Templates - Document ManagementIntroductionDocument Management System is a cross application component in SAP which interacts with all the modules and has integration with othercomponents.Document Management System has link with the master data like material master & BOM, which is again useful for the reporting purpose for thematerials, BOMs and documents respectively.Engineering Industries will have the Material & Bill of Material as integral part of their document input in case of drawings, where the designengineer works on the details of the materials, BOMs and includes them in the drawing.The design engineer works with master data and customer-dependent data. This data includes basic data that is relevant for production or workscheduling etc.

Document Management System FunctionsSecure storage for documentsCheck-in/check-out functionalityAbility to classify documents for searchingLinking of documents to other objects for visibility across the systemIntegration of Microsoft Office applications for updating documentsElaborate security profiles to protect access to documentsControlling of documents through change management processUse of versions and revisionsText searchAutomatic conversion of documents to neutral format for viewing and long term storageIntegration of your CAD system into SAP DMS for management of drawings and models

Document Management System BenefitsSecure storage of documentsEasy retrieval of documentsExcellent search capabilities to cut down on time searching for documentsA controlled environment for updates to documentsComplex security rules to control accessIncreased visibility of key documentsOne source and one set of rules for managing documentsReduced time and effort spent on document managementAbility to maintain document history to meet legal requirements

Maintaining Templates in Document Management SystemThis topic is about the functionality of maintaining & using Company specific or Department specific Templates in Document ManagementSystem.By having templates in place we can utilize the predefined documents instead creating right from scratch.Like other document types "Templates" are also maintained as Document type, for ex. Document type " "- Templates. TMP

It is necessary to maintain a number range for this Document type " ".TMP

In Settings, define Document type, if required define Network status, But in most cases it is not really required as these Templates areDC10maintained by a Central Team who is Authorize to create, modify & delete etc.

Once these settings are done using CV01N, create documents under document type category " " and attach individual attachmentsTMP(Company/Department specific Templates) in these documents. System will generate document numbers for these documents according thenumber range assigned for " " document type.TMP

Again in Settings i.e. Define Work station Application, Templates need to be defined for individual Work station application i.e. for Word,DC30

Excel etc. Define Work station Application, Define templates for original files,Define the following details:

" " - Document type for which Template is getting linkedDocument type" " - Workstation Application to which Template will be linkedApplication" " - EN EnglishLanguage" " - sequence of the Template for the respective document typeNo Note: Any number of Templates can be linked to a specific document type " " - Title for the TemplateDescription

Either the Attachment can upload as source file. For better control it can be defined as separate document type " "TMPNow the Document created under document type category TMP can be given as "Source Document".

DC10 & DC30 are the configuration settings required to maintain templates.

Using TemplatesWhen a document is in creation mode i.e. CV01N, for attaching original file

Select the icon "Create Original Tab"

A Tab will open for attaching the Original, if the Application can be defaulted in settings, if that respective document type uses only oneDC10work station application. Otherwise select the application from the drop down menu ex. "WRD " MS word

Again on the same screen, select Tab "create with Template". System will give the list of templates from which required template can beselected.

Double click on the required Template

Entries can be done in the Template and save the document.Templates are used for standardization and uniformity. By using templates time consumption for creation of documents will reduce as most of thedetails are maintained in the master template and the same can be utilize by using the template when creating documents.

Templates - Document Management