Using the Document Info Record

As an engineer in the R&D department, you create numerous drawings and diagrams. You now want to use these files more effectively with the SAP system; a status network plays an important role in specific releases. The external files are also used in other company units, so these should also be available in other SAP objects. While processing the documents, their properties often need to be defined so that other processors can find the documents by entering these properties. Additionally, you need a tool you can use to search for a document's master data.

You can use document management to help you link originals to the SAP ERP system. You use an ERP object, namely the document info record, for this purpose. The following video expands on this concept.

You access a document info record via a document key. The key consists of a document number, a document type, a document part, and a version.

An external document number is assigned directly by the processor. An internal document number is assigned by the ERP system, with the number range being determined according to the document type. The number range is 20 characters long. An important advantage of document management is the ability to use mixed number assignments. In this case, a user assigns an external number and the system automatically adds an internal number to it.

The document type is the central control element in document management. For example, the status network, object links, and screen layout depends on the document type, and decides whether the original is checked into the secure storage area with the Knowledge Provider. The document part serves to classify a document.

You can use the document version to manage the change state of the document so it is not essential to use engineering change management for this. By using automatic version assignment, you can ensure that you do not have any gaps in your versioning. The version increment, defined in Customizing, determines whether the version number is increased numerically or alphanumerically.

The overview display of the document info record makes it easy to navigate and have a good overview within the system. You can use push-buttons to carry out the important functions. You use the Knowledge Provider (KPro) to store originals, you can process any number of originals and store them in the secure storage area. You can use the SAP Visual Enterprise Viewer to display the originals integrated in the document info record. This viewer is included in the SAP GUI and the SAP Fiori launchpad.

Status management supports the user when releasing documents. A status network can be used to implement checks before the document is released for downstream production. Additional users, who set corresponding release statuses, can also be included in the release.

You can define different statuses for each document type. You can also set up the status network using predecessor and successor relationships with a maximum of 6 predecessors for each status (implementing a note, you can increase the number of predecessors). If you display the status network as a graphic in the document info record, you can use color and form to indicate the nature of the individual status.

The yellow status is the current one. Red statuses cannot be set and the green status can be accessed from the current ones. Each change to the status is logged and displayed in the status log. This is how users can see who set which status when and with which explanation.

The status type gives the status, and consequently, the document, particular properties. If you do not define a status type, then this has no further effects. You can assign status types more than once.

• Primary status (P): This is a standard status if you create a document. However, it can only be used once in any document.

• Initial status (I): This is a standard status if you create a document. It can be used more than once in a document.

• Lock status (S): This status locks most document info record functions and fields.

• Lock field status (L): You set this status, when some fields are locked against changes. In customizing, you define the changeable fields. All other fields are locked.

• Original processing status (O): This status is set automatically when you process originals. Only the specified user can edit the document info record. The document info record is locked for everyone else.

• Archive status (A): This status is set automatically when you check in originals into an archive, or copy one from an archive.

• Temporary status (T): This status is used to log activities. After setting the status and filling out the log field, the system returns to the predecessor status.

• Check-In status (C): This status is set automatically when all original application files are in the secure storage area.

Object links from document info records to other ERP objects make information about originals accessible to these objects. For example, specifications, documentation, or texts can be linked to a document info record and then, using an object link, made available to a material master. You can view this information directly within the material master.

You can define object links from both the object side and the document info record side. These links are specified for each document type. Using an object link, you can create a new document info record in the ERP object. Depending on the document type, you can either create the record simply or through a transaction. In the simple method, the document info record is created with an internal number assignment. The user then only needs to select the original file, the relevant application, and the secure storage area.

You can display all versions, the latest version, or all released versions of the document in the object. In the table view, the latest version or the last released version is always shown in a designated column.

If you set a deletion lock for the object links in Customizing, the document info record cannot be deleted if it is linked to an object.

When working with document structures, you often want an easy way to display them. In the past, you might have used the document structure transaction. This allowed you to make changes at the first level, but with the assembly indicator, you could only display the second level.

Using the Document Browser, you can easily modify documents within a multi-level document structure.

The document browser is available within every document info record transaction, SAP GUI or SAP Fiori launchpad, depending on your Customizing settings. If necessary, you can deactivate the browser.

Within the document info record, choose the Document Browser tab page, where you can access a private or public document structure. The public document folder is available within every document for every user.

Within the document browser, you can add simple document info records as a link. You can create a new document, or version, or folder. You are also able to display or change the existing file or folder.

If necessary, you can display a file from the document info records as a thumbnail. However, this has to be activated in Customizing.

When you search for a document with the search transaction, CV04N, you can also use the document browser.

Your company, the Precision Forklift Company, is manufacturing forklifts. A new series will be sold next year. The first prototypes are currently being developed and built for this purpose.

Several employees from different teams work together for this process. In addition to material masters, BOMs, and routings, documents are also required.

You work as a design engineer in a development department within the Precision Forklift Company. You create drawings and diagrams. Now you want to use these files more effectively with the SAP system. To do this, you use SAP Document Management.

Now take a look at the first video showing the document creation of multiple document info records.

After you have created the different documents, you want to work with them. Therefore, you set suitable document statuses. You also check the status network.

Watch the following video, which shows how to set and control the document status.

You use document management not only to manage documents, but primarily to make this information available to other SAP objects.

Watch the following video to understand how object links are used to provide documents to other SAP master data.