Preface

17

Who Is This Book For?

17

How This Book Is Organized

18

Example Scenario

20

Conclusion

22

1 Introduction to Document Management

25

1.1 Digital Asset Repository

27

1.1.1 SAP Easy Document Management

27

1.1.2 WebDocuments

28

1.1.3 Generic Object Services

29

1.1.4 SAP Business Client

29

1.1.5 CAD Desktop

30

1.2 Cross-Linking Objects

31

1.2.1 Maintenance Management

31

1.2.2 Procurement

32

1.2.3 Project Management

33

1.3 Collaboration Hub for Business Partners

34

1.3.1 SAP Document Center

34

1.3.2 SAP Intelligent Product Design

36

1.3.3 SAP Engineering Control Center

38

1.4 Manage Documents App

39

1.5 Summary

39

2 Configuring Document Management System

41

2.1 Control Data

42

2.1.1 Define Number Ranges for Document Types

42

2.1.2 Define Document Types

45

2.1.3 Define Revision Levels

65

2.1.4 Activate Enhanced Document Search

66

2.1.5 Activate Document Browser and Access Control Lists

66

2.2 General Data

67

2.2.1 Define Data Carrier

67

2.2.2 Start Processing for Documents

69

2.2.3 Define Workstation Application

71

2.2.4 Set Up Workstation Applications for Thumbnail Images

76

2.2.5 Defining Laboratories/Design Offices

77

2.2.6 Define Profile

77

2.2.7 Define Templates for Original Files

78

2.3 Integration with SAP Document Center

81

2.4 Document Distribution

82

2.4.1 Activate Event-Type Linkage

82

2.4.2 Allocate Tasks to Persons Responsible

82

2.4.3 Verify Workflow Customizing

83

2.4.4 Make Office Settings for the Business Workplace

84

2.4.5 Define Context

85

2.4.6 Define Distribution Types

86

2.4.7 Generation of Distribution Packages

88

2.5 Conversion of Original Application Files

89

2.5.1 Maintain Converter

90

2.5.2 Define Conversion

90

2.6 SAP 3D Visual Enterprise Generator

95

2.6.1 Map the SAP 3D Visual Enterprise Generator Instance to the Logical Port

96

2.6.2 Maintain the Conversion Trigger

96

2.6.3 Map Storage Category to SAP 3D Visual Enterprise Generator Application Server

98

2.6.4 Define Tag Category

98

2.6.5 Map the Tag Name to the Tag Category

98

2.6.6 Map a Business Context Viewer Tag to a Tag Name

99

2.6.7 Maintain Tag Mapping

100

2.6.8 Maintain Application Usage

100

2.6.9 Define a Searchable Sequence for Viewable Files

100

2.6.10 SAP 3D Visual Enterprise Viewer

101

2.7 User Exits, BAdIs, and Configuration Object Checklist

102

2.8 Summary

104

3 Classification

105

3.1 Classification Overview

106

3.1.1 SAP S/4HANA Classification System

106

3.1.2 Describing an Object

107

3.2 Characteristics

107

3.2.1 Creating a Characteristic

108

3.2.2 Additional Details of Characteristics

113

3.3 Create a Class and Assign Characteristics

114

3.3.1 Class Creation

114

3.3.2 Class Types

116

3.3.3 Class Hierarchies

116

3.4 Object Dependencies

117

3.5 Assigning a Class to a DMS Document Type

118

3.6 Finding Objects Using Classification

120

3.7 Summary

122

4 Document Info Record Management

123

4.1 Creating a Document Info Record

124

4.1.1 Key Terminology

124

4.1.2 Basic Data

125

4.1.3 Long Text

127

4.1.4 Document Statuses and Status Network

128

4.2 Originals

129

4.2.1 Adding Originals to a Document Info Record

130

4.2.2 Checking In and Checking Out Originals

133

4.2.3 Changing, Displaying, Deleting, and Printing Originals

134

4.3 Classification System and Additional Data

138

4.4 Object Links

141

4.5 Document Browser

146

4.6 Changing a Document Info Record

147

4.7 Display a Document Info Record: Change History

148

4.8 Integrating with SAP ArchiveLink

150

4.9 Version and Part Management

152

4.9.1 New Version of a Document Info Record

152

4.9.2 New Document Info Record Part

155

4.9.3 View Active or All Versions

156

4.10 Searching Document Info Records

158

4.10.1 Search Options

158

4.10.2 Basic Documents Attributes

161

4.10.3 Search Additional Attributes or Classification

167

4.10.4 Object Links

168

4.10.5 Text or Long Text

169

4.10.6 Originals

170

4.10.7 Full Text

171

4.10.8 Document Browser

171

4.11 Additional DMS Functionalities

173

4.11.1 Copying and Deleting a Document Info Record

173

4.11.2 Creating and Displaying Document Hierarchy, Status Log, and Revision Levels

174

4.11.3 Document Where-Used Report

175

4.11.4 Reset Check-Out

175

4.12 Manage Documents App

175

4.12.1 Editing a Document with Manage Documents App

176

4.12.2 Creating a Document Info Record with the Manage Documents App

179

4.13 Summary

182

5 Structuring, Distribution, Conversion, and Reporting

183

5.1 Document Structuring

184

5.1.1 Document Hierarchy

184

5.1.2 Document Structure

187

5.2 Document Distribution

189

5.2.1 Recipients

189

5.2.2 Recipient List

192

5.2.3 Distribution

193

5.2.4 Distribution Log

196

5.2.5 SAP Inbox

199

5.2.6 My Inbox App

200

5.3 Reporting

200

5.3.1 Product Structure Browser

200

5.3.2 Finding Objects Using Classification

203

5.3.3 Document Where-Used List

204

5.4 Document Conversion

206

5.4.1 Conversion of Original Application File

206

5.4.2 Conversion with SAP 3D Visual Enterprise Generator

208

5.5 Summary

211

6 Digital Signatures

213

6.1 Configuring Digital Signatures

214

6.1.1 Define Authorization Groups

214

6.1.2 Define Individual Signatures

215

6.1.3 Define a Signature Strategy

215

6.2 Assigning Digital Signatures to Document Types

218

6.3 Triggering Digital Signatures

219

6.4 Managing Digital Signatures

223

6.5 Application of Digital Signatures in SAP S/4HANA

224

6.6 Summary

225

7 Engineering Change Management

227

7.1 Change Master

227

7.1.1 Configuring a Status Profile: User Status

228

7.1.2 Maintain Profile

231

7.1.3 Change Master Creation

234

7.1.4 Changes in the Document Info Record with a Change Number

236

7.1.5 Engineering Change Management Information System

238

7.2 Change Record

240

7.2.1 Manage Engineering Changes

241

7.2.2 Manage Change Records

245

7.2.3 Engineering Cockpit

246

7.3 Engineering Record

247

7.4 Management of Changes

254

7.5 Summary

262

8 SAP Cloud-Based Document Management Solutions

263

8.1 SAP Document Center

264

8.1.1 Create Folders and Add or Upload Files

264

8.1.2 Create Shared Folders and Add or Upload Files

265

8.1.3 Favorites, Recycle Bin, and Downloads

266

8.1.4 SAP Document Center Integration

268

8.2 SAP Cloud Platform Document Service

271

8.3 SAP Engineering Control Center

272

8.3.1 Product Overview

273

8.3.2 User Interface

274

8.3.3 Key Functions

277

8.4 SAP Extended ECM by OpenText

282

8.5 SAP Intelligent Product Design

285

8.6 SAP Innovation Management

287

8.7 Summary

288

9 Infrastructure Setup

289

9.1 Content Server Setup

290

9.2 Cache Server Setup

294

9.3 Index Server Setup

296

9.4 Conversion Server

297

9.5 SAP 3D Visual Enterprise Generator

298

9.6 Infrastructure Considerations

299

9.6.1 User Types at Each Location

299

9.6.2 Functionalities to Implement

300

9.6.3 Wide Area Network Capability

300

9.7 Summary

301

10 Authorization Management

303

10.1 Defining Security Requirements

303

10.2 Standard DMS Authorization Objects for Document Info Records

304

10.2.1 Activities for Documents

305

10.2.2 Status-Dependent Authorization

306

10.2.3 Document Status

307

10.2.4 Authorization Group

308

10.2.5 Object Link

309

10.2.6 Document Access to Originals

310

10.2.7 Activities for Recipient Lists

311

10.2.8 Distribution Order

312

10.3 Additional Non-DMS Authorization Objects for Classification

313

10.3.1 Authorization for Class Type

313

10.3.2 Authorization for Characteristic

314

10.3.3 Bill of Material Maintenance

314

10.4 Access Control Lists

316

10.5 Summary

319

11 Workflows in Document Management System

321

11.1 Defining Workflows and Maintaining Tasks

322

11.2 Creating Container Element

322

11.3 Triggering Event

326

11.4 Setting Up the Workflow Builder

326

11.5 Adding Tasks and Activating the Workflow

329

11.6 Trigger and Test the Workflow

338

11.7 Summary

340

12 Implementing Document Management System with SAP Activate

341

12.1 Introduction to SAP Activate

342

12.1.1 Methodology and Terminology

343

12.1.2 SAP Activate in the Roadmap Viewer

346

12.1.3 SAP Best Practices Explorer

350

12.1.4 SAP Jam for SAP Activate

351

12.1.5 SAP Solution Manager

352

12.2 SAP Activate Workstreams

354

12.3 Discover Phase

356

12.3.1 Identifying Key Pain Points

357

12.3.2 Preparing a Business Case to Implement Document Management System

358

12.3.3 Evaluating the Right Document Management System Solution

361

12.3.4 Prerequisites for the Chosen Document Management System Solution

362

12.4 Prepare Phase

366

12.4.1 Key Activities, Deliverables, and Milestones

367

12.4.2 Qualifying Digital Assets for Document Management System

368

12.4.3 Creating and Updating Standard Operating Procedures for DMS

368

12.4.4 Enabling Organizational Change Management

370

12.4.5 Document Retention and Document Lifecycle

371

12.4.6 Project Management and Program Management

372

12.5 Explore Phase

373

12.5.1 Data Load Preparation

374

12.5.2 Key Activities, Deliverables, and Milestones

376

12.6 Realize Phase

377

12.6.1 Key Configuration Objects

377

12.6.2 Testing

378

12.6.3 Training

382

12.6.4 System Configuration and Solution Walk-Through

383

12.6.5 Planning Cutover, End-User Enablement, and User Support

384

12.6.6 Key Activities, Deliverables, Milestones, and Decisions

386

12.7 Deploy Phase

387

12.7.1 Key Activities, Deliverables, and Decisions

387

12.7.2 Data Migration

389

12.8 Run Phase

392

12.8.1 Go-Live and Support

393

12.8.2 Support Options

394

12.8.3 Continuous Improvements and Innovations

395

12.9 Summary

396