Introduction
As an engineer in the R&D department, you create a large number of drawings and diagrams. You now want to use these files more effectively within the SAP system, where a status network plays an important role in controlling specific release processes. Because these external files are also used by other departments, they must be available to additional SAP objects as well.
During document processing, it is often necessary to define document properties so that other users can easily find documents by searching for these attributes.
In addition, you require a tool that allows you to search for and analyze document master data efficiently.
What is the Document Info Record?
You can use Document Management to link originals to the SAP ERP system. To do this, SAP provides a dedicated ERP object known as the document info record. The following video explains this concept in more detail.
Document Key
You access a Document Info Record using a document key. The key consists of the following elements:
- Document Number
- Document Type
- Document Part
- Document Version
An external document number is assigned manually by the user, while an internal document number is generated automatically by the ERP system based on the number range defined for the document type. One key advantage of Document Management is the option to use mixed number assignment. In this case, the user assigns an external number and the system automatically adds an internal number.
The document type is the central control element in Document Management. It defines the status network, object links, screen layout, and whether originals are checked into a secure storage area using the Knowledge Provider (KPro). The document part is used to logically subdivide a document.
The document version is used to manage the change status of a document. This often makes the use of Engineering Change Management unnecessary. With automatic version assignment, version gaps are avoided. The version increment defined in Customizing determines whether version numbers increase numerically or alphanumerically.
Basic Data Screen in SAP Document Management
The overview screen of the Document Info Record offers clear navigation and a structured view of all relevant information. Key functions are available through push buttons, and navigation is simplified through the use of tab pages.
The Knowledge Provider (KPro) is used to store originals. Any number of originals can be processed and stored in a secure storage area. The SAP Visual Enterprise Viewer can be used to display originals directly within the Document Info Record.
Manage Documents
In the SAP Fiori launchpad, you also have the option to work with the UI5 app "Manage Documents". The normal behavior of the UI apps is available.
On the initial screen, you can search for and change existing documents, create new documents, or create versions of existing ones. Since originals usually exist in the document, you can also download originals on the initial screen.
In the document, you can edit and save your document in the same way as in the SAP GUI for HTML transaction. In addition, you can also save in the draft. These changes are only available to you, while all other SAP users receive the last saved status.
The main difference is the simplified handling of the originals, which will be described in detail in a later chapter.
Status Management
Status management supports users throughout the document release process. A status network can be used to define mandatory checks that must be completed before a document is released for downstream production. Additional users who are responsible for setting specific release statuses can be integrated into this process.
Different statuses can be defined for each document type. The status network is configured using predecessor and successor relationships, with up to six predecessors allowed per status. When displayed graphically, different colors and shapes are used to indicate the purpose and characteristics of each status.
The current status is highlighted in yellow. Red statuses cannot be set, while green statuses are reachable from the current status. Every status change is logged and displayed in the status log, allowing users to see who set a status, when it was set, and which explanation was provided.
Status Types
The status type assigns specific properties to a status and, as a result, to the document. If no status type is defined, the status has no additional effect. Status types can be assigned multiple times, depending on their purpose.
Primary status (P): The default status for new documents; it can be used only once per document.
Initial status (I): The default status for new documents; it can be used multiple times.
Lock status (S): Prevents changes to most fields and functions in the Document Info Record.
Lock field status (L): Locks specific fields defined in Customizing while allowing other fields to remain editable.
Original processing status (O): Set automatically when originals are processed; only the specified user is allowed to edit the document.
Archive status (A): Set automatically when originals are archived or copied from an archive.
Temporary status (T): Used to log activities; after processing, the system automatically returns to the predecessor status.
Check-In status (C): Set automatically when all originals have been stored in the secure storage area.
Object Links
Object links connect Document Info Records with other ERP objects, making document-related information directly available within these objects. For example, drawings, specifications, or texts can be linked to a material master and viewed directly from it.
Object links can be defined from both the document side and the object side and are configured per document type. Using object links, users can create new Document Info Records directly from an ERP object. Depending on the document type, records can be created automatically or manually using a transaction.
Users can choose to display all document versions, only the latest version, or only released versions. If a deletion lock is defined in Customizing, a Document Info Record cannot be deleted as long as it is linked to another object.