The SAP Document Management System – a key part of the standard SAP system contained in all installations of SAP (from 3.0 onwards). It contains all essential DMS requirements, for example:
- • Versions and revisions
- • Access Control through the SAP authorisation engine and
SAP HR Org structure - • Flexible status networks, to mimic business processes and approval
processes and the management of the document’s lifecycle - • Standard SAP Classification functionality for effective document classification
- • Object linking to SAP objects to endure integration with all business processes
- • Workflow and Business Process Automation
- • Access to and viewing of most document formats, Redlining, annotating,
watermarking etc of documents in SAP - • Secure storage via HTTP Content servers and KPro technology
- • And more...
SAP Document Management
To work efficiently in all kinds of business processes, such as project management, R&D, production, and service, a comprehensive document management system is a necessity. In many companies thousands of documents are created each day, and even more often documents are searched for and used by data consumers. The enormous number of people involved and the high volume of document creation and search processes indicate that the value potential for the basic parts of document management alone cannot be overestimated.
When it comes to more complex creation and approval processes for documents, first of all a flexible status network for business documents is needed not just to indicate the current status of the life cycle, but also to enable status-based access control. In addition, version control and the integration of document management with engineering change management (ECM) are essential to support secure change processes under formal control. Finally, status-based workflows can speed up processes significantly.
Integration is key – this includes the tight integration between business documents and other business objects, such as materials, equipments, projects, customers, and production orders. Only a direct link allows the people who are involved in any kind of document-based business process to directly find and access the relevant documents without leaving their usual environment. This ensures high-quality processes and saves a lot of time looking for the valid version of the right documents time that was often wasted in the past.
If people use documents frequently, they want to be notified as soon as changes to the document occurs or a new version of the document is available. This requires comprehensive document distribution capabilities. Event-triggered notifications are sent electronically to all internal and external users who are registered on the distribution list, which often replaces time-consuming, paper-based distribution processes.
| © Engineering Informatics • Disclaimer • NokusaEI Press Office |  |