AutoEdge

EHP4 for SAP ERP 6.0

March 2011
English

Configuration and Setup

of Document
Management System
(223)
Building Block Configuration Guide

SPARTA
A KPIT Cummins Company

Corporate Headquarters

111 Woodmere Road Suite 200

Folsom, CA 95630
888-985-0301
916-985-0300

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Configuration and Setup of Document Management System (223)

Contents
1

Purpose................................................................................................................................... 3

Configuration........................................................................................................................... 4
2.1

Settings for Document Management.............................................................................4

2.1.1

Define Document Types............................................................................................ 4

2.1.2

Define Data Carrier................................................................................................... 9

2.1.3

Defining Workstation Application.............................................................................11

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Configuration and Setup of Document Management System (223)

Configuration of Easy Document Management

(EasyDM)
1 Purpose
SAP Document Management allows managing and storing documents within SAP. Documents
This configuration guide provides you with the information you need to set up the configuration of
this building block manually.

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Configuration and Setup of Document Management System (223)

2 Configuration
2.1 Settings for Document Management
2.1.1

Define Document Types

Use
The purpose of this activity is to define the document type YBO for office documents.

Prerequisites
A number range must be defined already.
Note
Recommendation:
SAP Document Management stores the document info records, that is, the meta
data, inside the SAP system. The document info records contain links to the actual
original files. These originals should typically be stored in a SAP Content Server, that
is, on a separate server.
If an SAP Content Server is not available, the storage category DMS_C1_ST can be
used. Using this category will save the originals in the SAP database. This is useful
for testing but not recommended for a productive environment.

Procedure
1. Access the activity using one of the following navigation options:
IMG Menu

Cross-Application Components Document Management

System Control Data Define document types

Transaction Code

SPRO

2. On the Change View Define Document Types: Overview screen, choose New entries.
3. On the New Entries: Details of Added Entries screen, enter the following values:
Field name

Description

User action and

values

Document Type

YBO

Document Type
description

OfficeDocuments

Use KPro

Select by ticking

Version
Assignment

Select by ticking

Change Docs

Select by ticking

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Note

Optional

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Configuration and Setup of Document Management System (223)

User action and

values

Note

Internal Number
Range

02

Click on the Number Ranges

button in order to define your own
number ranges

External number
range

01

Number exit

MCDOKZNR

Click on the Default button to

generate this entry

Vers. No. Incr.

Choose "1" if you want versions to

start with "00" instead of "01"

Hierarchy
indicator

Document Status

Document
Description

Authorization
Group

Depending on your requirements

choose . instead of - here.

Lab./Office

Depending on your requirements

choose . instead of - here.

Change Number

Allows optional entry of change

number

CAD Indicator

Superior
Document

WS Application 2

CM Relevance

Field name

Description

4. Save your settings and choose Back (F3) to return to the Change View Define Document
Types: Overview screen.
5. On the Change View Define Document Types: Overview screen, select the document type
YBO. Go into the Define document status folder.
6. On the Change View "Define document status": Overview screen, choose New Entries.
7. Add the new entries as follows:
Field name

User action and values

Note

Document Status

FR

Press Enter

Object Check

Select by ticking

Complete for ECM

Select by ticking

Release Flag

Select by ticking

Check-In Required

Select by ticking

Check in

Select by ticking

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Description

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Field name

Description

Status type

8. Choose Next Entry (F8)

Field name

User action and values

Note

Locked Status

and add the new entries as follows:

Description

User action and values

Note

Document Status

IA

Press Enter

Object Check

Select by ticking

Check in

Select by ticking

Status type

Initial Status

9. Save your settings and return to the "Define document status": Overview screen (you may
need to choose Back (F3) twice).
10. Choose Select All (F7)
Details (Ctrl-Shift-F2)

in order to select both newly created statuses, and then choose

in order to change the statuses.

11. For Document Status FR enter IA into field Prev. 1, and then choose Next Entry (F8)

12. For Document Status IA, enter FR into field Prev. 1.

Note
This will allow you to switch back from status FR (released) to status IA (in work). You
may omit this step if you prefer to not allow changes to released documents. In that
case users will have to create a new version whenever they need to make changes
to a document that has already been released.

13. Save your settings and return to the Change View Define Document Types: Overview
screen (you may need to choose Back (F3) twice). You have created the status network for
the document type.
14. On the Change View Define Document Types: Overview screen, select the document type
YBO. Go into the Define object links folder.
15. Choose "New Entries" and add the new entries as follows:
Field name

Description

User action and values

Document Type

YBO

Object

MARA

When New Version

Create Document

Document Version

16. Choose Next Entry (F8)

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and add the new entries as follows:

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Note

Press Enter

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Configuration and Setup of Document Management System (223)

Field name

Description

User action and values

Document Type

YBO

Object

EQUI

When New Version

Create Document

Document Version

17. Choose Next Entry (F8)

Field name

Description

User action and values

YBO

Object

EKPO

When New Version

Create Document

Document Version

Field name

Description

User action and values

YBO

Object

PRPS

When New Version

Create Document

Document Version

Field name

Note

Press Enter

and add the new entries as follows:

Document Type

19. Choose Next Entry (F8)

Press Enter

and add the new entries as follows:

Document Type

18. Choose Next Entry (F8)

Note

Note

Press Enter

and add the new entries as follows:

Description

User action and values

Document Type

YBO

Object

VBAP

When New Version

Create Document

Document Version

Note

Press Enter

20. Save your settings and return to the Change View Define Document Types: Overview
screen (you may need to choose Back (F3) twice). You have set up four possible object links
for document type YBO.
21. On the Change View Define Document Types: Overview screen, select the document type
FOL. Go into the Define document status folder.
22. On the Change View "Define document status": Overview screen, choose New Entries.
23. Add the new entries as follows:

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Field name

Description

User action and values

Note

Document Status

FR

Press Enter

Object Check

Select by ticking

Complete for ECM

Select by ticking

Release Flag

Select by ticking

Check-In Required

Select by ticking

Check in

Select by ticking

Status type

Initial Status

24. Save your settings and leave the transaction (you will need to choose Back (F3) several
times). You have created object links to Material Master, Equipment Master, Purchase Order
Item and WBS element.

Result
The document type used (YBO = Office Documents) has been defined, a basic status network
and some object links were set up. For document type FOL (folder) a status has been defined.

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2.1.2

Configuration and Setup of Document Management System (223)

Define Data Carrier

Use
The purpose of this activity is to define the settings for data carrier type PC.

Procedure
1. Access the next activity using the following navigation options:
IMG Menu

IMG Cross-Application Components Document

Management General Data Define Data Carrier

Transaction Code

SPRO

1. Confirm the information message: Caution: The table is cross-client with Enter.
2. On the Change View Define data carrier type archive: Overview screen, double-click the
folder Define data carrier type server, front end and choose New Entries.
3. Make the following entries:
Field
Name

Description

User Action
and Values

Type

Data carrier
type

PC

Description

Note

PC with MS
Windows
Operating
System

Path

If left empty, temporary files will be placed

into the standard Windows-folder for
temporary files (Local Settings\Temp) or the
path entered in WinGUI Options Local
Data is used. Alternatively you may enter any
path here, For Example, c:\temp or a
network drive.

Online

Set
indicator

4. Select your entry and choose Define servers and files or folders. Choose New entries to
create a new entry with the following values:
Field Name

Description

Data Carr.
Type

User Action and Values

Note

PC
Data carrier type

Description

Default
Personal Computer

5. Select the entry Identify frontend computers in the dialog structure. Choose Default entry to
create a new entry with the following values:
Field Name

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Description

User Action and Values

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Note

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DataCar.
Type

Default
Data carrier type

PC

Netw. Address

DEFAULT

Description

Default for local PC

6. Double-click on the entry Define mount points / logical drive in the dialog structure. Choose
New entries to create a new entry with the following values:
Field Name

Description

User Action and Values

Data Carr.

PC

Data carr. type

PC

Prefix for access path

C:\SAP BP

7. Save your entries.

Result
You have defined the data carrier.

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Note

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2.1.3
Use

Configuration and Setup of Document Management System (223)

Defining Workstation Application

The purpose of this activity is to define the settings for workstation applications

Procedure
1. Access the activity using the following navigation options:
IMG Menu

IMG Cross-Application Components Document

Management General Data Define Workstation Application

Transaction Code

SPRO

2. On the Change View Define Workstation Application: Overview screen, choose New
Entries.
3. Make the following entries:
Field Name

Description

User Action and

Values

WS application

Key field

DOC

Description

Document

Archive
identificatio

File suffix for

appl.

File format for a temporary file

doc

File format

File format for selection via the file

manager

*.doc,*.*

Note

MIME type

application/msword

Appl. Icon

@J7@

Start
authorization

Application can be started

immediately

Indicator set

4. Save your entries and go back to the Change View Define workstation application:
Overview screen.
5. On the Change View Define workstation application: Overview screen, select the
workstation application DOC and choose Define workstation application in network.
6. Choose New Entries (F5) and make the following entries:
Field Name

Description

User Action and Values

Note

Workstation
Application

DOC

Is already
filled

Data carr. Type

PC

Application type

Path with prog.

Name

%SAP-OFFICEINTEGRATION.OUTPLACE%

7. Choose Next Entry (F8) and make the following entries:

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Field Name

Description

User Action and Values

Note

Workstation
Application

DOC

Is already
filled

Data carr. Type

PC

Application type

Path with prog.

Name

%SAP-OFFICEINTEGRATION.OUTPLACE%

8. Choose Next Entry (F8) and make the following entries:

Field Name

Description

User Action and Values

Note

Workstation
Application

DOC

Is already
filled

Data carr. Type

PC

Application type

Path with prog.

Name

%SAP-OFFICEINTEGRATION.OUTPLACE%

9. Save your entries and go back to the Change View Define workstation application:
Overview screen.
10. On the Change View Define workstation application: Overview screen, select the
workstation application XLS and choose Define workstation application in network.
11. Choose New Entries (F5) and make the following entries:
Field Name

Description

User Action and Values

Note

Workstation
Application

XLS

Is already
filled

Data carr. Type

PC

Application type

Path with prog.

Name

%SAP-OFFICEINTEGRATION.OUTPLACE%

12. Choose Next Entry (F8) and make the following entries:
Field Name

Description

User Action and Values

Note

Workstation
Application

XLS

Is already
filled

Data carr. Type

PC

Application type

Path with prog.

Name

%SAP-OFFICEINTEGRATION.OUTPLACE%

13. Choose Next Entry (F8) and make the following entries:

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Field Name

Description

User Action and Values

Note

Workstation
Application

XLS

Is already
filled

Data carr. Type

PC

Application type

Path with prog.

Name

%SAP-OFFICEINTEGRATION.OUTPLACE%

14. Save your entries and go back to the Change View Define workstation application:
Overview screen.
15. On the Change View Define workstation application: Overview screen, select the entries for
BVO, BVV, LIM, OHD, SIM, WRD and WWI and choose Delete (Shift+F2).
16. In the Specify objects to be deleted dialog box, choose all entries.
Note
If the deletion reports an error similar to: You cannot use data carrier type 01, then
you must enter the Define workstation application in network step for this workstation
application first, and then delete the problematic subentries there. Next, repeat the
previous step.
17. Save your changes.

Result
You have defined the settings for workstation applications.

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