SAP DMS
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Transcript of SAP DMS
Learning Objectives
Document Management
Purpose
In recent years, the increasing complexity of products has led to increasingly complex development tools, such as computer-aided design (CAD) systems, and more advanced production processes, such as computer-aided manufacturing (CAM) systems. CAD and CAM tools have been used to optimize production times and quality.
As this process becomes more complex, the systems for managing the technical documents involved need to be more sophisticated. The many different procedures for describing products (such as design drawings, photographs, and texts) mean that there is a huge increase in digitally stored data.
Learning Objectives
The quality and availability of documentation is becoming increasingly important. The Document Management System (DMS) in the SAP System offers the following advantages:
If you link document management to computerized development and production systems, you avoid data redundancy, maintain consistency of data, and minimize the workload involved in entering and updating your data.
In order to use large databases to the full, you need to be able to exchange data quickly and securely. You can access your data directly using electronic search tools, or find documents using known parameters. You can also search for and display documents (original application files) via the Internet/intranet.
Learning Objectives
By reducing access time and the workload involved in routine tasks, you can lower your costs considerably.
You can use document distribution to distribute documents that are managed in the document management system (DMS) either manually or automatically according to company-specific processes. This ensures that the employees responsible or external partners can view or process up-to-the-minute information.
Stricter product liability laws mean that it is becoming increasingly important to archive documents during the life cycle of a product. The quality of a product includes the production process and the whole organizational environment, as well as the product itself. A company that wishes to be certified for quality management (ISO 9000 to 9006) can only meet strict quality requirements by using high-performance document management functions.
Learning Objectives
SAP Document Management meets all these complex requirements. In addition to managing documents, it also coordinates document processing. You can automate the entire life cycle of a document: from document creation to document storage, from access to update. Each document can be accessed immediately from any computer in the network.
Learning Objectives
Integration
The SAP Document Management comprises a range of functions for managing documents that may be stored both in your SAP System and external systems.
The following graphic shows objects that you can maintain documents for in the standard SAP System.
Overview of the SAP Content Server
Overview of the SAP DMS
Overview of the Knowledge Provider
Integration of the Content Server and DMS
Basic Customizing
Customer Case Study
Wrap up & Questions
Learning Objectives
As a result of this workshop, you will be able to:
Understanding of the SAP Content Server and how it fits into the SAP Architecture.
Basic DMS background, and how it can be used within the SAP system
Understanding of the Knowledge Provider (KPro) in SAP and DMS
How this systems can be integrated to handle your document imaging needs
Overview of the SAP Content Server
Overview of the SAP DMS
Overview of the Knowledge Provider
Integration of the Content Server and DMS
Basic Customizing
Customer Case Study
Wrap up & Questions
SAP Content Server – Typical Configuration
Server
SAP R/3
Archive Server OnBase, IXOS
IBM, FileNet, etc
Clients
Scanner
Scan Client
CAS Storage Centera
Jukebox
Retrieval of documents done from the SAP GUI
SAP Content Server – Typical Configuration
HTTP
SAP R/3
Retrieval of documents done from the SAP GUI using the ECL Viewer
SAP Content ServerFile system or data base
(No optical Media support)
No Scanner Interface for SAP Content Server
Third party document capture vendors like Kofax would have to be used.
HTTP
SAP Cache ServerHTTP
HTTP
SAP Content Server – What is It?
Software for storing structured data (ADK files) and unstructured documents in repositories.
Product of SAP Web Application Server
Administration from within SAP, CSADMIN, CCMS-RZ20, & OACO
Communication through the ArchiveLink HTTP protocol.
Multi-OS support including – Windows
– Various Unix systems (New as of 6.30)
Does not support optical Media no direct scanning interface
SAP Content Server – Background & Integration
Background
“The SAP Content Server is the server at the core of SAP’s document storage and management concept. It provides the technical infrastructure for all document-centric applications and business scenarios that do not require long-term document archiving”
SAP Integration points
SAP applications-SAP Business Workplace, ArchiveLink, SAP Document Management system (DMS), and SAP Knowledge Warehouse.
SAP Content Server – Features
Ability to create file system and database repositories.
Support for security certificates (secure key).
Ability to lock down the files on the content repositories.
Images can be displayed using the ECL viewer or desktop applications via Internet Explore.
Database is limited to 64 Terabytes, Then additional Database has to be installed.
SAP Content Server – Availability
Product of SAP AG.Current version is 7.1 is now available With all the features of 6.30 the new version now
supports additional UNIX platforms. License is included in mySAP license.Supports open source web-server (Apache) and
database (MaxDB) server platforms. Installed using graphical user interface of SAPInst
(requires Java Runtime Environment). Integration tested with leading applications running
on SAP NetWeaver.
*Please refer http://service.sap.com/pam for platform availability of the new version.
SAP Content Server – Administration
The Content Server can be administrated directly from the SAP system. Special tools have been developed for monitoring and administrating the SAP DB underlying the SAP Content Server.
Use transaction CSADMIN to go to the Content Server and Cache Server Administration screen.
SAP.ContentServer.com
SAP Content Server - Summary
Advantages of the SAP Content Server
The SAP Content Server provides a flexible and scalable architecture. You can enhance the capacity and performance of the SAP Content Server even further by using a number of servers and by decoupling the database server from the HTTP server.
The database is much better suited than a file system to the administration of large amounts of data. Internally at SAP, the SAP Content Server has been used for several release cycles to administrate all documentation and training content.
The SAP DB version is independent of the SAP release. SAP DB version 7.2 is included in the SAP release 4.6C package. This version of the SAP DB has a capacity of 64 terabytes (maximum). In the unlikely event of this space being used up, another database can be installed.
Easy-to-use and stable SAP DB administration tools are shipped with the SAP Content Server. These can be used to make automatic backups, for example.
SAP Content Server – Summary Continued
Knowledge Provider is a component of SAP Web Application Server and provides the general infrastructure for storing and administrating documents in the SAP Content Server.
Both the SAP database, which serves as a Content Server, and the Content Server itself are provided with every SAP system installation. This provides the required technical infrastructure for all document-oriented applications and business scenarios that do not require long-term archiving.
SAP Content Server is integrated via the HTTP interface, the actual storage medium used is transparent to the SAP applications.
The Content Server and the Cache Server are server components that interact with the Knowledge Provider.
Overview of the SAP Content Server
Overview of the SAP DMS
Overview of the Knowledge Provider
Integration of the Content Server and DMS
Basic Customizing
Customer Case Study
Wrap up & Questions
SAP DMS - Document Info Record (DIR)
DIR is a term used to describe the document Master Record. The DIR stores both the actual document and contains all the Meta data about the document.
Structure of the DIR contains Data that is descriptive in character Data with a control function such as the document status Original application file data Data that the system automatically copies
DIR consists of four 4 key fields Document number Document type Document part Document version
SAP DMS – Document Info Record Example
DMS Info Record-
Contains Information about the record such as Document status
SAP DMS – DIR Functions
DMS- DIR Document Info Record
Functions for the document info record Number assignment
Version management
Classification
Document hierarchy
Content versions for original application files
Find document (Also via Internet / Intranet)
Document distribution
SAP DMS – Internal Interfaces
Interfaces to internal systems
Link to other R/3 objects, such as:– Materials
– Equipment
– Customer
– WBS Element
– Batch
– Layout area
– Functional location
Engineering change management with integrated workflow
SAP Business Workflow
Document Structures
Internet application functions
SAP DMS – Internal Interfaces Example
To archive the DIR using CV_DVS all of the Object Links need to be removed and the DIR needs to be flagged for deletion.
SAP DMS – External Interfaces
Interfaces to external systems
Any workstation application CAD systems via SAP-CAD interface Archiving using R/3 ArchiveLink or Knowledge Provider
SAP DMS – Document Number
Documents Document Type Document part VersionDOC-01-AA DRW 0 1DOC-01-AA DRW 0 2DOC-02-AA DRW 0 1DOC-01-AA L01 0 1DOC-01-AA L01 0 2
The Document Number is the main part of the Document Key
Alphanumeric field up to 25 characters in Length
Supports both Internal and Mix Number Assignment
The following three special characters are not supported:"&", "*" and ",".
SAP DMS – Document Type
Document Type is used to categorize documents according to their distinguishing features
It’s a 3 Character field, such as DRW, L01 or DRM
Internal Document Types include EBR, D01, Q01, Q02 These Can not be changed, since they are used internally with in
SAP Applications.
Document Types Control Type of number assignment and number range Version increment Field selection Additional fields Status processing Storage using Knowledge Provider
SAP DMS – Document Part
The Document Part is used to further sub-divide the document
Common uses
To differentiate between different types of drawings- for example electrical and the mechanical drawing or a drawing in English vs a drawing in Spanish
It’s a three character alphanumeric field
These three special characters are not supported: "&", "*" and ",".
SAP DMS – Document Versions
Document versions are used to represent the different change or delivery statuses of a document.
The Document version is an alphanumeric field in which you can enter up to two characters.
The default value is ’00’ and is Assigned Automatically or Manually
Engineering change management can be integrated into the document management functions to give the document version a reference to time, or assign it an effective period. The version can also be linked to a particular change that may also affect other R/3 objects
Overview of the SAP Content Server
Overview of the SAP DMS
Overview of the Knowledge Provider
Integration of the Content Server and DMS
Basic Customizing
Customer Case Study
Wrap up & Questions
SAP Knowledge Provider – Overview (KPro)
SAP Knowledge Provider (KPro) is the central service in SAP Basis for administrating and storing any kind of documents and document-like objects.
As a document infrastructure, KPro rarely appears on the SAP system interface, with the exception of a small number of key administration and Customizing transactions.
Application-independence is a central characteristic of KPro. Because KPro is application-independent, it can provide a wide range of different, and in some cases optional, services that can be used by different R/3 applications.
The Knowledge Provider consists of 3 major parts:
DMS Document Management Service
CMS Content Management Service
IMS Index Management Service
Each part has special tasks and its own view
onto documents
SAP Knowledge Provider – Service Layers
Knowledge WarehouseKnowledge Warehouse DMSDMS BDSBDS OthersOthers
KPro Clients
DocumentManagement
Service
DocumentManagement
Service
ContentManagement
Service
ContentManagement
Service
IndexManagement
Service
IndexManagement
Service
Document Retrieval
Document Retrieval
KPro Services
ContentServer
ContentServer
CacheServerCacheServer
IndexServerIndexServer
WebServerWeb
Server
KPro Server Integration
SAP Knowledge Provider – Components
SAP Knowledge Provider – Service Layers
Provider has two layers: Document Management Service and Content Management Service
Document Management Service (DMS)
DMS is the KPro service that is the closest to the application level. The goal of the DMS is to provide an application programming interface (API) that allows the application to efficiently administrate documents without having to concern itself with the specific details of the physical repository. The DMS also provides what is known as a “document model”. The DMS
ensures that the rules set down in the document model are adhered to. The Document Modeling Service is part of the DMS, and allows the user to create application-specific document models.
It lies on top on the KPro Content Management Service.
SAP Knowledge Provider – Service Layers
Content Management Service (CMS)
The CMS layer handles the technical details of the repository and administration functions. These details include creating document versions, document retrieval, and administrating the server containing the repositories.
An Application can run directly on the CMS and leave out the DMS services altogether
SAP Knowledge Provider – General Information (KPro)
More general information....
The release level of the KPRO Components are not depending on the R/3 system release level e.g. 4.6D KPro Components will work with a 4.6b R/3 System since the
HTTP Interface is the same (HTTP 4.6 Protocol)
Note: The R/3 KPro service is available since 4.6b!
SAP Knowledge Provider – KPro verses ArchiveLink
ArchiveLink KPro
Is supported by all R/3 versions Is supported only by 4.6C and higher
With one DIR you can handle 2 originals
99 Additional files
KPro has no limitation!
Caching is not possible! Caching is possible!
Not possible Possibility to use a searching engine, e.g. T-Rex.
Fulltext search is done by CMS (Content Management Service).
Supported formats in the SAP-Standard: DOC, EXL, PPT, PDF, plain html, plain text
ArchiveLink is using the Link tables TOA0x Is not using Link tables TOA0X.
Can use RFC protocol or HTTP Protocol Only uses HTTP Protocol
Overview of the SAP Content Server
Overview of the SAP DMS
Overview of the Knowledge Provider
Integration of the Content Server and DMS
Basic Customizing
Customer Case Study
Wrap up & Questions
Integration of the SAP CS and DMS – Overview
SAP Knowledge Provider clients: SAP solutions and components
KPro web server
Document Management Service
Content Management Service
DMWB
Content serverCache serverIndex server
Arc
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De
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SAP Knowledge Provider services
SAP Knowledge Provider server integration
SAP Knowledge Provider Services and Clients
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Do
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Ma
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Bus
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Integration of the SAP CS and DMS – Overview
SAP Content Server & Third-Party RepositoriesSAP Content Server &
Third-Party Repositories
KPRODMSDMS
CMSCMS
HH
DMS(DVS)DMS(DVS)
CRM(BDN)CRM
(BDN)
BDSBDS
KPRO Model LayerKPRO Model Layer
DMWBDMWB
IMSIMS
Search-engineSearch-engine
RR
KW FrameworkKW Framework
KnowledgeWarehouseKnowledgeWarehouse
RRHH
Archive Link
Overview of the SAP Content Server
Overview of the SAP DMS
Overview of the Knowledge Provider
Integration of the Content Server and DMS
Basic Customizing
Customer Case Study
Wrap up & Questions
SAP Basic Customizing DMS – Linking DIR to R/3 Objects
Document type controls which SAP objects the DIR can be linked to
Maintenance of the Object link can be done from either the document or the Object
SAP Basic Customizing DMS – Define Server paths
This is where you define the temporary storage of file attachments.
SAP Basic Customizing Storage – Content Repository
OAC0- Creation of the SAP Content Repository
ArchiveLink 45
HTTP Content Server
2 repositories were created one with a Document Area of Archive Link and another with a document area of DMS.
SRM will use the Content Repository with the DMS document area.
SAP Basic Customizing Storage – Storage Categories
The storage category links the storage category with a content repository.
SRM will reference the storage category and from this configuration determine the storage location as a content repository.
SAP Basic Customizing Define workstation applications
This is where you define the specifics about the applications associated with the DMS document types. The applications are linked to the Data carrier type and provide the necessary configuration to allow DMS to launch the application to display the linked object.
Overview of the SAP Content Server
Overview of the SAP DMS
Overview of the Knowledge Provider
Integration of the Content Server and DMS
Basic Customizing
Customer Case Study
Wrap up & Questions
Halliburton Case Study
KBR division went live on R/3 Enterprise 4.7 Also implemented SRM
The Imaging Requirements KBR needed to bring attachments from SRM and link these attachments
to the purchase order created in R/3.
The process needed to bring the SRM attachments and create the DMS Info Record and archive the attachments with the DIR into a third party content repository.
KBR also wanted to store PO versions in the form of a PDF file to show the progression of changes to the PO.
PO linked to DMS Info Record
When you display the purchase order you can see the attachment to the DMS Info Record by clicking on the attachment button.
When you double click on the linked document it will display the DMS info record.
SRM Attachment linked to DMS Info Record
This shows a linked excel spreadsheet and its association with the purchase order line Item.
If you double click on the excel document it will display it from the archive.
Overview of the SAP Content Server
Overview of the SAP DMS
Overview of the Knowledge Provider
Integration of the Content Server and DMS
Basic Customizing
Customer Case Study
Wrap up & Questions
Summary
DMS can use either ArchiveLink or KPro to store documents on the Content Server or other third party content servers.
A single DMS record can be assigned to multiple SAP objects
DMS projects can be complex, since DMS is a whole module
Content Server is a viable solution in many cases.