the updated files to the
standard storage location (see ).
Features
Offline editing includes the following functions:
● Synchronize folders
4HANA
You can synchronize your folder structure in SAP Easy Document Management with your offline folder
structure and check it out for offline editing (see ). The system performs the following tasks:
○ Checks the selected folder with all its subfolders and documents
○ Displays conflicts between files or folders that occurred during synchronization
○ Proposes solutions
In SAP Easy Document Management you have the following two options for synchronization:
○ Synchronize Latest Version
If you choose this option, only the latest (highest) version of a document info record (DIR) in that folder
is downloaded to the offline folder.
○ Synchronize Latest Released
● Edit offline
You check folders and documents out to edit them in offline mode. You start offline mode by choosing Work
Offline from the context menu of a document with a file.
 Note
You can still edit files that you checked out for display only by selecting the Allow Changes in Offline
Mode checkbox under General .
● Work offline
You have the following options for starting offline mode:
○ In the SAP Easy Document Management logon screen, choose Work Offline
○ In the context menu of a document that is linked to a file, choose Work Offline
You are working in offline mode until you log on to SAP Easy Document Management again.
This means you are disconnected from the SAP system. Only those folder structures with documents that
you checked out for editing are visible with descriptions; however, the metadata is not visible.
In offline mode, you can do the following with the loaded, checked-out files:
○ Display and change
○ Display file properties
○ Copy to your file system
○ Copy or move files from the file system to the Offline Folder
○ Log on to SAP Easy Document Management again and work online
● Work online
When you log on to the SAP system again, offline mode is closed.
The system checks in the following files:
1. Files that were changed offline
2. New files that you copied from your file system to the offline folder
For each new file, the creation dialog box for document appears (Create Document) where you can
change the meta data of the document.
 Note
You can delete all offline files under ( System Reset Settings ) by choosing Delete Local Files.
4HANA
Activities
Check Out Files for Offline Editing
● To select a folder or a file that you want to edit offline, do the following:
1. In the context menu of the folder, choose Synchronize Latest Released or Synchronize Latest Version.
The system provides a dialog box in which you can load the folder and resolve any conflicts that arise.
2. In the context menu for the file you want to edit offline, choose Edit Offline.
The system checks out the file for editing offline ( ). The system transfers the checked-out files to
the offline folder. In the context menu of the synchronized folder, choose Work Offline. You are now
logged out of SAP Easy Document Management.
● You can also choose Work Offline in the context menu of a folder, to check this folder out for editing offline.
The system branches to offline mode and closes SAP Easy Document Management.
● Edit your files offline in the offline folder and save your changes.
● Log on to SAP Easy Document Management again. You can also log on by choosing Work Online from the
context menu of the changed file or folder.
The Synchronize dialog box opens. Choose the files that you wish to synchronize and choose Synchronize.
The system synchronizes the offline folder with the online folder and checks in the downloaded folders and
the changed files again. The changes are available online.
11.19.2 Examples of Synchronization
Example 1: Synchronize Latest Released
Folder Name DIR Number File Name Version Status
ParentFolder
ChildFolA
DIR1
File1 1 In work
DIR1
File1 2 Released
DIR1
File1 3 In work
ChildFolB
DIR2
4HANA
File1 1 Released
DIR2
File1 2 In work
DIR2
File1 3 In work
1. Choose Synchronize Latest Released in the context menu for the ParentFolder.
○ For ChildFolA, DIR1/File1/Version2 is displayed
○ For ChildFolB, DIR2/File1/Version1 is displayed
2. You can choose the document info records that you want to synchronize.
Example 2: Synchronize Latest Version
ParentFolder
ChildFolA
DIR1
File1 1 In work
DIR1
File1 2 In work
DIR1
File2 7 In work
DIR1
File2 8 Released
ChildFolB
DIR2
File1 1 In work
DIR2
4HANA
File1 2 In work
DIR2
File1 3 In work
1. Choose Synchronize Latest Version in the context menu for the ParentFolder.
○ For ChildFolA, DIR1/File2/Version8 is displayed
○ For ChildFolB, DIR2/File1/Version3 is displayed
Example 3: Synchronize Latest Version
ParentFolder
ChildFolA
DIR1
File1 1 In work
DIR1
File1 2 In work
DIR2
File1 1 In work
DIR2
File1 2 In work
1. Choose Synchronize Latest Version in the context menu for the ParentFolder.
○ For ChildFolA, DIR1/File1/Version2 and DIR2/File1/Version2 are displayed
It is important to note the following:
● If no released version exists, the latest version is displayed regardless of the status of the document info
record (DIR) as explained in Example 1: Synchronize Latest Released.
● If several versions are released, the highest version of all the released DIRs is displayed regardless of the
release date as explained in Example 1: Synchronize Latest Released.
4HANA
 Example
Document Version Release Date
01 03.03.2010
02 02.02.2010
03 01.01.2010
The latest released displays version 03, and not version 01.
11.19.3 Conflicts in Synchronization
The following conflicts can occur while synchronizing folders in SAP Easy Document Management.
File Conflicts
1. The local file has been changed since the last synchronization.
○ The file is being changed by another user in Knowledge Provider (KPro). The file can be overwritten.
○ The file is being changed by another user in KPro. The file cannot be overwritten.
○ A new version exists.
○ The file was deleted (no original with the same name exists for the document info record (DIR)).
○ The DIR was deleted.
○ A status problem occurred (for example, the document was released). The file cannot be checked in.
○ The file has been checked out by another user.
○ The file can be checked in.
2. The local file was checked out to be changed but no changes were made.
3. The local file was not changed.
○ The file in KPro was changed.
○ A new version exists.
○ The file was deleted.
○ The DIR was deleted.
4. A new file exists in the offline folder.
5. A new file exists in the online folder structure.
4HANA
Each document and each folder is marked with a particular icon that represents information about the status
of the conflict. The following icons are possible:
Icon Meaning
Synchronization was successful.
There is a conflict. The conflict can be resolved by a default

solution. You have not selected the default solution. If you
select the default solution and confirm your entry, the sys
tem changes the icon to
There is a conflict that cannot be resolved by a default solu

tion. You must select an appropriate solution yourself.
Folder Conflicts
During offline editing, changes can be made to the folders in SAP Easy Document Management. These can also
lead to conflicts.
 Example
A folder or DIR that has already been synchronized is moved to a folder. The Synchronization dialog box
displays this DIR or folder as not active at the original place in the folder structure. This happens because
the user worked offline in this folder and the folder or DIR has now been moved.
● If the new folder remained in the same tree, the system displays the new folder there.
● If the new folder was moved to a different tree, the system displays the new folder as a subfolder of this
tree.
11.19.4 Solutions to Synchronization Conflicts
Use
You can solve synchronization conflicts in SAP Easy Document Management by doing the following:
● Check in a file
● Create and check in a new version
● Create a new document info record (DIR), with or without intervention by the user
● Undo changes
● Delete a local file
4HANA
● Reload a file
● No action
● Userdefined solutions
Userdefined solutions are enabled and customized depending on your organizational needs.
Not all solutions make sense for each conflict. The system only provides the alternatives that are necessary for
resolving a conflict. The following combinations are possible:
Conflicts and Solutions
Conflict/ Checking In New Version New DIR Undoing Deleting a Reloading No Action
Solution + Checking Changes Local File
In
The file is be Possible Possible Possible Possible Possible Possible Possible
ing changed
by another
user in KPro.
The file can
be overwrit
ten.
The file is be Not possible Possible Possible Possible Possible Possible Possible
ing changed
by another
user in KPro.
The file can
not be over
written.
A new version Possible Possible Possible Possible Possible Possible Possible

exists.
The file was Default solu Possible Possible Not possible Possible Not possible Possible
deleted (no tion
original with
the same
name exists
for the DIR).
The DIR was Not possible Not possible Default solu Not possible Possible Not possible Possible
deleted. tion
4HANA
Conflict/ Checking In New Version New DIR Undoing Deleting a Reloading No Action
Solution + Checking Changes Local File
In
A status Not possible Possible Possible Possible Possible Possible Possible

problem oc
curred (for
example, the
document
was re
leased). The
file cannot be
checked in.
The file has Not possible Possible Possible Not possible Possible Not possible Possible
been checked
out by an
other user.
The file can Possible Possible Possible Default solu Possible Not possible Possible
be checked tion
in.
The local file Not possible Not possible Not possible Not possible Possible Default solu Possible
was checked tion
out to be
changed but
no changes
were made.
The local file Not possible Not possible Not possible Not possible Possible Default solu Possible
was not tion
changed.
The file in Possible Possible Possible Not possible Default solu Not possible Possible
KPro was tion
changed.
A new version Not possible Not possible Default solu Not possible Possible Not possible Possible
exists. tion
The file was Not possible Not possible Default solu Not possible Possible Not possible Possible
deleted. tion
The DIR was Not possible Not possible Not possible Not possible Not possible Default solu Possible
deleted. tion
Once you have found a solution to all the conflicts, the system provides an overview of the number of conflicts
resolved. If a conflict with the icon still exists, you cannot leave the dialog box.
4HANA
You can also cancel the synchronization.
Activities
You can perform the following activities during synchronization:
1. Select the folder you want and choose Synchronize Latest Released or Synchronize Latest Version from the
context menu.
2. Select a document. If conflicts have occurred, you can select a solution.
3. Choose Synchronize to execute the solution.
If you choose Apply to All Similar Conflicts, the system applies this solution to all documents with this
conflict.
4HANA
Important Disclaimers and Legal Information
Hyperlinks
Some links are classified by an icon and/or a mouseover text. These links provide additional information.
About the icons:
● Links with the icon : You are entering a Web site that is not hosted by SAP. By using such links, you agree (unless expressly stated otherwise in your
agreements with SAP) to this:
● The content of the linked-to site is not SAP documentation. You may not infer any product claims against SAP based on this information.
● SAP does not agree or disagree with the content on the linked-to site, nor does SAP warrant the availability and correctness. SAP shall not be liable for any
damages caused by the use of such content unless damages have been caused by SAP's gross negligence or willful misconduct.
● Links with the icon : You are leaving the documentation for that particular SAP product or service and are entering a SAP-hosted Web site. By using such
links, you agree that (unless expressly stated otherwise in your agreements with SAP) you may not infer any product claims against SAP based on this
information.
Videos Hosted on External Platforms

Some videos may point to third-party video hosting platforms. SAP cannot guarantee the future availability of videos stored on these platforms. Furthermore, any
advertisements or other content hosted on these platforms (for example, suggested videos or by navigating to other videos hosted on the same site), are not within
the control or responsibility of SAP.
Beta and Other Experimental Features

Experimental features are not part of the officially delivered scope that SAP guarantees for future releases. This means that experimental features may be changed by
SAP at any time for any reason without notice. Experimental features are not for productive use. You may not demonstrate, test, examine, evaluate or otherwise use
the experimental features in a live operating environment or with data that has not been sufficiently backed up.
The purpose of experimental features is to get feedback early on, allowing customers and partners to influence the future product accordingly. By providing your
feedback (e.g. in the SAP Community), you accept that intellectual property rights of the contributions or derivative works shall remain the exclusive property of SAP.
Example Code
Any software coding and/or code snippets are examples. They are not for productive use. The example code is only intended to better explain and visualize the syntax
and phrasing rules. SAP does not warrant the correctness and completeness of the example code. SAP shall not be liable for errors or damages caused by the use of
example code unless damages have been caused by SAP's gross negligence or willful misconduct.
Gender-Related Language
We try not to use genderspecific word forms and formulations. As appropriate for context and readability, SAP may use masculine word forms to refer to all genders.
4HANA
Important Disclaimers and Legal Information PUBLIC 79
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THE BEST RUN

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User Guide | PUBLIC

Document Version: 1.0 – 2020-12-01

Product Assistance for SAP Integration of SAP

THE BEST RUN

1 SAP Easy Document Management (CA-DMS-EUI). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2 Starting SAP Easy Document Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

4 Centrally Controlled Registry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

5 Preferences in SAP Easy Document Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

6 Authorizations in SAP Easy Document Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

7 Changing Layouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

8 Defining Display Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

9 Integrated Viewer Using SAP GUI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

10 Integration with SAP Product Lifecycle Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

11 Work with Documents and Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

● Quick and safe data exchange

SAP Easy Document Management is integrated with the following:

● SAP Product Lifecycle Management (SAP PLM)

In SAP Easy Document Management, you can do the following:

● Manage private and public documents and folders

● Access the documentation for SAP Easy Document Management by choosing .

○ Double-click on your desktop.

● SAP System with Client

We recommend that you do not save passwords for security reasons.

● Create a public folder with the document number EDIPUBLICROOTFOLDER

● Create a private folder with the document number <User name>.

The following icons are inserted in the toolbar:

Allows you to specify general settings for file handling in the

Allows you to create a new folder.

Allows you to create a new document.

Allows you to create a new version of a document.

Allows you to define the file properties.

Allows you to search for folders or documents.

Allows you to delete documents and folders.

Allows you to edit the selected file.

Allows you to view a file.

Allows you to check in the selected file.

Allows you to check in all checked-out files in a single step.

Allows you to print the original file.

Allows you to set up the layout of columns for displaying

Allows you to set specific filter options or conditions to de­

Allows you to access the documentation for SAP Easy Docu­

Windows 7 Log On/Log Off Not applicable Create

Edit File Operations

Windows Vista Not applicable Create

● Choose New to add a system to the list.

The following connection parameters are available:

SAPLOGON_ID String defined for SAPLOGON on 32-bit Windows

ASHOST Host name of a specific application server (; No load balanc­

GWHOST Host name of the

GWSERV Service of the

SYSNR system number (; No load balancing)

MSSERV Service of the message server (if using load balancing)

R3NAME Name of the system (if using load balancing)

DEST Destination name in saprfc.ini, if using saprfc.ini

USE_SAPGUI Use SAPGUI, 0/1/2: start without/with/invisible SAP GUI

SNC_MODE Working with SNC, 0/1: without/with SNC (Default: 0)

SNC_QOP SNC Quality of service (Default: 8) The following options are

SNC_PARTNERNAME SNC name of the partner or SNC name of the message

SNC_LIB Full path and name of the SNC library

GRT_DATA SAProuter connect string while using SAP GUI

PCS Partner’s character size

COMM_CP Communication Codepage for Unicode conversions. This

Allows you to set specific filter options or conditions to de

Allows you to access the documentation for SAP Easy Docu

ASHOST Host name of a specific application server (; No load balanc

EXTIDDATA Contains valid external user's ID of an external authentica

CheckFrontEnd DWORD 0 SAP Easy Docu No check is per Not applicable

DeleteLocalFile DWORD 0 SAP Easy Docu Standard deletion Not applicable

DisableThumb DWORD 0 Thumbnails are Creates thumb Not applicable

PropExchangeAc DWORD 0 Exchange of file Exchange of file Not applicable

ShowSyn DWORD 0 Error messages Error messages Not applicable

StopPropExchan DWORD 0 Updating the Allows document

DisableRFCTime DWORD 0 The Minutes The Minutes Not applicable

AutoInheritedAuth DWORD 0 Apart from receiv Authorizations are Not applicable

CreateDocsWith DWORD 0 While transferring While transferring Value 2: While

CreateDocsWi DWORD 1 While transferring While transferring Value 2: While

DisableCharacter DWORD 1 The performance Not applicable Not applicable

FileBuffer.LifeTime DWORD 10 Not applicable Not applicable This value is auto

RFC.Timeout DWORD 0 Not applicable Not applicable This value is auto

Ask.UndoCheck DWORD 0 Confirmation win Confirmation win Not applicable

DisableSyncOnLo DWORD 0 Automatic syn Automatic syn Not applicable

PlainSearch DWORD 0 Search behaves in The search behav Not applicable

UploadWithNo DWORD 0 The upload of The upload of

Mgmt Preferences . Choose the tab page for the rel