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    User Manual UM-DM.01: Document Management System V1.0

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    Vijay Kaushik
    The document provides an overview of a Document Management System (DMS) used to track and store electronic documents. It describes key advantages of a DMS including avoiding data redundancy, maintaining consistent data, and providing a common platform for users to view documents. It also outlines the DMS process flow, key terms and definitions, transaction codes used in SAP DMS, and steps to create, change, check, approve, and release documents.

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    User Manual UM-DM.01: Document Management System V1.0

    Uploaded by

    Vijay Kaushik
    230 views17 pages
    The document provides an overview of a Document Management System (DMS) used to track and store electronic documents. It describes key advantages of a DMS including avoiding data redundancy, maintaining consistent data, and providing a common platform for users to view documents. It also outlines the DMS process flow, key terms and definitions, transaction codes used in SAP DMS, and steps to create, change, check, approve, and release documents.

    Original Title

    Training_User_Manual_DMS_New

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    The document provides an overview of a Document Management System (DMS) used to track and store electronic documents. It describes key advantages of a DMS including avoiding data redundancy, maintaining consistent data, and providing a common platform for users to view documents. It also outlines the DMS process flow, key terms and definitions, transaction codes used in SAP DMS, and steps to create, change, check, approve, and release documents.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    230 views17 pages

    User Manual UM-DM.01: Document Management System V1.0

    Uploaded by

    Vijay Kaushik
    The document provides an overview of a Document Management System (DMS) used to track and store electronic documents. It describes key advantages of a DMS including avoiding data redundancy, maintaining consistent data, and providing a common platform for users to view documents. It also outlines the DMS process flow, key terms and definitions, transaction codes used in SAP DMS, and steps to create, change, check, approve, and release documents.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    of 17
    At a glance
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    The key takeaways are that a document management system is used to track, store, and manage electronic documents. It avoids data redundancy, maintains consistency, reduces access time and workload for finding documents, and provides a common platform for users to view documents.

    The purpose of a document management system is to track and store electronic documents and/or images of paper documents. It is useful for keeping track of different versions created by different users and serves as not just a library to store documents but also as a knowledge bank for users.

    The main advantages of using a document management system are that it avoids data redundancy, maintains consistency of data, reduces access time and workload for searching documents, provides a common platform for users to view documents, reduces storage space needs, allows for flexible indexing, and improves security.

    User Manual

    UM-DM.01: Document Management System


    V1.0

    DOCUMENT HISTORY
    DATE VERSION AUTHOR DESCRIPTION
    22/11/2017 1.0 Final
    TABLE OF CONTENTS
    1. OVERVIEW
    Document management system (DMS) is used to track and store electronic documents and/or images of paper
    documents. It is useful in keeping track of the different versions created by different users. It serves as not just a
    library to store documents but also as a knowledge bank for all users of the system.

    DMS in SAP is a useful module that provides relevant documents, when linked, to be viewed at each transaction
    level.

    Advantages of DMS

    1. Avoids data redundancy


    2. Maintains consistency of data
    3. Reduces access time and the workload involved in searching for a particular document
    4. Provides a common platform for all relevant users to view the document
    5. Reduced storage space
    6. Flexible indexing
    7. Improved security

    Quality Costing

    DMS

    MATERIAL FINANCE
    2. UNDERSTANDING DOCUMENT MANAGEMENT SYSTEM (DMS)

    2.1 DMS PROCESS FLOW

    DMS user will create the document in the system and link it to the appropriate object. Once done
    he/she will then intimate the relevant user with an email through the system. The relevant user will
    then be able to view the uploaded document at his/her transaction level.

    For example, the DMS user uploads a scanned “Flat Buyers Agreement” and links it to the relevant
    Project and Apartment number in the system. Once he/she sends the intimation to the users from the
    Sales team, they would be able to view the document at the Apartment level in their system.
    2.2 KEY TERMS AND THEIR DEFINITIONS
    Some key terms that are used in DMS are defined as follows:

    1. Document Type – this is a three character code. For ease of use, the document type for DMS in
    PULIL has been segregated per department. For example, all Architecture related documents are
    listed as A01, A02, A03 etc. Land related document are listed as L01, L02, L03 etc. Sales related
    documents are listed as S01, S02, S03 etc. and so on.

    2. Document Version – this defines the number of versions for each document. Once a new
    version of a document is uploaded against the same document number, the system flags the
    new version as “01” and the older version as “00”. The newer version is displayed in red color at
    the departmental user’s screen.

    3. Classifications – these are user defined characteristics of a document that serve as the basis of
    search parameters when searching for a saved document.

    4. Objects – objects are created for each department in SAP. These objects are used in DMS to link
    the document so a departmental user can view the document on the system uploaded by a DMS
    user. For e.g. a document “Vendor Quote” when uploaded in DMS, would be linked to the
    object “Vendor Master” so that a Material Procurement user can view the document at his/her
    level.
    2.3 TRANSACTION CODES

    In DMS module of SAP there are only 4 Transaction Codes that are used. These are as follows:

    1. CV01N – Create Document


    2. CV02N – Change Document
    3. CV04N – Display Document
    4. CV04N – Report
    5. ZDMS – Take Printout
    3. USING DOCUMENT MANAGEMENT SYSTEM (DMS)

    3.1 CREATE CHANGE REQUEST

    Step 1 – Enter the Transaction code – CC01 and hit ENTER


    To begin with, we start with change request through CC01, on the screen we enter profile
    as ZDOCR and then press enter.

    Now on the next screen enter the description type, valid from date and change number
    status to 1 which stands for active.
    Now on the services for object icon click and click create attachment and attach desired
    file.
    Now save your document.

    Step 2 - Now we will get our change number approved through concerned authority
    through CC02.
    Now on the CC02 screen, select the document status to 01, for approval, or the
    document can be marked for deletion if the document is not found suitable.
    The document now can be saved.

    We now move to CV01n i.e create document screen, here we enter our document type
    and press enter. In my case I have chosen document type SOP.
    In the next screen enter the description, change number that was generated and now
    attach the file that was attached during change request, through open original icon.

    The file attached is shown as per the screenshot, along with the document created
    status as CT.
    Now press enter and select the ZDRW option that appears in the window.

    Now the document 10000001750 along with version 00 and document has been created
    as per below screen shot.
    Now, as per the defined procedure the above created document has to be verified
    through the person who has requested for the creation of the document. We again go
    to CV02N . now as per the below screen shot enter the document in the initial screen,
    document status, click F4 on the document status and select CD and press enter and
    save the document.
    Save your document and now the document will go for its next approval stage for
    checking through same stage i.e CV02N.

    Now save the document and the document is checked by the checker.

    We now move for approval of the created document, through the same process i.e
    CV02N.
    Save the document and the document status changes to approved.

    Now comes the final status of the document to Release through the same process i.e
    CV02N.

    As soon as the document status is set to “Release”, no further changes are allowed in
    created document. The status of release can be again verified by first saving the
    document exiting out of the screen and again entering the same details.
    Now as per below screen shot we can say that with respect to the same change number
    and document number the version has changed to 01 along with an added document,
    with document status to CT i.e creator. Now the same process will be followed which
    was stated above.

    Now if the user feels that there any changes required in the released document the
    changes can be done again through CV01N, but the version changes from 00 to 01.

    Now as per the screen shot its clear that the system shows a message that a new
    version has been copied from document type SOP and document number 10000001750.

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