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How-To Guide - Setup and Configure Document Management

End to end SAP DMS Configuration

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chandan sharma
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423 views

How-To Guide - Setup and Configure Document Management

End to end SAP DMS Configuration

Uploaded by

chandan sharma
Copyright
© © All Rights Reserved
Available Formats
Download as PDF or read online on Scribd
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+ utopia ®,) How-To Guide: Document Management System (DMS) Setup and Configuration Applies to: MDG EAM Solutions by Utopia Summary This guide is used to Setup and Configure Document Management System (DMS) and for Document Info Record (DIR) number range configuration and replication of DIR, Author: Avin Pais Company: Utopia Global, Inc. Created On: September 11,2018 Version: 1.0 utopia’) How-To Guide: DMS Setup and Configuration Table of Contents Introduction........ 7 Prerequisites ‘Setup Document Management System... DMS Configuration for EAM 9.2... Create Content Repository. Maintain Category... Assign Content Repository to Category Define Document Types Define Object Links... Define Profile DMS Activation for Task List... DMS Replication for EAM 9.2 Number Ranges for Documents... Defining Number Ranges for Documents... Assigning Number Ranges to Document types.. Clear the Number Range Buffers Steps to Replicate Document Info Record for an Object.. ALE Setup. “4 Create Document info Record 1" Assigning Document Info Record to Equipment Replication of Document Info Records with Document Links 14 Enable URL using Generic Object Services 16 Prerequisites.. Brief Overview Configuration ‘Sample Implementation. Troubleshooting. 7 Utopia EAM Solutions: How-To Guide © 2018 Utopia Global, Inc. Page 2 of 17 How-To Guide: DMS Setup and Configuration wiopia’) Introduction This document describes how to Setup and Configure Document Management System (DMS) and for Document Info Record (DIR) number range configuration and replication of DIR for EAM 9.2. Prerequisites Document Management System (DMS) is installed Setup Document Management System Refer the attached SAP document for Configuration and Setup of Easy Document Management System. a 223_BB_ConfigGuid © EN_IN.doc Note: Contact BASIS team for performing activities in the above attached document. DMS Configuration for EAM 9.2 Use the following steps to configure DMS for EAM 9.2 Create Content Repository Maintain Category Assign Content Repository to Category Define Document Types Define Object Links Define Profile Utopia EAM Solutions: How-To Guide © 2018 Utopia Global, Inc. Page 3 of 17 utopia’) How-To Guide: DMS Setup and Configuration Create Content Repository Create content repository using t-code OACO. © Change Content Repositories: Detail os} ] Sespenee —_(GENTIPcotertsrnet weton ec. __[542)_ conten vein 4.8 WrPsnet tessa Pucmnter 6 ss.rocnsroe [—] UT Sox (Gnemsnacometsene Poy mth fay 5a ‘ounes8y HAI atone at_z2047 ceona2 las cng yea Maintain Category Maintain Category using code OACT. Assign Content Repository to Category Assign content repository to new category as shown in the following screen. Ste ees BSG Ceeigey —pescton ocument|carar Regestory Utopia EAM Solutions: How-To Guide © 2018 Utopia Global, Inc. Page 4 of 17 utopia’) How-To Guide: DMS Setup and Configuration Define Document Types Use the navigation to define Document types: Cross-Application Components > Document Management > Control Data > Define Document Types. Sie we ae Shen oe ome ° <8 @@@ BuEIONED AB OF a 2 2|e EI a) |o o aa | oc 2a |2- o @e@ le: wont Note: The configurations are available for Equipment, Functional Location, Measuring Point, Bill of Materials and Object Links except for Task List. Utopia EAM Solutions: How-To Guide © 2018 Utopia Global, Inc. Page 5 of 17 utopia’) How-To Guide: DMS Setup and Configuration Define Object Links Define Object Links as shown in the following screen: [& able view Ede Goto Selecuon utiues Sistem Heb ol «a eees ipHnhpn BF oe °F A newentres HG 23 D0 0\00\0\o5\00\0/5 Note: The above configuration is displayed by default and works for all Objects (i.e., Equipment, Functional Location, Measuring Point, Bill of Materials and Object Links) except for Task List. The relevant objects have the DMS create and attach functionality based on the following settings as detailed in the next steps. Define Profile The profile helps user to determine application and default storage category automatically to make sure that the document is stored in the secured predetermined storage space. Define Profile as shown in the following screen: Ee ven Got Goto Secon Utes Stem Hep of <8 eee aie Anan SH os & newerows DESO BL Note: The system displays the storage category based on the available role access. Select Profile Key and Set Determination of Definitions of System, Utopia EAM Solutions: How-To Guide © 2018 Utopia Global, Inc. Page 6 of 17 utopia) How-To Guide: DMS Setup and Configuration © be Vew Est Goto Seecton UURes Sytem Heb o «a eees nooo AA oF & (new eres) 1 £9 EE EB em sr 2 00 sz Ree ogo oso9 ogo og DMS Activation for Task List In addition to the above steps, the following configuration steps are required to accomplish documents attachments for Task List (e., General, Equipment and Functional Location Task Lists) at Header and Operation level Note: For complete reference of this activation, refer OSS Note: 1821916: IMG activity "Activate Functions for Enterprise Asset Management for further details. Use the following steps to activate DMS for Task List. 4. Navigate to Plant Maintenance and Customer Service > System Enhancements and Data Transfer > Activate Functions for Enterprise Asset Management and enable the “Active” ‘checkbox. TE Table vew Ede Goto Selecton tities System Heb oO *}«8ie@e@es anon ses 2. Navigate to Cross applications > Document Management > Control Data > Maintain Key Fields ‘and add the entries as displayed in the following table for Maintenance View for Screens to OMS Object Links. PMAFVC ws ‘AUFNR | ANR VORNR: LTXAt PMAUFK Ed ‘AUFNR | ANR KTEXT PMPLKO Tags PLNTY | PTY PLNAL PAL KTEXT PMPLPO TAOT PLNTY | PTY PLNKL LTXA Utopia EAM Solutions: How-To Guide © 2018 Utopia Global, Inc. Page 7 of 17 utopia) How-To Guide: DMS Setup and Configuration The following screen is displayed with the entries. __ Change View "Key Fields for Classifiable Objects": Overview oY Newentres ( 6 mH CR Table Transaction Code “Field Name Oo 3. Navigate to Cross applications > Document Management > Control Data> Maintain Key Fields ‘to maintain the key fields as highlighted in the following screen. New Entres 1 EB HB 4. Navigate Cross-Application Components > Document Management > Control Data > Define Document Types to define document types as highlighted in the following screen. D Newentres (OH SAP obect Object Desroten umber Auth. =) rect HRS so - ARE SRO 235 mNODID PPE TS, 00 PorDeR =m 2st Utopia EAM Solutions: How-To Guide © 2018 Utopia Global, Inc. Page 8 of 17 wiopia’) 5. For each Document Type that has been added, select the specific Document Type and add the corresponding configurations for the document types. A sample screen is displayed. DMS Replication for EAM 9.2 If you want to replicate document links into other target systems, you will need to distribute the documents and document links manually. There is no integration of ALE message types DOCMAS and DOLMAS into the Data Replication Framework. How-To Guide: DMS Setup and Configuration Number Ranges for Documents To replicate the documents and document links from M. cna, Her 5 Deltne CNet Mae ON 1 nents OOO GE o 3 emes found DG HUB to operational ECC systems, number ranges in operational ECC should be defined as external number range. Use the following steps for validating and updating the number ranges and assigning the number ranges to the document type. # Defining Number Ranges for Documents + Assigning Number Ranges to Document types + Clear the Number Range Buffers Defining Number Ranges for Documents IMG Path: Utopia EAM Solutions: How-To Guide © 2018 Utopia Global, Inc. Page 9 of 17 How-To Guide: DMS Setup and Configuration Cross-Application Components > Document Management > Control Data > Define Number Ranges. for Document Numbers or, Can be accessed directly using t-code SNRO with Number Range Object DOKUMENT Number ranges should be checked in MDG HUB and operational ECC systems. To use the number range as internal in MDG HUB and external in operational ECC, you can use any of the following methods: With existing internal: In Operational ECC, if an existing internal number need to be changed to external number, first set the NR status to ‘0’ and then set the flag for external number. You then need to adjust the extemal range to the intemal range of the source system. ‘Additional internal ranges are optional Set internal number range to current NR status and have external number range start from next number: Set the “to number’ to the current status. The external number range may start from next number. If there are multiple number ranges, you may also need multiple external number ranges to avoid overlap. With new interval: Create @ new interval in both systems. Make the new interval as Internal in, HUB and external in Operational ECC. Assign the newly created interval to the document type using the below Section Assigning number ranges to document types. In operational ECC combine all internal number ranges in one external Interval. Add intemal if required for local creation. Assigning Number Ranges to Document types IMG Path Cross-Application Components > Document Management > Control Data > Define Document Types Double-Ciick on the document type. For example: DRW. Document Type [Da Atrbutes, Fld Selection Doc. Type Desc. _[Engn/Des. Orawng Class Data o Use Kero Hierarchy Indicator 0 [status change Document status 0 IRev. Lev. Assgmt Document Desc. @.Verson Assomt User (Archieng Authoreation ‘Authoraaton Group jiChange Docs Labjoffce oospay Object inks Change Number (Cluse 0s Padage CAD Indicator OH Relevant. 0 ‘Superior Document 0 Number Assgmt ia WS Application 1 O WS Applicaton 2 o OM Relevance 0 Utopia EAM Solutions: How-To Guide © 2018 Utopia Global, Inc. Page 10 of 17 utopia’) How-To Guide: DMS Setup and Configuration Clear the Number Range Buffers To clear the number range buffers in the target system, you can use the report NK_REORGANIZE. Steps to Replicate Document Info Record for an Object Note: Equipment Master is taken as a sample object. Use the following steps to replicate document info record for Equipment Master: + ALESstup + Create Document info Record + Assigning Document info Record to Equipment * Replication of Document Info Records with Document Links ALE Setup Use the following steps for ALE Setup: 4. Create distribution model using t-code BD64. 2. Add the following message types: © /UGI3/EQUIPMENT_DATA = DOLMAS * DOCMAS 3. Distribute the model to the target systems using menu navigation as: Edit > Model View > Distribute 4, Generate the Partner Profiles using the menu navigation as: Environment > Generate Partner Profiles Create Document Info Record Use the following steps to create Document Info Record: 1. Run tcode CVO3N. 2. Enter the required inputs: © Document Type (Mandatory) © Document Part © Document Version © Document Number Utopia EAM Solutions: How-To Guide © 2018 Utopia Global, Inc. Page 11 of 17 How-To Guide: DMS Setup and Configuration rn utopia > ) Assigning Document Info Record to Equipment Use the following steps to assign document Info record to Equipment: 4. Launch NWBC. Launch NetWeaver Business Client 2. Select the menu role /UGV_MDG_EAM_MENU. ‘The Home screen is displayed as in the following: Utopia EAM Solutions: How-To Guide © 2018 Utopia Global, Inc. Page 12 of 17 () How-To Guide: DMS Setup and Configuration i utopia = cz 1 Gneman rnepae > aeerermament | pec ac Fv eet 5 3. Goto Equipment Search application and click on “New” button to create a new Change Request. 4, Enter the mandatory fields like Equipment description and Category. 1 Seeresntte ome mec | roo I 5. Goto “Document Assignment” assignment block and add the document by clicking on “Assign Existing Document” button. Provide the document that is created earlier. Utopia EAM Solutions: How-To Guide © 2018 Utopia Global, Inc. Page 13 of 17 How-To Guide: OMS Setup and Configuration e ) utopia) aE 6. Process the CR and Approve it. ‘The Equipments created with DIR. Equpment ‘20112017 catego iM) Machines Descrtion Electrical Motor 5 Status AVLB 0001 DUM a Vad From 11/22/2017 Vakd To 12/31/9953) Geren | Loaton | ofaeaten | sweue (BENG ssesandos..) < > Linked Documents current Version © Al versions Ty. Document. Pt Vs _Descroten a Dew 23 00 00 ‘External Document Number <> &) ‘The Equipment is replicated to target system through an IDoc. seca ts | sor rene oraton a oe (pene a Scpem as Pon od Replication of Document Info Records with Document Links Use the following steps to replicate Document Info records with Document Links: 1. Run t-code BDAS in the source system to replicate the Document. 2. Enter the DIR details to be replicated along with the Logical System to which DIR needs to be replicated Utopia EAM Solutions: How-To Guide © 2018 Utopia Global, Inc. Page 14 of 17 Cc ‘Configuration utopia ®, ) How-To Guide: DMS Setup ai Send Documents Directly @ Document B er] Docuraee Te ‘me Document Document veron rere Dette Lock cme Legeal sytem (ssn). nt ce Sener coup Nat Documents per cess 2 3. Click F8 to replicate the DIR. [1 ‘h master Docs set up for message type DOCMAS & Document is replicated along with the link 4. Login to the target system and verify the details using t-code CVO3N. So DESH EK & sun Decent FS Ee la) vem fl @ Dowson Fog Docovent tute @ CAD nator Harahy Doane oe | Deaton KNIT o1y ee zupnert es, znizm ecatneroe How-To Guide Utopia EAM Solutions: Page 18 of 17 © 2018 Utopia Global, Inc. wiopia’) How-To Guide: DMS Setup and Configuration Enable URL using Generic Object Services The following topics are discussed in this section: © Prerequisites © Brief Overview © Configuration * Sample Implementation © Troubleshooting Prerequisites 1. Key Mapping for the object must be configured. For more information refer document on Key Mapping. 2. Generic Object Services (GOS) must be enabled at the user level or at the system level. Brief Overview Any URL created under GOS is visible from the MDG unger the "Attachment List” section. The "Attachment List” section is hidden if URLs are not present in ECC, the ‘isin tenipmer- 10901080) Cegrey-M rer sateen Sit Or @ ov > CongeionConoHP Ace oraon EE | Configuration The following configuration is required to enable URL replication across system. Using the t-code ‘SGOS, maintain the configuration as in the following for the service “VIEW_ATTA" to view multiple URLs of the source system at the target system, Sample implementation for the generic service is provided at the “Sample Implementation” section. Utopia EAM Solutions: How-To Guide © 2018 Utopia Global, Inc. Page 16 of 17 utopia’) lnc lenient Doneniert bietetenancs of Ceres Coted Seve & new etes DBO D GE ame of sence faea ara) How-To Guide: DMS Setup and Configuration ‘Chass f.Gen.Service (7061/CL_EUMPLE_GOS_SRV_ATTA_| eon. Cicontrt Clecommt required Sample Implementation The sample implementation /UGVCL_EXAMPLE_GOS_SRV_ATTA can be used as reference. URLs created in ECC system are not replicated in target system, but the URLs are picked up from the source system. To enable the URL to be picked from the source system the above configuration must be maintained at the target system. The sample implementation class UGIICL_EXAMPLE_GOS_SRV_ATTA” must be modified in such a way that it points to the source system. ‘The RFC of the source system must be maintained in the variable GV_RFC as displayed in the following screen. SOPRA BA7BE BOTT Guemeammmn Aleem ccmwnn Tess Troubleshooting Ifthe URL are not displayed at the target system, then use the following steps: 4. Check if the GOS related configuration is maintained. 2. Check if the RFC destination of the source system is maintained correctly as explained in the section on Sample Implementation. 3. Check the Key Mapping is maintained correctly. Utopia EAM Solutions: How-To Guide © 2018 Utopia Global, Inc. Page 17 of 17

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