SAP Document

Management System
Integration with
Content Servers
Learning Objectives

As a result of this workshop, you will be able to:

 Understanding of the SAP Content Server and how it fits into
the SAP Architecture.

 Basic DMS background, and how it can be used within the SAP
system

 Understanding of the Knowledge Provider (KPro) in SAP and

DMS

 How this systems can be integrated to handle your document

imaging needs
Overview of the SAP Content Server
Overview of the SAP DMS
SAP Content Server – Typical Configuration

SAP R/3

SAP Content Server

File system or data base
HTTP SAP Cache
(No optical Media support) HTTP
Server

HTTP

HTTP

No Scanner Interface for

SAP Content Server
Third party document
capture vendors like Kofax
would have to be used.
Retrieval of documents done from the
SAP GUI using the ECL Viewer
Overview of the SAP Content Server
Overview of the SAP DMS
SAP DMS - Document Info Record (DIR)

DIR is a term used to describe the document Master

Record. The DIR stores both the actual document and
contains all the Meta data about the document.
Structure of the DIR contains
 Data that is descriptive in character
 Data with a control function such as the document status
 Original application file data
 Data that the system automatically copies

DIR consists of four 4 key fields

 Document number
 Document type
 Document part
 Document version
SAP DMS – Document Info Record Example

DMS Record CV02N

 SAP DMS – Document Info Record Example

DMS Info Record-

Contains
Information about
the record such as
Document status
SAP DMS – DIR Functions

DMS- DIR Document Info Record

Functions for the document info record

 Number assignment
 Version management
 Classification
 Document hierarchy
 Content versions for original application files
 Find document (Also via Internet / Intranet)
 Document distribution
SAP DMS – Internal Interfaces

Interfaces to internal systems

 Link to other R/3 objects, such as:
– Materials
– Equipment
– Customer
– WBS Element
– Batch
– Layout area
– Functional location
 Engineering change management with integrated workflow
 SAP Business Workflow
 Document Structures
 Internet application functions
SAP DMS – Internal Interfaces Example
SAP DMS – Internal Interfaces Example

 To archive the DIR using CV_DVS

all of the Object Links need to be
removed and the DIR needs to be
flagged for deletion.
SAP DMS – External Interfaces

Interfaces to external systems

Any workstation application

 CAD systems via SAP-CAD interface
 Archiving using R/3 ArchiveLink or Knowledge Provider
SAP DMS – Document Number

The Document Number is the

main part of the Document Key
Alphanumeric field up to 25
characters in Length
Supports both Internal and Mix
Number Assignment
The following three special
characters are not supported:
"&", "*" and ",".

Documents Document Type Document part Version

DOC-01-AA DRW 0 1
DOC-01-AA DRW 0 2
DOC-02-AA DRW 0 1
DOC-01-AA L01 0 1
DOC-01-AA L01 0 2
SAP DMS – Document Type

Document Type is used to categorize documents

according to their distinguishing features
It’s a 3 Character field, such as DRW, L01 or DRM
Internal Document Types include EBR, D01, Q01, Q02
 These Can not be changed, since they are used internally with in
SAP Applications.

Document Types Control

 Type of number assignment and number range
 Version increment
 Field selection
 Additional fields
 Status processing
 Storage using Knowledge Provider
SAP DMS – Document Part

The Document Part is used to further sub-divide the document

Common uses
To differentiate between different types of drawings- for
example electrical and the mechanical drawing or a drawing in
English vs a drawing in Spanish

It’s a three character alphanumeric field

These three special characters are not supported: "&", "*" and ",".
SAP DMS – Document Versions

Document versions are used to represent the different change or

delivery statuses of a document.
The Document version is an alphanumeric field in which you can
enter up to two characters.
The default value is ’00’ and is Assigned Automatically or Manually
Engineering change management can be integrated into the
document management functions to give the document version a
reference to time, or assign it an effective period. The version can
also be linked to a particular change that may also affect other R/3
objects
Thank You