Working with Document Management

In your external CAD system, you have created initial data for your new prototype. In addition, you have created office documents outside the CAD system and want to store them in SAP to make them available to other SAP objects.

SAP Document Management allows the integration of external files (originals) in the SAP S/4HANA system. The external files can be in any format.

The Document Info Record (DIR) is the relevant master object, which is necessary to connect external files with several SAP objects.

DIRs in the SAP Document Management System (DMS) offer versatile functions like versioning, status management, and classification, enabling effective document control and processing flow management.

DIRs allow you to link documents to various SAP objects, making information readily available where needed. Integration with external systems, particularly CAD, is possible through the PLM interface.

Each DIR has a unique key consisting of a document number, type, and optional part. Versioning tracks change statuses, while classification organizes documents effectively.

The true value lies in the assigned originals, which can be stored securely and accessed directly from the DIR for display or editing using tools like SAP Visual Enterprise Viewer or Microsoft Office integration.

By applying DIRs in SAP DMS, you streamline document management, ensure data integrity, and facilitate seamless collaboration across your organization.

Once a document has been released, it can no longer be modified. Therefore, it is versioned. You can now continue working with the new version.

If you want to make information available in the form of originals for other SAP S/4HANA objects, object links are created between DIRs and these objects. You can link specifications, documentation, or screen information with a DIR and use the object link function to make it available in materials, equipment, or production order.

The originals can be displayed on the object side of the link, without having to display the DIR.

Design engineer Anna has the task to create new documents for the forklift prototype. She uses a template document and changes the content of the new created document. She works with the files and finally releases the document. At the end, she creates a new document version.

Design engineer Anna uses the SAP Fiori launchpad to create the necessary engineering data for forklift development. She selects the Manage Documents app, finds a template document, which she could reuse, and creates a new document with initial data.

Design engineer Anna continues working with engineering documents in the Manage Documents app. As this document is based on a template, she controls and changes necessary data. She changes the document status and controls the linked material.

Anna has now the task to change the attached files, as these files were copied out of the template.

The files were checked out, edited, and checked in into Content Server at the end.

Work is done. Anna releases the existing document. For further possible changes, Anna decides to create a new document version.

Now, you have an impression of how "Working with a Document Management System" looks.