Easy DMS 7.0 - SAP Insider

© SAP 2009 / 1

A Guide to SAP Easy Document Management

SAP AG

© SAP 2009 / 3

Solution Map 2008

Product Management

Product Data Management

SAP PLM Foundation

ProductCompliance

Project and Resource

Management

DocumentManagement

ProductCosting

ProductIntelligence

Product Development

and Collaboration

Tool and Workgroup Integration

Product Master and Structure Management

Specificationand Recipe

Management

Service and Maintenance Structure

Management

ConfigurationManagement

Visualization and Publications

QualityManagement

Manufacturing Collaboration

SupplierCollaboration

Engineering, R&DCollaboration

Service and Maintenance Collaboration

ChangeManagement

Product Portfolio Management

RequirementsManagement

Product Strategyand Planning

InnovationManagement

Market Launch Management

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1. Why SAP Easy Document Management?2. Functionalities of SAP Easy Document Management3. What’s new in SAP Easy Document Management 7.0? 4. Wrap-up

Agenda

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Business Challenge

Easy application

Save on data storage without redundancies

Seamless integration in SAP ERP system without additional interfaces

High performance despite high volumes of data

Simplify teamwork and internal collaboration

Allow easy linkage to other business objects

Mature authorization concept

Manage all kinds of data, including email files

…

Enterprise-wide document management has to fulfill multiple requirements:

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Value Proposition

General characteristics of the solution

Reduces time to market, because document management takes less time

Makes communication channels more efficient

Eliminates redundant data within the company

Ensures secure document storage; documents are stored in a database

Unique selling proposition

Enterprise-wide integrated document management

Reliable data storage

Support of group work and internal collaboration

Management of all types of documents

Save documents directly from applications

Solution is integrated in Microsoft Explorer

No additional interface necessary for SAP ERP

Guenter Huber

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Value for Your Company

Benefits for your companySimplified SAP ERP document management

Fast and direct access to information

Minimized effort of data maintenance

Simplified teamwork and internal collaboration

Easy to use

Low training expenditure, particularly suited for occasional users

High user acceptance

Technical benefits

Secure and central data storage for all business documents

Easy installation

Support of distributed storage locations

Support of customer-specific enhancements with standard SAP ERP procedures

Usage of standard SAP ERP Customizing

Usage of standard SAP ERP authorization concepts

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Agenda

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General Information

How can you get SAP Easy Document Management?

Sales Channel — Standard SAP ERP CustomersSAP Service Marketplace — SAP Business Suite Customers

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SAP Install New, Improved Way to Install SAP Easy Document Management

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Log-On

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Basic Functions

Manage document structures and documents

Check in documents withdrag and drop, or cut and paste

Comprehensive document search

Personal folder structure

Public folder structure

Check in and check out documents directly from Microsoft Office applications with Save As and Open

Check out documents and start the appropriate application

Move and copy documents

Links to documents and folders

Delete documents

Versioning of documents

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Basic Functions — Representation of Document Information

Manage document properties

Attach multiple document files

Document properties window shows all document-relevant information in one view

Add additional data fields using SAP ERP classification

Object Links

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Basic Structure of Folders

Private Folders

Public Root Folder

Search Result

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Create Documents

Drag and drop

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Save Files Directly from an Application

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Create Versions

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Find Documents — Search

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Find Documents — Where Used/Versions

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Save Emails (Messages)

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Object Links

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Easy, Direct Access to SAP ERP

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Easy, Direct Access to SAP PLM 7.0 UI

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Work in Offline Mode with Automatic Upload

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Send File in Email — As URL or File Itself

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Working with Filters

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Change Layout

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SAP PLM 7.0 Integration with SAP Easy Document Management 7.0 — Customizing Required

SAP PLM 7.0 Integration includes:

Making Document types as SAP PLM/Non-SAP PLM Document Enabling Object Links for SAP PLM Document Types

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SAP PLM 7.0 Integration with SAP Easy Document Management 7.0

Creating SAP PLM Document type: Select Document type from the drop downFill in the Meta DataAttach originals At the time of saving, fill in Owning Context (new authorization concept — applicable only if SAP PLM 7.0 is implemented)

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Track Changes to Access Control Lists (ACLs)

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Registry Entries Controlled Centrally

Registry entries to be controlled centrally:

Local machine Local users

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Agenda

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Enhancements in SAP Easy Document Management 7.0

SAP Easy Document

Management 7.0

Latest MS Applications

All Versions in Offline Mode

ACL Improvements

Registry Keys Centrally

ControlledMinimal

Integration with SAP PLM Core Functionality

Architectural Changes on File Monitor

Vista x32 / x64 bit

Support for SAP Standard

Install

Object Link Search

This document is a preliminary version and not subject to your license agreement or any other agreement with SAP. This document contains only intended strategies, developments, and functionalities of the SAP product and is not intended to be binding upon SAP to any particular course of business, product

strategy, and/or development. Please note that this document is subject to change and may be changed by SAP at any time without notice. © SAP 2009 / 34

Enhancements in SAP Easy Document Management 7.0 (cont.)

Latest MS ApplicationsSAP Easy Document Management 7.0 intends to support most of the latest Windows platform and various Microsoft applications like Microsoft Office 2007

Vista x32 / x64 bit As most of our customers are migrating to Vista, this release plans for Vista support for both x32 bit machines and x64 bit machines

Architectural Changes on File MonitorWe intend to stabilize the file monitor for better stability in the product by some of the architecture and by adding a new feature in the file monitor when there are uncommitted files

Object Link SearchTaking into consideration the input we got from various customers, we intend to increase the scope for the search help available for object links

Registry Keys Centrally ControlledSAP Easy Document Management intends to manage registry keys centrally, which will take a lot of maintenance from the end users, and administrators can decide how to set the entries for all the users, depending on companies policies


strategy, and/or development. Please note that this document is subject to change and may be changed by SAP at any time without notice.

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SAP PLM 7.0 IntegrationThis release also intends to integrate the product with the new SAP PLM solution which will enable customers to use SAP Easy Document Management within the new SAP PLM environment. Documents created by SAP Easy Document Management will respect the new authorization concept which is inherited in SAP PLM 7.0.

SAP Standard InstallThe intention for this release is also to support standard installation from one location to all the workstations, which will help the administrators to upgrade the existing SAP Easy Document Management in simplified and less time consuming ways. Now SAP Easy Document Management will be installed just like an SAPGUI installation.

All Versions in Offline ModeAs the synchronization functionality is very important in the current releases, we intend to enable users to use all versions with the same file name of the Document Info Record (DIR) in offline mode and not restrict to user-specific.

ACL ImprovementsAs traceability is one of the strengths for SAP, we also intend to capture all the changes to ACLs. Currently, with any changes done on ACLs, it is not possible to capture who has done what type of changes, but from SAP Easy Document Management 7.0, you will be able to see the changes done on the ACLs.

Enhancements in SAP Easy Document Management 7.0 (cont.)


strategy, and/or development. Please note that this document is subject to change and may be changed by SAP at any time without notice. © SAP 2009 / 36


Agenda

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Minimum Requirements to Run SAP Easy Document Management 7.0Which SAP Support packages will be supported for SAP Easy Document Management 7.0?

SAP Easy Document Management 7.0 will be supported on SAP ERP 2004 and SAP ERP 2005 (all support packages). Tool might run on lower releases, but will not be supported by SAP.

Will all the functionalities work on all the SAP Support packages? There are some new functionalities which will work with enhancement package 4 for SAP ERP 2005 onwards only.

Nevertheless, all the existing functionalities which are available in SAP Easy Document Management 6.0 will be available for SAP Easy Document Management 7.0. In addition to SAP Install and centrally controlled registry keys, all versions with same file name in offline mode and a few more object links searches will be available with the SAP Easy Document Management 7.0 release.

Which are the new functionalities which will not be available for customers using releases lower than enhancement package 4 for SAP ERP 2005? SAP PLM 7.0 Integration Tracking of ACL changes

What are the minimum Microsoft Software requirements to run SAP Easy Document Management 7.0?Microsoft Windows 2000 SP3 Microsoft Windows XP (x32 Bit) SP1 or higherMicrosoft Windows Vista Standard, Ultimate and Business Editions (x32 Bit)Microsoft Windows Vista (x64 bit) (Future Service Packs of SAP Easy Document Management 7.0) Microsoft Office 2000 (with a few restrictions)Microsoft Office 2003 and Microsoft Office 2007

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Frequently Asked Questions

Who do I contact if I have any questions?For business questions, please contact SAP Solution Management.

When can we get SAP Easy Document Management 7.0?SAP Easy Document Management 7.0 was released at an earlier time for Ramp-Up Customers. However, we will still release the service packs for SAP Easy Document Management 6.0. Non-Ramp-Up customers can get SAP Easy Document Management 7.0 in May 2009.

How do I get hold of the software?SAP R/3 customers can order the software CD from the SAP Service Marketplace. SAP Business Suite customers can download the software from the SAP Service Marketplace. Support Packages are also available for all customers from the SAP Service Marketplace.

How do I get the tool to run?The software has to be installed locally on the PCs. A SAPGUI installation is not necessary. Customizing needs to be done in both in SAP R/3 and in SAP Easy Document Management. For details please refer to the Installation Guide available in the software delivery.

What are the plans for the future?SAP plans to enhance functionalities step-by-step according to customer demand.

Can certain functions in version 7.0 be adjusted individually?Yes; SAP wants to enable customers to adjust certain functions exactly to their needs. Certain functions have now been enhanced to meet these requirements, such as: Registry entries, URL link, export, copy folder structure, limit document types, and set default values of characteristics.

Current pricing information is available from local SAP Sales

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Resources

For more information on topics discussed in this lesson, see the following references:External Wiki:

Access for Partners and CustomersSAP Developer Networkwww.sdn.sap.com/irj/sdn/wiki

BPX communitySAP PLM Business Process Expert community www.sdn.sap.com/irj/bpx/plm

MiscSapphire 2008: www.sap.com/community/showdetail.epx?itemID=11600Press release: www.sap.com/about/press/press.epx?pressid=8104 Help.sap.com SAP ERP SAP ERP Enhancement Packages SAP Enhancement Package 4 for SAP ERP 6.0

Partner Portal Access for Partners onlyhttp://partner.sap.com/plm

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7 Key Points to Take Home

Value proposition and business challenges for SAP Easy Document Management

Advantages of SAP Easy Document Management for your company

General features of this product

New features of this product

Integration with SAP PLM 7.0 Web UI

How SAP Install helps SAP Easy Document Management for reducing the time of implementation and go-live at the customer end

Why users find SAP Easy Document Management easy to use as compared to standard SAP GUI from SAP R/3

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Thank you!

@sap.com

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