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Customizing Control Data

<div id="content"><p tabindex="0">Until now, you used the SAP DMS with no problems. But suppose your company implements a new CAD system, requiring you to change existing entries or define new ones. Good news! SAP DMS makes such changes easy.</p><p tabindex="0">The following video explores the handling of document types in SAP DMS. It explains how to define directly a document type, set up a status network, or define necessary object links.</p><div class="kalturaVideoLessonWrapper"><div aria-label="null" class="kalturaVideoLessonContainer" data-testid="video" id="1_lq35esi0"></div></div></div>

Document Types

<div id="content"><div class="parentsection"><div class="section"><div tabindex="0"><h3>Introduction</h3></div><p tabindex="0">Up to now, you have worked with the standard document types delivered by SAP and that exist in your system.</p><p tabindex="0">However, you now want to connect a new CAD system to the SAP system. The system found that the existing document types are no longer suitable and that you require new document types. To do this, you now create the necessary data in Customizing.</p></div></div><div class="parentsection"><div class="section"><div tabindex="0"><h3>Task 1: Create a new document type</h3></div><p tabindex="0">In the first task, you open Customizing and define a new document type without using a copy template.</p><p tabindex="0"><i>Watch the following video, which shows the attachment of a document type.</i></p><div class="kalturaVideoLessonWrapper"><div aria-label="This video shows you the creation and necessary settings of a new document type." class="kalturaVideoLessonContainer" data-testid="video" id="1_x2xbb2ef"></div></div></div></div><div class="parentsection"><div class="section"><div tabindex="0"><h3>Task 2: Create a new document status network</h3></div><p tabindex="0">Unlike other SAP objects, there is a status network for document management. This is also created depending on the document type.</p><p tabindex="0"><i>The following video now shows the creation of a status network.</i></p><div class="kalturaVideoLessonWrapper"><div aria-label="This video shows you the creation of a status network for the new document type inside customizing." class="kalturaVideoLessonContainer" data-testid="video" id="1_3i4xm2rq"></div></div></div></div><div class="parentsection"><div class="section"><div tabindex="0"><h3>Task 3: Create a new object link</h3></div><p tabindex="0">Since documents are not only used to manage files, but also to make this information available to other objects, you need object links.</p><p tabindex="0"><i>The following video illustrates how to define an object link to the material for the new document type.</i></p><div class="kalturaVideoLessonWrapper"><div aria-label="This video shows you the creation of a object link for the new document type inside customizing." class="kalturaVideoLessonContainer" data-testid="video" id="1_fl8crkox"></div></div></div></div><div class="parentsection"><div class="section"><div tabindex="0"><h3>Task 4: Create a new document with the new document type</h3></div><p tabindex="0">After the Customizing for the new document type has been created, this should now be tested in the form of a document attachment. To do this, you create a new document info record and work with it. If necessary, adjust the status network in Customizing.</p><p tabindex="0"><i>The following video now shows the creation of a document for the new document type.</i></p><div class="kalturaVideoLessonWrapper"><div aria-label="This video shows you the creation of a document with the new document type. At the end the status network is adjusted inside customizing." class="kalturaVideoLessonContainer" data-testid="video" id="1_slb7hnmv"></div></div></div></div><div class="parentsection"><div class="section"><div tabindex="0"><h3>Task 5: Define object links and control them inside material</h3></div><p tabindex="0">In the last scenario, the object links are controlled. To do this, you create a new object link and also check it in the material. Due to the Customizing settings, you also have the option of creating new documents in the material.</p><p tabindex="0"><i>The following video shows the creation and control of an object link to a material.</i></p><div class="kalturaVideoLessonWrapper"><div aria-label="This video shows you the definition of object links and the display inside material." class="kalturaVideoLessonContainer" data-testid="video" id="1_np9twaql"></div></div></div></div></div>

Work with new document types

Implementing Document Management in SAP S/4HANA Cloud Private Edition

<div>Learn how to customize your SAP document management settings for a new CAD system. Discover essential steps like setting up number ranges, defining statuses, and enhancing search options for efficient document security and workflow management.<br><br># This description was auto-generated #</div>

Imagine your company has just started using a new CAD system. This change requires updates to your existing SAP document management settings. You might need to modify existing entries or create new ones to ensure everything works smoothly. Let's start with document numbers. Before you define new document types, you need to set up the number ranges in customizing. SAP S/4HANA comes with some predefined internal and external number ranges, but you might need to create your own. Consider these questions. How many number ranges do we need? Should each document type have its own number range? What information does an internal document number convey? The document type is a key control element. It organizes documents based on characteristics and processes. By setting attributes, you can permit or restrict functions. For instance, you can set an indicator to use the knowledge provider or KPro for secure file storage. With SAP S/4HANA, activating the KPro indicator is crucial because it leverages HTTP content servers. This setup lets you manage multiple versions of originals. You also need to define statuses and workflows. When a document status changes, you can decide if the system assigns a revision level or updates the document info record. This keeps your document versions properly controlled. The version assignment indicators help automate versioning, specifying how version numbers increment. This ensures that every change is methodically tracked. Customizing also includes setting up specific fields on the basic data screen. You decide which fields are required, optional, or read-only. This flexibility allows precise control over your document metadata. For each document type, you can define unique statuses. The status network lets you establish predecessor and successor statuses, controlling the workflow. This is visually shown through a network graph. Next, you can define new object links beyond the standard options. SAP provides templates you can customize in the ABAP Workbench. This feature enhances how documents link to other business objects. When a document is released with a revision level, it highlights significant versions. These settings are managed and customizing for document management and engineering. With change management, you can maintain roles through standard transactions, like PFCG, to control who can access or edit documents. Enhanced search options further improve the user experience by allowing searches based on file attributes. Customizing control data helps your company adapt to new systems, define workflows, and manage document security efficiently. By creating new document types, defining statuses, and assigning object links, you can ensure your document management system meets your specific needs.

<div>Learn how to create a new document type in the SAP system by customizing settings and defining document attributes step by step.<br><br># This description was auto-generated #</div>

S41200_Document_type_creation

Since you were previously able to work well with the existing document types, you now have the task of creating a new document type in the SAP system. To do this, you open the customizing of your SAP system. You can access customizing in various ways. You can access it using a transaction code, or you can follow the normal navigation path of the SAP Easy Access menu. After you have executed the transaction, you would normally select customizing projects assigned to you. However, this is not the case here, so you decide to start the Reference Implementation guide. Inside customizing, you open the entries until you are able to define a new document type. Theoretically, you first have to check the existing number ranges for internal and external number assignment and, if necessary, enhance them. However, this is not necessary so that you call the customizing for the document type directly. In the table, you now have the option of using an existing document type as a copy template for your new document type. However, you decide to create a new document type without a template. Note that you cannot freely call up all entries in the dialog structure. This means that you cannot call up the document status until you have selected the appropriate document type. You choose the button to create a new document type. First, you enter the new document type and the required description. This should later be translated into other languages. Next, you notice that the use of the Knowledge Provider KPro is preset. This is the default setting and is linked to the file size. Previously, you were able to work without KPro and you had to specify a maximum file size for it. If you use K Pro, the file size is set to 0 kilobytes. After that you think about the settings for the status change. If the checkbox is set, each change in the document must be accompanied by a status change. Therefore, you decide against it. You consider the revision level assignment to be useful. When a document is released together with a change number, a revision level is assigned. Revision level assignment must be activated in engineering change management in advance. Version assignment does not set whether versions are to be created at all, but rather how. This indicator ensures that the version is assigned as a sequence. The settings for versioning are made in the area of number assignment. The archive authorization is not necessary because this refers to the old DMS storage. You then decide that changed documents are to be used. The next three settings are relevant only if PLM WebUI is used. This is not necessary in your company. Now you make the selection settings. First, you decide not to use Configuration Management. This is a product tracking scenario in the context of product tracking. You choose the standard number assignment. You would also have the option of setting an exit-based, mixed number assignment. You decide on the standard. Next the two number ranges are selected for internal and external number assignment. A number exit is always necessary. This provides not only the necessary settings for mixed number assignment, but also various other settings. In the version number increment, you decide on alphanumeric numbering. Since you have now entered the mandatory data you decide to save the document type, a customizing request is queried. You confirm the data. Next, you prepopulate the classification data. You enter a class and class type. This ensures that the tab page for the additional data is visible in the document and that the user can simply classify the document. You enter a bitmap file for the default applications. These are proposed when documents are created and distributed. Finally, take care of the selection field. Here you decide which fields are to be shown or hidden, or which fields appear as required or optional entries. You save the data.

<div>Learn how to create a status network for document types in SAP. Follow step-by-step instructions to define status, system status, attributes, and more. Ensure proper customization for efficient document management.<br><br># This description was auto-generated #</div>

S41200_Defining_a_document_status_network

After you have created the document type in the previous exercise, you now want to create the appropriate status network in this task. Again, you do not copy an existing status network, but create a new one. To get to the correct place in customizing you use the known navigation path again. You select your newly created document type and choose "Define Document Status" in the dialog structure. The table is empty. Therefore, you have to create new entries for a status network with only a few statuses. The status network should start with an initial status. This is followed by the typical status "In Work". Then there is a check and final release. Once you have selected the document type, you choose the appropriate system status. This status can be in any language or numeric. It is important that you define the appropriate language-dependent abbreviation and description. SAP delivers statuses, which you can also enhance yourself. To do this, you can find the appropriate push button. Once you have named the first status, you decide whether you want to define attributes for the status. You first decide on a required entry in the status log. Next you select the status type. You decide on a primary status. The status type always controls the respective behavior of the document for the respective status. You save the status and select the existing customizing request. You then create the status "In Work". The system-specific abbreviation corresponds to the English description. The status log is set to a required field again, and the status type is set to an original processing status. This status only allows the defined user inside document data to change the document itself and the attached files. The Predecessor Status "Work Request" is selected. This is the only way to establish the link between the document statuses. The next status is created as a checked status. Another employee should be able to check the data of the document shortly before it is released. In the Attributes area, the indicator for checking the object links is also set. The status log can, but does not have to be, defined. The status type is irrelevant in this case. Finally, the predecessor status and work is selected. The last status selected is the release status. This is the most important status in the status network, which still has the most attributes. After you have selected the attribute for the object check, you set the release indicator. This indicator ensures the valid from date in the document. It is evaluated by some objects in logistics. If it is set, the document is transferred, otherwise the system issues an error message. This release indicator also includes revision level assignment. If a document is released with a change number, a revision level is assigned. The check-in and check-in required indicators ensure that automatic storage of files takes place or that the user is asked to store the data in a dialog box. In this way, you can be sure that the originals are in the SAP secure storage area at the latest when they are released. The distribution lock ensures that no automatic document distribution via ALE is complete. However, since this should take place during the release, you should set the indicator for all other statuses. The log field becomes a required entry and a lock status is selected as the status type. With this status type, you can only change a few fields in the document. You define the predecessor status and save the status. Finally, you check the status network and display it graphically. You exit customizing.

<div><div>Learn how to define object links to materials in SAP customizing for your new document type. Follow step-by-step instructions on creating, selecting, and managing object links efficiently.<br><br># This description was auto-generated #</div></div>

S41200_Defining_an_object_ link

After creating the status network for your new document type in the previous exercise, you now want to define an object linked to a material. To do this, you open customizing again and navigate to the relevant place. In the overview of the document type, you select your document type Z00 and then the entry for the object links in the dialog structure. Since the table of object links is empty,  you choose the appropriate menu entry for creating a new entry. After you have entered the document type, you consider entering the table MARA directly. However, this would mean that you also enter the dynpro number directly. Since you do not know these, you decide to select the F4 help in the object table area. The first step is to get an overview of the possible object links. You select the appropriate entry for the material and confirm the selection. The dynpro number is entered directly. Next, you select the entry with which you control whether the object links from the previous document version are transferred automatically for new document versions, or whether the user is given a selection. The entry, Create Document, refers to whether you are allowed to perform a simple creation, using a transaction or no attachment in the material. Simple creation means that the user can create the document in dialog mode. In the document version area, you can decide whether all document versions or only the current version are to be displayed. You can use the setting 1 to N to ensure that you can link only one document of this document type with N materials. The deletion block ensures that the document cannot be deleted as long as the object link exists. In CV04N, you could define a process that sets a deletion indicator. This would not be possible with the deletion block. The additional functions are used to classify the object link, for example. You also activate the use of additional objects. Settings for Application Link Enabling are not made. At the end, you save the object links. The customizing request is queried and you exit customizing.

<div>Learn how to create and customize documents in SAP GUI, including defining document types, setting status networks, and managing object links. Follow step-by-step instructions to test and modify document settings.<br><br># This description was auto-generated #</div>

S41200_Document_creation_with_the_new_document_type

In the previous tasks, you have created a new document type, defined a status network, and defined an object link in customizing. Now you want to test it. To do this, you start the SAP GUI application for creating a document. On the initial screen of the transaction, you notice that your old document key becomes visible. You override your document key and enter the new one. Then you delete the document part and version information. You confirm the document key and access the document. The document version appears as an alphanumeric version. The tabs are the default tabs. Next, you enter a suitable description for your new document. After you have confirmed the data, you are prompted to fill the status log.  This is a required entry. You enter the appropriate description. You save the document by choosing the Display-Change push button. This ensures that you remain directly in the document and can continue working. You now return to change mode to set a new document status. After you have selected the F4 help for the status, you notice directly that you can select only one document status. This is due to your customizing settings. You set the status and enter the appropriate description. You save the data. You now want to get an overview of the existing status network. To do this, you choose the appropriate menu entry. You notice that the status in yellow is your current status. You can set the status check next. All other statuses are displayed in red. This means that you cannot access them. As a result, the documents can only be corrected if they have the status in work. Therefore, you are considering adjusting the status network. You save your changes. You call customizing for the document type directly by entering transaction DC10.  You select your document type and then the status network customizing.  Since you do not want to change the status network, you decide to change the status type of the first document status from a primary status type to an initial status type. The status is proposed again when you create a new object, but you can then select it again and again. You save the changed customizing and select the existing customizing request. Now you return to the document to verify your changes. To do this, you start the appropriate transaction and use the proposed document key. In the document, you select the F4 help for the document status and notice directly that that the status work request can be selected. Finally, you also check the changes in the graphical status network. The work request status is visible in green. The status can therefore be reached. You keep the current status and leave your document.

<div>Explore how to manage object links and document types in SAP. Learn how to test, create, and link materials efficiently for seamless document management.<br><br># This description was auto-generated #</div>

S41200_Object_link_definition_and_control_inside_material

In the previous exercise you dealt with the status network of the new document type. In addition to the status network, you have also defined an object link and made some settings for it. You want to test these now. Therefore, you start the transaction for changing the document. The initial screen contains one of the previously used document keys. However, you want to change the document that you created with the Z00 document type. Since you are unsure about the document key, you use the push button for the last processed documents. There, you can find the document with the Z00 document type and select it.  In the document, you select the tab page for the object links and enter the material T-F600. The short text is displayed. You save your document. You then want to check the object linked material. To do this, you start the change material transaction and enter the corresponding material number. You select the function key F7 and go directly to the material master. There, you select the F8 function key and go directly to the document data. You can find several versions of your design document. Two versions of these are released, one version is not. Your Z00 document is also visible. In customizing for the object links of this document type, you have set simple creation in the material. You now test this by choosing the create button and then choosing the document type Z00. In the dialog box that appears, you could choose external number assignment. However, you choose an internal number assignment by leaving the number field empty. Therefore, you only enter a description and confirm the data. You use Windows Explorer to select the appropriate file. Since two workstation applications have been defined in customizing for this file type, you select the appropriate entry. Finally, you are only asked for the secure storage area. You choose the content server. You confirm the data and return to the overview of the object links. The internal document number is displayed. You save your material, return directly to the detail screen, and open the object links view again. Here you can now find all the necessary information for your created document. You first check the released versions and then the last versions. You leave your material and return to the overview.