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Managing Documents

<div id="content"><div class="parentsection"><div class="section"><div tabindex="0"><h3>Introduction</h3></div><p tabindex="0">Up to now, you have used the classic SAP GUI transactions to edit your document info records either in the SAP GUI or in the SAP Fiori launchpad.</p><p tabindex="0">An alternative is the "Manage Documents" UI5 app.</p><p tabindex="0">Most UI5 apps are characterized by the fact that they have an identical initial screen and detail screen, which means that the user can quickly access the application.</p></div></div><div class="parentsection"><div class="section"><div tabindex="0"><h3>Manage Documents: Initial Screen</h3></div><p tabindex="0">Let’s start by looking at the initial screen.</p><div class="kalturaVideoLessonWrapper"><div aria-label="null" class="kalturaVideoLessonContainer" data-testid="video" id="1_430sjaof"></div></div><div class="note"><div class="noteTitle"><span class="noteIcon"><img title="Note" src="/icons/note.svg"></span><span class="noteTitleText">Note</span></div><div class="noteBody"><p tabindex="0">This screen looks similar to the initial screen of Product Master or material BOM.</p></div></div></div></div><div class="parentsection"><div class="section"><div tabindex="0"><h3>Manage Documents: Detailed Screen</h3></div><img style="max-width:900px;max-height:none" class="image 1_1_landscape" title="SAP Document Management System interface displaying details for a document labeled T-FL7A00. The screen includes sections for document data, object links, document versions, and descriptions, with additional notes highlighting features such as a single screen for all relevant information, easy file attachment service, and an overview screen for object links." alt="SAP Document Management System interface displaying details for a document labeled T-FL7A00. The screen includes sections for document data, object links, document versions, and descriptions, with additional notes highlighting features such as a single screen for all relevant information, easy file attachment service, and an overview screen for object links." src="/service/media/S41200_26_en-US_media/S41200_26_en-US_images/S4RD1_MasterData_161008.png" tabindex="0"><div class="imageCaption"></div><p tabindex="0">When you create a new document, you don’t have to enter the key data on an initial screen, you have to enter them inside the document detail screen.</p></div></div><div class="parentsection"><div class="section"><div tabindex="0"><h3>Manage Documents: Versions</h3></div><img style="max-width:900px;max-height:none" class="image 1_1_landscape" title="Screenshot of an SAP Document Management System interface, specifically showing the Document Versions section for document T-FL11. It includes details such as document number, type, version, and part, along with descriptions in German (Gabelstapler) and English (Forklift)." alt="Screenshot of an SAP Document Management System interface, specifically showing the Document Versions section for document T-FL11. It includes details such as document number, type, version, and part, along with descriptions in German (Gabelstapler) and English (Forklift)." src="/service/media/S41200_26_en-US_media/S41200_26_en-US_images/DMS_02.png" tabindex="0"><div class="imageCaption"></div><p tabindex="0">Document versions are directly displayed inside documents. Choose the document and the document version is displayed in a separate window.</p></div></div></div>

Manage Documents

<div id="content"><div class="parentsection"><div class="section"><div tabindex="0"><h3>Introduction</h3></div><p tabindex="0">Up to now, you have created or changed documents in the SAP Fiori launchpad using SAP GUI for HTML transactions. However, you also have the option of working with the UI5 app for documents.</p></div></div><div class="parentsection"><div class="section"><div tabindex="0"><h3>Task 1: Manage Documents</h3></div><p tabindex="0">With the Manage Documents app, you can search for, create, change, or also display documents in an app. You also work with the Draft mode inside document and open the object link to a product master.</p><p tabindex="0"><i>Check out the following video to get an impression of this app.</i></p><div class="kalturaVideoLessonWrapper"><div aria-label="This video shows the use of the manage documents app. This app is a UI5 app and can only be used inside Fiori Launchpad." class="kalturaVideoLessonContainer" data-testid="video" id="1_l9ygluc0"></div></div></div></div></div>

Work with Manage Documents

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

S4RD1_MasterData_161007_Ani.mp4

When you open the Manage Documents app, an initial screen is available, where you can perform a free form search, enter a document key, or perform a status search. Working with the editing status, you can search for draft documents, or documents which are looked at by another user. Additionally you can do the following. When the result is available, you are able to export the result list to a spreadsheet. If a document contains attached files, you are able to directly download them. Inside this initial screen, you are able to create new documents, or change existing ones.

<div>Learn how to efficiently manage documents in SAP Fiori Launchpad, from creating, searching, and editing to linking materials and navigating through different UI5 applications.<br><br># This description was auto-generated #</div>

S41200_Manage_Documents

When you open the Fiori Launchpad, you have two groups available for document management. Note that we work with standard roles that you can group together in your SAP system. The first group provides the SAP GUI for HTML apps for creating, changing, and displaying documents. The second group has only one app, the UI5 Manage Documents. This app summarizes all previous transactions. On the initial screen, you can create documents, create versions, copy documents, or search for existing documents. In addition to search with the standard document key, you can also use a free text field to enter terms from the document info record. You can also adjust the search parameters. To do this, choose the filter push button and select Further Search Criteria. After you have restricted the document types to two entries, you enter the name of your user. The system proposes possible document info records directly. You remember that you have also created a document with an internal number assignment. Therefore, you delete the document number and execute the search again. The system now also displays the document that you created with an internal document number. You then delete almost all search parameters again to be able to test the free text search. You enter your username and execute the search. Again you receive your documents as a search result. Now you decide on your design document and select it. On the details screen, you can recognize a completely different layout than in the classic SAP GUI application. Note that all UI5 applications follow the same style guide. This makes it easier for you to find your way around. You decide to change your document. First, you change the status to Inspection Request and change the Laboratory /  Office entry. Now, you would have the option to save or cancel these changes. You can also display the last saved version in the details screen. However, you decide to leave the document directly without saving. On the initial screen, the document now receives a draft status. On the initial screen, you can also use the editing status field to search for other documents in draft status. You can use this selection to search for documents from you that exist in draft status, or for documents from other users. You return to your document and display the last saved version. The previous status and the old laboratory office entry are displayed. You return to draft mode, change the lab / office entry back to the previous value, and then save your document. You switch back to change mode to check the object links. You select your existing object link and then the displayed material number. When you do this, you navigate to the product master. The product master is also a UI5 application. This has a similar structure to the previously used document. You now want to display the object link. To do this, you select the appropriate menu entry. The system scrolls to the end of the product master. Nothing is displayed. Why? In the product master, the focus is on the files of the document info record. Since your created documents do not have any files, nothing is displayed here either. If files exist in the document, they are displayed first, and only then the document key. This behavior is completely different compared to the normal document. You now return to the document to link a material that is linked to a document, which contains files. You choose the appropriate push button and search for a material. You search for material T-FL00. You confirm the data and the object link is created. You now select the material number and go to the product master. You also want to display the files of the document info records in this product master. You scroll to the relevant place and familiarize yourself with the information. The file is in the first position. Only then does the document key come. You return to the document. You switch to edit mode and delete the object link again. The classification remains and no files are currently loaded into the document. You save your document and return to the initial screen of the app.