SAP EASY DMS

mySAP PLM
Easy Document
Management 6.0

Introduction
Functionality
Screenshots
Customer and Analyst voices

 SAP AG 2007, Title of Presentation, Speaker Name / 3
Business Challenges
 easy use
 secure data storage without redundancies
 seamless Integration in the ERP-System without additional Interfaces
 high performance despite high information flow-rate
 simplified team and internal cooperation
 easy object linking to other business objects
 distinctive authorization concept
 management of every type of documents inclusive mails
 …
A companywide Document Management has many
challenges:

mySAP Product Lifecycle Management
SAPNetWeaver
Product and project
portfolio management
Ideen Management und
Konzeptentwicklung
Projekt Planung
Zeit- und Ressourcen
Management
Projektausführung
Strategisches Portfolio
Management
Life-cycle process
support
Produkt
Entwicklung
Entwicklungs-
collaboration und
strategische
Beschaffung
Musterbau und
Produktions-
anlauf
Übergabe an
Verkauf, Service
und Wartung
Qualitätstechnik
und Verbesserung
Produktkosten-
kalkulation
Life-cycle data
management
Dokument
Management
Produkt Stammdaten
und Struktur
Management
Spezifikations und
Rezept Management
Service und
Instandhaltung
Struktur Management
Änderungs- und
Konfigurations
management
Corporate services Audit Management
Gefahrstoffe/gefährliche
Inhaltsstoffe/
Produktsicherheit
Gefahrgut-/Abfall
Management
Arbeitsschutz/
Arbeitssicherheit/
Arbeitsmedizin
Solution Map 2006

The Document as Central Object
The Document Information
Record in SAP:
Content:
 Original files (any formats, any
quantity)
 Content versions
 Redlining Layer
Metadata:
 Management data (specialist,
release status, version etc.)
 Class data
 Object linking e.g. material,
project, etc. (optional)
 Workflow

Easy Document Management
within Microsoft Explorer®
Management of Documents
(Originals) and Document
Structures with Windows Explorer
Check-in of Originals with
drag&drop
Distinct document search
Display and maintenance of a
personal index structure
Display and maintenance of a
public index structure
Check-in /-out of documents
directly from Microsoft Office
Applications with ‘Save as’ and
‘Open’

within Microsoft Explorer®
Check-out of Originals and start of
the corresponded application
(view/change)
Shift , delete or copy of documents
Linkages to documents or Indexes
Versions
Advanced Offline- Access
Previews
….

Easy Document Management – Basic Functions
 Creation of document information
records and storage of originals
 Document characteristics show all
document data in a view (description,
status, …)
 Additional data by the SAP class system
 Display of preview pictures
 Authorization assignment by Access
Control Lists (ACL)
 Creation of object linking to other
Business objects
 Control by SAP R/3 Customizing
The Document Information Record in Easy Document Management

The Benefit for your Company
Company advantages:
 Simple document storage in SAP Document Management system
 Fast information access
 Minimize the time and effort for the data maintenance
 Simplifies group and teamwork working with group structures
 Intuitive operation due to the integration into the Microsoft Explorer®
 Particularly suitable for occasional users
 Lower training time, particularly suitable for occasional users
 High user acceptance
Plus technical use:
 Safe, central data storage for all Business Documents
 Easy installation
 Support with distributed storage system
 Possible integration of Business Addins (BADI)
 Use of SAP R/3 Customizing
 Use of SAP R/3 Authorization concept

Why Different User Interface for the SAP DVS?
Further UIs for SAP DVS ...
 Portal iViews
 KM (DMS Connector)
 WebDocuments
 Easy access to SAP-Documents
over the Web
mySAP PLM Easy Doc. Mgmt
 Easy access to SAP-Documents
in Windows-based Applications
Standard user interface
 Very efficiently with very complex
functionalities
 Training necessarily
 For occasional users rather not
suitable

Easy Document Management - Login
User-specific login on mySAP PLM System (SAP Document
Management) with Windows-Explorer

Index Structure
Public Folder*:
quickly access to information and data
of all project participants
My Documents*:
Personal documents and structures
Search Results:
Search Results list (temporary)
* Folder names can be labeled freely

Extended Menus
Additional Buttons in the Explorer Bar
Extended mouse context menus
(dependent on the object)

Working with Windows Explorer®
Easily (and used) working with the Windows Explorer® surface

Document Structures Management
 Personal folder structures (e.g. <my Documents>)
 Create, Change, Rename and Delete Folders
 Status net, Classification, Versions for folders ...

How does the personal folder structure in SAP look like?
 The folder structure is managed in the document structure
 Each folder is the top of a on-level document structure
Document Structures Management

Document Management – Original files
 Shift documents from Microsoft Explorer into the appropriated Folder of
the Easy Document Management Interface
 Cut, copy and paste documents

 Change the fields in document
information record
 Automatic check-in into the file

Add further originals over Windows-Browse-Function

Any desired quantity of originals is storable for each document
information record

Save from Office-Applications
Save files with ‘Save as’ from Windows-Programs: Word, Excel,
PowerPoint, …

Save from Outlook (message)

Save from Outlook (attachment)

Edit Original Files (Check Out)

Display Originals
SAP ECL Viewer or any Viewer usable

Object Linking
Object linking possible to all defined Business objects in SAP DVS
Display in the SAP surface (SAP GUI) Display in Easy Document Management

Status Management and Classification
Class system to the attribution
of SAP Objects
Status Management for the
Release

Enhancement with ERP 2005
Change status in context menu: Change status of many selected documents

Versions

Search Versions
Functions over the extended mouse context menu

Search Documents
Search by Meta Data

Search by Object Linking
Search Documents

Advanced Search for Classification Characteristics
Search Documents

Public Folder
Quickly Access to Information and Data of all Project Participants

Authorizations on Folders and Documents
Authorization on basis users,
user groups, roles or HR-Object
Gradated Authorizations
(from ‘none’ to ‘admin’)

Offline Functionality
Local Download of Indexes and Documents for offline Editing

Filter and Adjust the Desired Documents

The Downloaded Structure appears in offline-working

3. Schritt: Dialog nach
Strukturabgleich
ermöglicht eine
Entscheidung des
Umgangs z.B. mit
neuen oder geänderten
Originalen
New Originals can be copied in the folder, existing ones can be changed
or deleted

Dialogue after Registration at the SAP System: Simplified Interaction with
New and Changed Originals

Distribution of Information
Forwarding of Document Information via URL

Digital Signature
The digital signature assignment can be done directly from the Easy
Document Management

Adjustment of Layouts
Adjustment of the column
layout:
Meta data or classification
characteristics as column
label
Display variants can be
stored global or user-
specific
Display thumbnail view
(Size adjustable)

Display filter
The display of
documents can be
filtered by values and
rules
Filter variations can
be stored global or
user-specific

Customer Voice
"With Easy DM, we can use our existing SAP resources
to best advantage, whilst integrating new user groups
in our logistics processes. Aesculap uses Easy DMS to
manage all documents that are created during the
product development process worldwide. The tight
integration of Easy DMS in the Windows environment
achieves high user acceptance, without sacrificing the
advantages of SAP document management, of which
integration with other SAP objects is especially
important.“
─ Matthias Neubrand
Aesculap AG & Co. KG
Director Technical Applications

Analyst‘s voice
“ ….. Easy Document Management delivers benefits to
SAP customers by simplifying the handling of
documents in the SAP® Document Management System.
Its user interface is similar to MS Explorer, which makes
it easy for the occasional user and reduces the time and
effort required for the maintenance of documents within
SAP.
SAP Easy Document Management and the document
management capabilities of mySAP PLM can be used as
stand-alone or in conjunction with the complete mySAP
PLM offering. …”
Quelle November 2006
SAP’s Easy Document Management
CIMdata Commentary

SAP EASY DMS

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Editor's Notes