Product Assistance for SAP Integration of SAP Easy

User Guide | PUBLICDocument Version: 1.0 – 2020-12-01

Product Assistance for SAP Integration of SAP Easy Document Management System for S/4HANA

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1 SAP Easy Document Management (CA-DMS-EUI). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2 Starting SAP Easy Document Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

3 SAP Destinations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

4 Centrally Controlled Registry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

5 Preferences in SAP Easy Document Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

6 Authorizations in SAP Easy Document Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306.1 Authorization Holder Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316.2 Defining User Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .316.3 Defining Authorizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326.4 Inheritance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 366.5 Precedence. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

7 Changing Layouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

8 Defining Display Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41

9 Integrated Viewer Using SAP GUI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

10 Integration with SAP Product Lifecycle Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

11 Work with Documents and Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4711.1 Automatic Check-In of Changed Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4911.2 Check-In of All Checked-Out Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4911.3 Create Documents and Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5011.4 Delete Documents and Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5111.5 Displaying Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5211.6 Distribute Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5311.7 Drag-and-Drop. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5411.8 Exchange of Values in File Properties and SAP Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5611.9 Export Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5711.10 Find Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5811.11 Find Master Data Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5911.12 Preview As Thumbnails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6111.13 Processing Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6211.14 Processing with SAP GUI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6311.15 Processing with SAP PLM Web UI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

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11.16 SAP Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6411.17 Simultaneous Check-In of Multiple Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6611.18 Status Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6711.19 Synchronization of Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Offline Editing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69Examples of Synchronization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71Conflicts in Synchronization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Solutions to Synchronization Conflicts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Product Assistance for SAP Integration of SAP Easy Document Management System for S/4HANAContent PUBLIC 3

1 SAP Easy Document Management (CA-DMS-EUI)

Use

You use this component to manage and coordinate documents throughout the lifecycle of a product. You can create public and private folders, which are documents in their own right, organize them in hierarchical structures, and save your files in these folders.

SAP Easy Document Management allows you to automate the complete lifecycle of a document from creation to checkin. You can use its extensive features without having detailed knowledge of document management as enabled by SAP GUI. Its benefits include the following:

● Quick and safe data exchangeYou can use the search to find and access documents directly that meet the search parameters.

● Lower costs by reducing access time and the amount of work required for routine activities● Ensures employees or external partners receive up-to-date document data for reference or editing

With document distribution, you can distribute documents manually or automatically depending on the processes you use in your company.

Integration

SAP Easy Document Management is integrated with the following:

● SAP Product Lifecycle Management (SAP PLM)You can create, edit, and delete documents in the SAP PLM Web User Interface (PLM Web UI) using SAP Easy Document Management. It also supports the SAP PLM Web UI authorization concept.

● Microsoft operating systems, such as Windows 7 or Windows Vista and office applications, such as Microsoft Office 2007.

● Document management enabled by SAP GUI● Integration with CAD desktop

Linking document management with computer-aided development and production systems prevents redundant data retention and inconsistencies, and reduces the effort required for entering data and keeping it up-to-date.

Features

In SAP Easy Document Management, you can do the following:

● Manage private and public documents and folders○ Create, copy, delete, and move files

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SAP Easy Document Management (CA-DMS-EUI)

○ Create a new version of a document○ Use drag and drop to create, copy, or move files○ Manage document metadata including long description and status○ Create and manage authorizations○ Archive documents throughout the lifecycle of a product○ Enable automatic exchange of properties from Microsoft Office applications to SAP classification data

in both directions (see SAP Note 1444113)● Check in, save, and check out documents directly in a Microsoft Office application and edit them

● Edit and view documents in offline mode, and synchronize them with document management in the back-end system once you are online.

● Create and edit documents in the SAP PLM Web UI and SAP GUI● Send documents as an e-mail attachment or a link (URL)● Find documents and create a search results list.● Edit classification data (see )● Create object links (see ) and search for object links (see SAP Note 1171060)● Define a display layout (see ) and display filter (see ) for documents● Access new items from the Business Workbench

This allows you to view a business workflow notification list in the SAP GUI. If there are new notifications, a dialog box appears asking you to jump to the inbox when you log on to SAP Easy Document Management. If you want to skip the notifications, you can ignore the dialog box and continue working in the system (see SAP Note 1393846).

● Search inside a selected folder structure.This allows you to search for a file in the selected folder and all of its subfolders.

● Access SAP Easy Document Management in a Windows Terminal Server (WTS) environmentYou can access the application remotely over a secure Internet connection and continue working on your files (see SAP Note 1439220).

NoteAll of the above features are available in the WTS environment with the exception of working offline and synchronization.

● Access the documentation for SAP Easy Document Management by choosing .

Every change you make in SAP Easy Document Management is simultaneously reflected in document management in the back-end system. The back-end system also controls the checkin of the original application files. Files that you delete in SAP Easy Document Management are also deleted in the back-end system.

For information about the installation of SAP Easy Document Management 7.1, see SAP Service Marketplace at http://service.sap.com/instguides SAP Business Suite Applications SAP PLM SAP Easy Document Management 7.1 Master, Implementation, and Operation Guide for SAP Easy Document Management 7.1

Product Assistance for SAP Integration of SAP Easy Document Management System for S/4HANASAP Easy Document Management (CA-DMS-EUI) PUBLIC 5

http://help.sap.com/disclaimer?site=http%3A%2F%2Fservice.sap.com%2Finstguides

2 Starting SAP Easy Document Management

Use

When you start using SAP Easy Document Management for the first time, there are certain activities you must perform. This document explains these activities and introduces you to the main features of the SAP Easy Document Management user interface.

Activities

● You start SAP Easy Document Management in any of the following ways:

○ Double-click on your desktop.○ In Microsoft Windows Explorer, choose the folder SAP Easy Document Management under Desktop.○ Choose Save As in a Microsoft Office application, and navigate on your desktop to SAP Easy Document

Management.

NoteYou can also start SAP Easy Document Management in the ways described above in a Windows Terminal Service (WTS) environment. This allows you to access the application remotely over a secure Internet connection and continue working on your files. All features, with the exception of working offline and synchronization, are available in the WTS environment. For more information, see SAP Note 1439220.

Starting SAP Easy Document Management displays the logon screen, where you can enter the following connection parameters:

● SAP System with Client○ All systems stored in the SAP GUI logon are also stored in the Available Systems dropdown list.

○ You can configure new systems by choosing beside Available System. In the dialog box, you can add, edit, or delete systems.For more information, see .

● User and password○ If you do not want to enter your password each time you log on, select the Save Password checkbox.

The system saves the encoded password in the registry.

RecommendationWe recommend that you do not save passwords for security reasons.

○ If you want to change your password, select the Change Password checkbox and enter the new password twice in the Change Password dialog box.

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Starting SAP Easy Document Management

● Logon languageDetermines the language of the SAP Easy Document Management user interface

● Automatic logon○ This checkbox hides the connection dialog box the next time you log on. You can interrupt the

automatic logon with SHIFT + CTRL.

○ You can deactivate automatic logon under by choosing System to deselect the Logon to SAP Automatically checkbox.

● TracesThis is used for advanced trouble-shooting and debugging of the system. For more information, see SAP Service Marketplace at http://service.sap.com/instguides SAP Business Suite Applications SAP PLM SAP Easy Document Management 7.1 Master, Implementation, and Operation Guide for SAP Easy Document Management 7.1

● Work OfflineIf you have loaded data for editing offline, you can access it by choosing Work Offline. The system displays the offline folder (see ).

When you log on to SAP Easy Document Management for the first time, the system prompts you to do the following:

● Create a public folder with the document number EDIPUBLICROOTFOLDER

NoteWhile creating the public folder, SAP Easy Document Management gives you a list of the document types that have been maintained in Customizing. You can choose a document type, which is then used for all further folders you create. The settings can be changed at a later stage in the metadata management screen.

● Create a private folder with the document number <User name>.

NoteCreation of the public and private folders is dependent on the Customizing settings you make for your organization. You can decide to create the folders immediately or during the next logon.

Toolbar

The layout of the Microsoft Windows Explorer toolbar is dependent on the operating system you use to log on to SAP Easy Document Management.

Microsoft Windows XP

The following icons are inserted in the toolbar:

Icon Action

Allows you to log on and log off when you are in SAP Easy Document Management. You can also log off using the context menu of a folder.

Product Assistance for SAP Integration of SAP Easy Document Management System for S/4HANAStarting SAP Easy Document Management PUBLIC 7


Icon Action

Allows you to specify general settings for file handling in the system.

Allows you to create a new folder.

Allows you to create a new document.

Allows you to create a new version of a document.

Allows you to define the file properties.

Allows you to search for folders or documents.

Allows you to delete documents and folders.

Allows you to edit the selected file.

Allows you to view a file.

Allows you to check in the selected file.

Allows you to check in all checked-out files in a single step.

Allows you to print the original file.

Allows you to set up the layout of columns for displaying documents.

Allows you to set specific filter options or conditions to define display filters.

Allows you to access the documentation for SAP Easy Document Management.

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Starting SAP Easy Document Management

Microsoft Windows 7 and Microsoft Windows Vista

All of the above functions are available in Microsoft Windows Vista and Microsoft Windows 7. They are displayed in the toolbar as follows:

Operating System Text Pushbutton Icon and Text Pushbutton Menu (groups related functions)

Windows 7 Log On/Log Off

Edit File

Check In

SAP Properties

Search

Not applicable Create

Operations

Organize

Windows Vista Not applicable Create

Operations

Organize

Product Assistance for SAP Integration of SAP Easy Document Management System for S/4HANAStarting SAP Easy Document Management PUBLIC 9

3 SAP Destinations

Use

All systems that are stored in the SAP GUI logon are also stored in SAP Easy Document Management. You can add, edit, or delete these systems and define their connection parameters.

Activities

When you open SAP Easy Document Management to log on, you see a list of available systems. You can choose

to do the following:

● Choose New to add a system to the list.● Select a system in the list and choose Delete.● Select a system in the list and choose Edit.● Choose New and select a connection parameter from the list.

The following connection parameters are available:

Parameter ID Description

SAPLOGON_ID String defined for SAPLOGON on 32-bit Windows

ASHOST Host name of a specific application server (; No load balancing)

GWHOST Host name of the

GWSERV Service of the

SYSNR system number (; No load balancing)

MSHOST Host name of the message server (if using load balancing)

MSSERV Service of the message server (if using load balancing)

R3NAME Name of the system (if using load balancing)

GROUP Name of the group of application servers (if using load balancing)

DEST Destination name in saprfc.ini, if using saprfc.ini

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SAP Destinations


USE_SAPGUI Use SAPGUI, 0/1/2: start without/with/invisible SAP GUI (Default: 0). For more information, see SAP Note 1393924.

CODEPAGE This is useful if the SAP GUI starts with a codepage that is different from 1100. The default is 1100 or set in the SAP_CODEPAGE environment variable.

SNC_MODE Working with SNC, 0/1: without/with SNC (Default: 0)

SNC_QOP SNC Quality of service (Default: 8) The following options are available:

● Value 1With this protection level, the system verifies the identity of the communication partners. This is the minimum protection level offered by SNC. No actual data protection is provided.

● Value 2With this protection level, the system detects any changes or manipulation of the data which may have occurred between the two end points of a communication. Integrity protection also includes authentication.

● Value 3With this protection level, the system encrypts the messages being transferred to make eavesdropping useless. Privacy protection also includes integrity protection of the data. This is the maximum level of protection provided by SNC.

● Value 8This is default protection

● Value 9This is maximum protection

SNC_MYNAME Own SNC name if you do not want to use the default SNC name

SNC_PARTNERNAME SNC name of the partner or SNC name of the message server (load balancing)

SNC_LIB Full path and name of the SNC library

GRT_DATA SAProuter connect string while using SAP GUI

● H/<router string>The whole router string for SAP GUI

● /P/<password>If the password for the SAP GUI connection is not the same as the logon password

Product Assistance for SAP Integration of SAP Easy Document Management System for S/4HANASAP Destinations PUBLIC 11


PCS Partner’s character size

Value 1 is Non-Unicode

Value 2 is Unicode

COMM_CP Communication Codepage for Unicode conversions. This option is only active in the unicode version of the RFC library.

ICCE Ignore Character Conversion Errors,0/1: Do not ignore/Ignore

Default value is 1 or defined by environment variable RFC_IGNORE_CONV_ERROR. If this flag is 1, the conversion error does not result in a connection termination. Instead, it replaces the character, which could not be converted with CFIT defined token.

CFIT Conversion Fault Indicator Token

This flag determines a substitute symbol for the received unicode characters, which could not be converted by the RFC library.

WAN_CONN RFC using Wide Area Network, 0 = LAN, 1 = WAN (Default: 0).

0=LAN, 1=WAN. If set enables better compression of large tables. Value can be defined with environment variable RFC_WAN_THRESHOLD

TOUPPER Do not convert user and password to upper case while sending to the Application Server: 0/1 (Default: 1).

There are also the following alternative logon possibilities:


ALIAS_USER An alias user name can be used instead of a user or together with a username. If both username and ALIAS_USER are used, they must match.

MYSAPSSO SAP Cookie Version 1 is used instead of user and password for logon to backend.

MYSAPSSO2 SAP Cookie Version 2 is used instead of password for logon to backend. In this case, user name is optional.

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SAP Destinations


X509CERT An X.509 certificate is used instead of password to logon to system. In this case, user name is optional.

EXTIDDATA Contains valid external user's ID of an external authentication system. User name is optional. External ID needs to to be defined in the SAP system.

EXTIDTYPE Defines the external identity. Valid only with EXTIDDATA.

Product Assistance for SAP Integration of SAP Easy Document Management System for S/4HANASAP Destinations PUBLIC 13

4 Centrally Controlled Registry

Use

SAP Easy Document Management provides a set of registry values that can be maintained to control the behavior of the application. These values can be set by the administrator at the time of installation to define behavior for all instances of SAP Easy Document Management, that is, functionality can be controlled centrally. Values can also be controlled by the user.

All registry values are stored in hives, depending on the value assigned to them. SAP Easy Document Management uses the following registry hives:

● Hive Key Current User (HKCU)The user has access to the hive and can make changes.

● Hive Key Local Machine (HKLM)This hive is controlled by the administrator.

Features

Centrally Controlled Registry Values

The following entries are centrally controlled. However, the administrator can choose to give control to users by setting the <entry name>_AllowUser value to one. These values are outlined in the following table:

Registry Value Type Default Value Value 1 Value 0 Others

AllowSavePassword

DWORD 1 System saves your logon password

System does not save your logon password

Not applicable

CheckBeforeLogoff

DWORD 0 A dialog box displaying all checked-out files appears during logoff from SAP Easy Document Management

A dialog box does not appear

Not applicable

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Centrally Controlled Registry


CheckFrontEnd DWORD 0 SAP Easy Document Management checks the back-end customization and uses the appropriate front-end type to open an original.

No check is performed and SAP Easy Document Management opens the default Microsoft Windows application.

Not applicable

DateSearchPick DWORD 1 This registry value activates the date picker for date fields in the Find Documents dialog box on the Classification tab page.

This registry value deactivates the date picker.

Not applicable

DeleteLocalFile DWORD 0 SAP Easy Document Management deletes local copies of files every 10 seconds. Note that this registry setting only works if the Lifetime (in Minutes) of Copies in File Buffer field in the Preferences dialog box contains a value that is not zero.

Standard deletion settings in SAP Easy Document Management apply

Not applicable

Product Assistance for SAP Integration of SAP Easy Document Management System for S/4HANACentrally Controlled Registry PUBLIC 15


DisableAutoCheckin

DWORD 0 SAP Easy Document Management does not automatically checkin files when you close them.

SAP Easy Document Management automatically checks in files when you close them.

NoteSAP Easy Document Management checks in files only when they are unlocked, that is, they are not simultaneously in use by another application. Certain applications, for example, Notepad and Microsoft Paint do not keep a lock on files. The auto checkin feature behaves differently with different applications.

Not applicable

DisableThumbnails

DWORD 0 Thumbnails are not created.

Creates thumbnails on the SAP Easy Document Management user interface.

Not applicable

FolderAlwaysWithFolderIcon

DWORD 0 If the document info record (DIR) contains an original file, the system displays folders with the folder icon.

The file icon is displayed.

Not applicable

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MaintainSuperiorDocument

DWORD 0 The system displays the details of superior documents on the Technical Details tab page in the SAP Properties dialog box.

The system hides the details of superior documents on the Technical Details tab page in the SAP Properties dialog box.

Not applicable

MoveToRecycleBin DWORD 1 All deleted files are moved to the Recycle Bin.

Files are deleted permanently.

Not applicable

PropExchangeActive

DWORD 0 Exchange of file properties and characteristic value assignments is enabled (see SAP Note 1444113).

Exchange of file properties and characteristic value assignments is disabled (see SAP Note 1444113).

Not applicable

ShowSynchErrMsg

DWORD 0 Error messages generated during synchronization are displayed.

Error messages are not displayed.

Not applicable

SortDocTypeDescription

DWORD 0 This registry value changes the layout in the Find Documents dialog box in the Document Type dropdown list and in the SAP Properties dialog box. The list is sorted by the abbreviation of the document type.

The list is sorted by the short text.

Not applicable



StopPropExchangeToR3

DWORD 0 Updating the document data from file properties is stopped. Only updating of the file properties from document data is allowed.

Allows document data to be updated from the file properties

Centrally Controlled Registry Values (Only from HKLM Registry Values)

The following entries are centrally controlled. The administrator cannot give control to users by setting the <entry name>_AllowUser value to one. These values are outlined in the following table:


DisableRFCTimeOut

DWORD 0 The Minutes Before RFC Connection Will be Terminated Automatically field is enabled.

The Minutes Before RFC Connection Will be Terminated Automatically field is disabled.

Not applicable

DisableLifeTime DWORD 0 The Lifetime (in Minutes) of Copies in the File Buffer field is disabled.

The Lifetime (in Minutes) of Copies in the File Buffer field is enabled.

Not applicable

DisableContextMenuItems

REG_SZ Not applicable Not applicable Not applicable SAP Easy Document Management provides a context menu with multiple options. You can hide one or more of these options as required. For information about the values to be set, see SAP Note 983648.

DisableWorkDir DWORD 0 The Working Directory field is disabled.

The Working Directory field is enabled under

.

Not applicable

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HelpFilePath REG_SZ Not applicable Not applicable Not applicable SAP Easy Document Management uses this registry value to open the help documentation. Enter the path of the document in this registry value. If no value is entered, the help documentation opens from the installation folder.

DisableSysDestination

DWORD 0 To disable the SAP Destinations pushbutton on the logon dialog box

To enable the SAP Destinations pushbutton on the logon dialog box

Not applicable

CacheOriginalExtns

REG_SZ Not applicable Not applicable Not applicable Caching of originals based on file extensions is maintained in this registry entry. If set to “*” No originals are cached. If set to empty (Default) all originals are cached. For example, if CacheOriginalExtns is maintained as “pdf;tif”, then the originals that have extensions “pdf” or “tif” are not cached.

DisableChangeOffline

DWORD 0 You cannot change files in offline mode.

You can change files in offline mode.

Not applicable

HKCU Registry Values


The following entries can be controlled by the user:


AutoInheritedAuth DWORD 0 Apart from receiving Admin rights, your document inherits the authorizations of the parent folder.

Authorizations are not automatically inherited.

Not applicable

CreateDocsWithManyOriginals

DWORD 0 While transferring multiple files (using drag and drop or copy and paste), the system creates one document with multiple originals.

While transferring multiple files (using drag and drop or copy and paste), the system creates a separate document for each original.

Value 2: While transferring multiple files (using drag and drop or copy and paste), the system asks you what you want to do.

CreateDocsWithoutDlg

DWORD 1 While transferring multiple files (using drag and drop or copy and paste), the system creates DIRs without opening a dialog window. If creation thereafter is unsuccessful, a dialog box appears.

While transferring multiple files (using drag and drop or copy and paste), the system opens a dialog box to create DIRs.

Value 2: While transferring multiple files (using drag and drop or copy and paste), the system asks you what you want to do.

DisableCharacterHierarchy

DWORD 1 The performance of the system during navigation between document types during creation improves.

CautionThe characteristic values for multilevel and multivalue hierarchies are not displayed.

Not applicable Not applicable

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Doc.Create.Dokar REG_SZ Not applicable Not applicable Not applicable This value is automatically set by the system for any DIR that is created. You can set this prior to document creation, so that this document type is chosen by default the next time a document is created.

FileBuffer.LifeTime DWORD 10 Not applicable Not applicable This value is automatically set by the system if the Lifetime (in Minutes) of Copies in the File Buffer field is set in the

dialog.

Folder.Create.Dokar

REG_SZ Not applicable Not applicable Not applicable This value is automatically set by the system for any folder that is created in SAP Easy Document Management. You can set this prior to document creation, so that this document type is chosen by default the next time a document is created.



NoLoad KEY Not applicable Not applicable Not applicable You can enter program names that should not load SAP Easy Document Management when opened as String values (REG_SZ) for the following registry key. The name is the program file name in this case (thus for example, “winword.exe” for Microsoft Word), the value remains empty.

RFC.Timeout DWORD 0 Not applicable Not applicable This value is automatically set by the system if the Minutes Before RFC Connection Will be Terminated Automatically field is maintained in

.

ShellView.DblClickAction

REG_SZ View Not applicable Not applicable This value is automatically set by the system if the Action on Double-Click in the Explorer List View field is maintained

in .

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TempFileNameMasks

REG_SZ Not applicable Not applicable Not applicable You use this registry value to define the file types that SAP Easy Document Management should treat as “temporary” (see SAP Note 790434).

Workdirectory REG_SZ Not applicable Not applicable Not applicable This value is automatically set by the system with the settings made in the Working Directory field in

.

Ask.UndoCheckout

DWORD 0 Confirmation window appears when you choose Exit Edit Mode in the context menu.

Confirmation window does not appear.

Not applicable

DisableSyncOnLogin

DWORD 0 Automatic synchronization of offline folders at logon are disabled.

Automatic synchronization of offline folders at logon is enabled.

Not applicable

PlainSearch DWORD 0 Search behaves in a similar way as in CV04N transaction, that is no authorization check is performed during search.

The search behavior remains unchanged. This increases the search performance.

Not applicable



DisableMultiSelect DWORD 0 User can select only first column in SAP Easy Document Management.

User can select the whole line in SAP Easy Document Management (existing behavior). This new entry improves drag and drop, copy and paste, and folder browsing in SAP Easy Document Management.

Not applicable

UniqueUserGroup DWORD 0 While creating user group, check is performed to see if any user group already exists in the backend or not. If same user group exists, then new user group cannot be created.

There are no checks and multiple user groups with same name can be created.

Not applicable

UploadWithNoCallBack

DWORD 0 The upload of documents into the content server is done without using the sapftp.dll and saphttp.dll, which are present in the installation folder. Instead, the upload is done through sapftp.exe and saphttp.exe, similar to SAP GUI.

The upload of documents into the content server is done without using the sapftp.dll and saphttp.dll, which are present in the installation folder.

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Doc.ChangeAllowedOffline

DWORD 1 Not applicable Not applicable This value is automatically set by the system if the user selects the Allow Changes in Offline Mode checkbox under

.

For more information, see SAP Note 1367514.

Activities

To change the behavior of SAP Easy Document Management to suit your requirements, you must make certain registry settings.

● To create a new value in HKCU, proceed as follows:

○ Choose C:\ WINDOWS regedit.exe or run regedit.exe from the Start menu.

○ Navigate to My Computer HKEY_CURRENT_USER Software SAP EasyDms General .

○ In the menu bar, choose Edit New . Choose the registry value that you want to create.○ Enter the name of the registry value and press Enter. The registry value is created.

○ Select the registry value and choose Edit Modify . Enter the Value Data.● To change the value data of a registry value in HKCU or HKLM, proceed as follows:

○ Select the entry you wish to change.

○ In the menu bar, choose Edit Modify .○ If the existing value is a DWORD value, the Edit DWORD Value dialog box appears. Enter the value

data. Select the Decimal radio button and choose OK.○ If the existing value is a string, the Edit String dialog box appears. Enter the value data and choose

OK.

The administrator can make certain changes to the allocation of registry values. This allows you to change the behavior of SAP Easy Document Management using registry entries.

To grant authorizations to users, the administrator proceeds as follows:

● Choose C:\ WINDOWS regedit.exe or run regedit.exe from the Start menu.

● Navigate to My Computer HKEY_LOCAL_MACHINE Software SAP EasyDms General .

● In the menu bar, choose Edit New . Choose the registry value that you want to create.● Enter the name of the registry entry as follows: <entry name>_AllowUser.

● In the menu bar, choose Edit Modify .● Enter 1 in the Value Data field.● The registry value can now be maintained by the user.


NoteYou must log off and log on again to SAP Easy Document Management for the changes in the registry to take effect.

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5 Preferences in SAP Easy Document Management

Use

You can define your preferences for basic data and system data in SAP Easy Document Management. This allows you to define settings such as, how you want the system to handle files and default values.

Features

You use to set up preferences for the following data:

Basic Data

Local storage location Specify your working directory here

General file handling ● Allow Changes in Offline ModeIf you select this checkbox, you can change the original file offline. This checks in the file automatically.

● Omit File Name and NumberIf you select this checkbox, filerelated properties are not displayed during navigation. This enables faster navigation. You must also select the Show Only One Line for Each Document checkbox under Change Layout.

● Disable Full Row Selection in Explorer List ViewIf you select this checkbox, items only from the first column of the explorer list view are highlighted.

● Action on Double-Click in the Explorer List ViewDouble-clicking a file allows you to display, edit, or allows you to choose whether you want to display or edit.

● Lifetime (in minutes) of Copies in the File BufferThis is the minimum time a file resides in the working directory.

Timeout for RFC connection Time after which time-out occurs

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Version information Product version:

● Major Release● Service Pack Release● Patch Release

File version:

● Major Release● Service Pack Release● Patch Release

For example, 7.1.1.0

7.1 (major release) .1 (support pack level).0 (patch number)

System Data

Default storage location You define the default storage category as follows:

● For Knowledge Provider (KPro) documents, in the Using the Knowledge Provider (Content Server) field

● For non-KPro documents, in the Not Using the Knowledge Provider (FTP Vault) field

Default values ● Authorization group● Laboratory

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Preferences in SAP Easy Document Management

Reset settings ● Delete local files

You can delete local files. Choose SAP Easy Doc

Mgmt Preferences . Choose the tab page for the relevant system and choose Delete Local Files. The buffer is cleared and your local files are deleted.

● RFC cacheThe RFC temporary storage (RFC cache) is an area of the SAP registry that contains the data related to function signatures for all RFC enabled functions used by SAP Easy Document Management.You must reset the RFC cache if a function is activated or deactivated, or if there is a change in function signature in Document Management System (CA-DMS).

● Root foldersOffline root folders that are flagged in the registry are cleared

● WS ApplicationThe previously stored workstation applications (WS applications) are cleared and the system displays the Select Workstation Application dialog box when checking in the file.

● Log On to SAP AutomaticallyThis checkbox hides the connection dialog box the next time you log on. You can interrupt the automatic logon with SHIFT + CTRL.

● Save passwordThe password is saved. You do not need to enter it the next time you log on.

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6 Authorizations in SAP Easy Document Management

Use

In SAP Easy Document Management, you can define object-related authorizations (access control lists (ACLs)) for documents and folders. The authorization holder types include users, user groups, and roles.

You use ACLs to manage all permitted and non permitted activities for an object of a specific group. The system manages the hierarchy of the different activities (ACLs). SAP Easy Document Management also checks for authorization objects in document management in the back-end system. For more information, see SAP Help Portal at http://help.sap.com SAP ERP SAP ERP Central Component SAP ERP Enhancement Packages ERP Central Component Enhancement Package 4 SAP ERP Central Component LogisticsProduct Lifecycle Management (PLM) Document Management Authorization Objects for Documents

Prerequisites

● The base application must be 6.20 or higher.● The authorization concept only applies to documents and not to other master data objects in SAP Product

Lifecycle Management (SAP PLM).● The authorizations created in SAP Easy Document Management are also valid for document management

in the back-end system.● As of SAP 4.7, it is possible to implement ACLs and, as of SAP 2005, all ACLs are automatically available in

SAP Easy Document Management and the back-end system. For more information, see SAP Note 798504.● To use ACLs, the document must have initial administrator authorization. When a document is created or

versioned, the user who creates the document does not receive administrator authorization by default. The registry value AutoInheritedAuth must be set to 1 to receive administrator authorization by default. The user cannot delete his or her own administrator authorizations. For more information about registry values, see .

● As of SAP 6.0 Enhancement Package 4, you can track changes made to an ACL. To display the changes made to an ACL, you must activate the Display Changes to ACL business function in the back-end system..For more information about this business function, see SAP Help Portal at http://help.sap.com SAP ERP SAP ERP Central Component SAP ERP Enhancement Packages ERP Central Component Enhancement Package 4 Business Functions (SAP Enhancement Package 4 for SAP ERP 6.0) Business Functions in SAP ERP Enterprise Business Functions Logistics Product Lifecycle Management

● Once the Display Changes to ACL business function is activated, you must select the Change Docs checkbox for your document type in Customizing for Document Management System (CA-DMS) under

Control Data Define Document Types .

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Authorizations in SAP Easy Document Management

http://help.sap.com/disclaimer?site=http%3A%2F%2Fhelp.sap.com


6.1 Authorization Holder Types

You use the following authorization holder types when assigning authorizations in SAP Easy Document Management:

● UserYou select one or more users and assign them the required authorizations.

● User groupYou select one or more user groups. A user group can consist of multiple users and/or user groups. All users in a user group are given the same authorizations for a particular object. User groups can have different authorizations. For more information, see .

● RoleYou select one or more roles and assign them the required authorizations. As a result, each user to which the selected role has been assigned has the corresponding authorizations.

NoteThe system always uses the more comprehensive authorizations. If a user has read authorization but write authorization is assigned to the user's role, the user automatically has write authorization for the object.

● HR ObjectYou select one ore more HR Objects and assign them the require authorizations.

6.2 Defining User Groups

Use

You group multiple users together to form a user group. You can assign different authorizations to all users who manage a user group.

Features

You can define user groups using the following features:

● Create

○ Choose Authorizations

○ Choose to add users to the group.

○ Select User Group under Authorization Holder Type and choose .○ Choose New and enter a name and description for the user group.

Product Assistance for SAP Integration of SAP Easy Document Management System for S/4HANAAuthorizations in SAP Easy Document Management PUBLIC 31

CautionTake upper- and lowercase into account when you create user groups.

● EditChoose Edit to add the users you require and specify an authorization for each.You add the users under User Group Authorizations and they are displayed under Members of User Group. User groups have their own access control lists (ACLs) in which you can specify the users who can change or see the user group.

● Delete

You can delete user groups that you no longer require by choosing .● Reload Groups

You use the Reload Groups function to update the list of available user groups.● Find

You can search for user groups in SAP Easy Document Management by choosing in the Authorizations tab page.

NoteTo make a user group public, you must enter the users or user groups in the authorization view with any of the following authorizations:

● ReadDisplay authorization only

● WriteUser can change the members of a user group

● AdministratorAuthorization to maintain a user group (the creator of a user group automatically has administrator authorization)

The DMS_USRGRP authorization object is necessary for a user to create or delete a user group (see SAP Note 1309435).

6.3 Defining Authorizations

Use

Object-related authorizations (access control lists (ACLs)) allow assignment of authorizations to carry out certain activities in folders and documents.

These authorizations are inherited top-down (see ) and can be overridden at lower levels.

CautionYou use the authorization object ACO_SUPER to give certain users, such as system administrators, authorization to override the ACLs.

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NoteLinked documents do not inherit the authorizations of the folder to which they are linked. These documents only inherit ACLs that result from their original use, that is, from the folder in which the documents are actually located and not from a folder by means of a link.

Features

You can assign the following authorizations to users, user groups, and roles:

● Administrator● Delete folder● Delete document● Change● Delete subfolder● Create document and subfolder● Read metadata● Read originals● No authorizations

These authorizations are described in detail in the following table:

Authorization/Activity Object Description

Admin Document, folder Allows you to display, change, rename, copy, and delete documents, folders, and linked files. When objects are created, the object owner also defines whether other users are to receive authorizations for these objects.

DeleteFol Folder Allows you to delete an entire folder and therefore an entire document structure. The folder must be completely emptied before deletion.

Delete Document Allows you to delete a document. This authorization does not allow you to delete folders.

WriteFile Document, folder Allows you to create, delete, and change originals, and to change the metadata. The document itself cannot be deleted.


Authorization/Activity Object Description

Write Document, folder Allows you to change metadata of documents and folders. The authorization does not allow you to check in, edit, or delete an original.

DelChild Folder Allows you to delete documents from a document structure. This authorization refers to the superior folder below which you want to delete subfolders or documents. You must create a separate authorization for deleting the subfolders and documents.

CreateDoc Folder Allows you to control the creation of documents with originals and subfolders. The authorization is linked to the superior folder below which you want to create subfolders and documents.

ReadFile Document, folder Allows you to display metadata and originals. The original can be exported, but cannot be changed or deleted.

Read Document, folder Allows you to display metadata and the document structure. Changes are not possible.

NoAuth Document, folder No authorizations are assigned. NoAuth cancels all other authorizations. The folders or documents are not visible to the user and the user has no authorization for the affected object. Inherited authorizations are overridden by NoAuth.

The authorizations apply to the following actions:

● Create● Copy● Move● Change● Delete● Send documents

For more information, see .

Check for Access Control Lists (ACLs)

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When processing documents and folders in SAP Easy Document Management, the system checks the authorizations related to these objects as follows:

● The system checks whether an ACL exists in the document.● If no ACL has been defined in the document, the system checks the superior folder.● If no ACL has been defined there, the system checks the folder above that folder.● The system continues checking until it finds an ACL.● If no ACL is found, the user does not have authorization.● The more comprehensive authorization for a single layer applies as follows:

User —> User Group —> Role —> HR Object● Authorizations assigned to a superior folder are inherited by all subfolders at all levels

For more information, see .

Activities

Use Object-Related Authorizations

To use object-related authorizations (ACLs) in SAP Easy Document Management, you do the following steps:

● Create a PFCG role or use an existing roleThe PFCG role ensures access to document management in the back-end system. The system first checks the PFCG roles of a user. If the user has authorization for document management, the system carries out the check for ACLs as outlined above.

● Assign a user to the role● Create document info records (DIRs) in the backend● In SAP Easy Document Management you define the administrator authorizations for a folder or document

under on the Authorizations tab page using Create Admin Authorization pushbutton. These authorizations allow the user to edit documents and folders and assign authorizations to other users, user groups, and roles.

NoteYou use the registry entry AutoInheritedAuth to control whether a user automatically receives administrator authorization when he or she creates a DIR or whether this authorization must be explicitly assigned to the user in SAP Easy Document Management using Create Admin Authorization. For more information about registry entries, see .

● You define authorizations for other users, user groups, roles, and HR objects in SAP Easy Document

Management under on the Authorizations tab page for a folder or document, by choosing (Add).

You can also undo these authorizations by choosing (Delete).● If you selected the authorization holder type User Group, you can define new user groups or change or

delete existing ones under Authorization Holder in the .


Note‘ACO_SUPER’ is the only PFCG object for working with ACLs in SAP Easy Document Management.

PFCG roles (objects) and ACLs are independent of each other. If both PFCG objects and ACLs are maintained, the system takes both of them into account, but PFCG roles are given preference.

Display Changes to an ACL

To display changes made to an ACL for documents, proceed as follows:

● Select a document in SAP Easy Document Management and choose Display with SAP GUI from its context menu.

● The document opens in display mode in SAP GUI. Choose Environment Display Changes .

NoteTo activate the Display Changes option in the backend, you must select the Change Docs checkbox for your document type in Customizing for Document Management System (CA-DMS) under Control Data Define Document Types .

6.4 Inheritance

Use

During the authorization check for an object, the system determines whether a user has specific authorizations for the object.

If no authorization is defined for the user of the object, the system follows the authorization path along the object hierarchy up to the top node. If no authorizations are found here, the user has no authorization of any kind for the selected object.

When you define authorizations (see ) for an object, the system gives the relevant folder an access control list (ACL). This ACL applies to all subfolders. If a new ACL is created for one of these subfolders, it applies to all subfolders from this node onwards.

The implementation of local administrator authorizations for the owner of a folder or document means that when you create a new folder or document, this also creates a new ACL for the object. This ACL contains at least administrator authorizations for the owner.

NoteChanges to the authorizations can only be made to objects for which the user has administrator authorization.

Authorizations from superior objects are inherited by subordinate objects down to the point at which they are overridden by a new, local authorization for the user. Authorizations for the user are inherited in the same way.

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Features

Authorizations are inherited top-down and can be overridden at lower levels. For linked documents, the ACLs of the original documents or their superior folder apply. You can assign a separate ACL to a linked document. The system then uses this ACL. However, if a linked document has its own ACL, the system does not ignore the ACL of the superior folder.

The system always uses the most comprehensive authorizations. The authorizations assigned to a superior folder are inherited by all subfolders at all levels.

NoAuth cancels all other authorizations and overrides inherited authorizations.

Note

You can display or hide the list of inherited authorizations assigned to a folder. Under Authorizationsselect or deselect the Read InheritedAuthorizations checkbox as appropriate.

RecommendationTo avoid performance problems, we recommend that you store only small number of documents and objects in one folder at each hierarchy level. If you have many documents in one folder, define direct ACLs for this folder and do not allow them to be inherited. If you have a large document structure with inheritance through the whole structure, performance may be slow when displaying the folders with many documents and objects at lower levels of the structure.

6.5 Precedence

The following table explains the order of authorizations:

Admin DeleteFol

Delete WriteFile Write DelChild CreateDoc

ReadFile Read NoAuth

User 1 2 3 4 5 6 7 8 9 10

User Group

11 12 13 14 15 16 17 18 19 20

Role 21 22 23 24 25 26 27 28 29 30

HR Object

31 32 33 34 35 36 37 38 39 40

Inherited from parent level

Same sequence: User –> Group –> Role –> HR Object

41... 42... 43... 44... ... ... ... ... ... ... ... ... ... ... ... 77... 78... 79... 80


Admin DeleteFol

Delete WriteFile Write DelChild CreateDoc

ReadFile Read NoAuth

Inherited from next level

81... 82... 83... 84... ... ... ... ... ... ... ... ... ... ... ... 117... 118... 119... 120

...

Inherited from top level

Direct allocation of authorizations at the same level always overrides inherited authorizations, for example, user is stronger than user (inherited):

User –> User Group –> Role –> HR Object –>…

Admin –> DeleteFol –> Delete –> WriteFile –> Write –> DelChild –> CreateDoc –> ReadFile –> Read –> NoAuth

1. Precedence of user over user groupIf the user is attached to a document with an access control list (ACL), the ACL overrides the ACL of the same user in the user group.If the same user is in two user groups and the user groups have different ACLs, the highest level is taken into account.

Example

2. Precedence regarding inheritanceIf the ACL of the user is inherited, the ACL of the user in the user group overrides the inherited ACL.

Example

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7 Changing Layouts

Use

You can set up the layout of columns for displaying documents in SAP Easy Document Management according to your requirements, by using display variants.

Features

The system shows all the available columns, such as Description, User, Status, Document Key, Characteristics, File Name, and Check-In Date. You can add the columns you require to your display variant from a set of available columns. You can add characteristics to the set of available columns.

In the Display Options, you can define the following:

● Whether you want to display one or more lines per documentIf a document has more than one file, and the Show Only One Line for Each Document checkbox was selected, the system shows the number of files linked to the document instead of the file name.

● Whether you want to display files as thumbnailsIf you want to display files as thumbnails, select the Display Thumbnails checkbox. You can also define the size of the images displayed. For more information, see ).

Under Manage Display Variants, you can define the following:

● A variant name and a description for newly created display variants● Whether a display variant is available locally or globally

NoteDisplay variants are stored in the database, and no longer in the local registry. Local display variants are only available on the computer where you defined them. Global display variants are available to all users.

Activities

To change a layout, choose and proceed as follows:

● Under Available Columns, select a column that is not yet in your layout, and choose >>.● To remove columns from the explorer view, select a column under Selected Columns and choose <<.● To change the sequence of columns in the explorer view, select the columns and move them by choosing

Move Up or Move Down.

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● To insert new characteristics in the Available Columns, choose Add Characteristics.○ Use a class type to find the class with the characteristics you require○ You can add these characteristics to your layout for the explorer view

● Edit the Display Options.● Manage your display variants:

○ Define the display variant as the Default Layout or as your personal layout○ Define the display variant as global or local

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Changing Layouts

8 Defining Display Filters

Use

In SAP Easy Document Management, you can set specific filter options or conditions to define display filters. This allows you to find documents that meet these criteria when you are navigating through the folder structure or searching. When at least one of the filter options or conditions of the filter criteria is met, a document is displayed.

Procedure

Selecting Filter Options

1. Choose .

NoteThe layout of the Microsoft Windows Explorer toolbar changes depending on the operating system you use to log on to SAP Easy Document Management. For more information about navigating through the system, see .

2. Under Filter Options select one or more checkboxes.

NoteIf you want to apply a filter based on filter options only, then proceed with steps 3 and 4. However, if you would like to continue defining your display filter, you can create filter conditions as outlined below.

3. Under Manage Display Filter, enter a name and description for the filter.4. Choose Save Filter Criteria.

The system applies the filter.

Creating Filter Conditions

You can combine filter options with filter conditions and criteria to further define your display filter.

1. Choose New Condition (Logical OR) to create a new condition and to display the filter criterion.2. Under Filter Criteria define the filter criterion by making an entry in each of the following fields:

○ Type○ Name○ Operation○ Value○ Case-Sensitive

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NoteTo add multiple filter criteria to a condition, choose New Filter Criterion (Logical AND) , and define the entry fields. To add a new condition, choose New Condition (Logical OR).

3. Under Manage Display Filter, enter a name and description for the filter.4. Choose Save Filter Criteria. The system applies the filter.

NoteFor each display filter that you define, you can select the Default or Global checkbox. This allows you to decide what filter displays each time you logon to the system as a default and what filter is available for all users to apply.

Deleting Filters

When you logon to the system for the first time, a default display filter is set and is active. As outlined above, you can create a new display filter and save it as the active default instead. You can also deactivate the filter by choosing Deactivate Filter. To delete a filter, you must do the following:

1. Select the filter in the Filter Name field and choose Delete.The default filter becomes the active filter.

2. If you want to apply an existing filter that is not the default, select it in the Filter Name field and choose Save Filter Criteria.

Example

Example 1

You have defined the following display filter:

● Filter option: Hide Documents Without Files● Filter condition: DOCUMENT-DESCRIPTION CS `xyz` -AND- DOCUMENT-USERNAME = `ABC`

You have entered the following as criteria:

For criterion 1

● Type: Document● Name: Description● Operation: Contains String● Value: xyz● Case-Sensitive: Unmarked

For criterion 2

● Type: Document● Name: User● Operation: =● Value: ABC● Case-Sensitive: Unmarked

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Defining Display Filters

The system displays documents with files and all folders that have xyz as a string in the description, and the user ABC.

Example 2

You have defined the following display filter:

Filter condition: CHARACTERISTIC-CL_PROJTYPE = `Agile`

You have entered the following as criteria:

For criterion 1

● Type: Characteristic● Name: CL_PROJTYPE● Operation: =● Value: Agile● Case-Sensitive: Unmarked

The system displays only documents and folders that have Agile as its characteristic value.

More Information

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9 Integrated Viewer Using SAP GUI

Use

To display files, starting from SAP Easy Document Management, you can call the integrated viewer (ECL Viewer) in the SAP system in a separate window.

Prerequisites

● You have defined the Customizing settings for Document Management System (CA-DMS) under General Data Define Workstation Application .

● SAP GUI is installed on your computer.

● The parameter in USE_SAPGUI must be set to 2 under . For more information, see .

Features

You can call the integrated viewer in SAP Easy Document Management in the context menu of a document info

record (DIR) under Display File or by choosing in the SAP system, in a separate window.

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Integrated Viewer Using SAP GUI

10 Integration with SAP Product Lifecycle Management

Use

SAP Easy Document Management is seamlessly integrated with SAP Product Lifecycle Management (SAP PLM). Settings you make in document management in the back-end system are recognized and processed accordingly by SAP Easy Document Management. The document info records (DIRs) and files are managed according to the Customizing settings.

NoteIt is possible to access SAP PLM from SAP Easy Document Management, but not the other way around.

Prerequisites

● The/PLMU/WEB_UI business function must be active in the back-end system. To check the status of the business function proceed as follows:1. Choose transaction SFW2.2. Enter /PLMU/WEB_UI and choose Display.3. A list of PLM Web UI switches appears on the Switch tab.4. If Activation is displayed in the Type column, the business function is active.

Only the system administrator can activate a business function. For more information, see SAP Help Portal at http://help.sap.com SAP ERP SAP ERP Central Component SAP ERP Enhancement PackagesERP Central Component Enhancement Package 4 Business Functions (SAP Enhancement Package 4 for SAP ERP 6.0) Business Functions in SAP ERP Enterprise Business Functions Logistics Product Lifecycle Management

● To assign access control contexts (ACCs) to documents, the document type must be defined as a PLM document type. This system administrator does this in Customizing for Document Management System (CA-DMS) under Control Data Define Document Types by selecting the Use ACM checkbox under Attributes.

Features

Documents

You create documents in SAP PLM using SAP Easy Document Management and assign ACCs to these documents using the new authorization concept in SAP PLM. This concept is called access control management (ACM). You can assign ACCs only to documents with PLM document types. You can check

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whether a document has a PLM document type by opening its context menu. If the document has a PLM document type, the Change in PLM Web UI and Display in PLM Web UI options are visible.

For more information about ACM, see SAP Help Portal at http://help.sap.com SAP ERP SAP ERP Central Component SAP ERP Enhancement Packages ERP Central Component Enhancement Package 4 SAP ERP Central Component Logistics Product Lifecycle Management (PLM) Web User Interface of SAP Product Lifecycle Management (PLM-WUI) Authorizations and Access Control Context (PLM-WUI-APP-ACC)

Activities

Create a PLM Document

● Choose , select the PLM document type, enter the metadata, and choose Apply.


● Enter a valid owning context ID in the Owning Context dialog box and choose OK.

Note

○ Choose to search for owning contexts. Enter the metadata in the Search Criteria window that opens and choose OK. You can restrict the number of results displayed by entering a number in the Maximum Number field. Select the owning context in the Search Result window and choose OK.

○ You can create a document without assigning it to an owning context.○ You cannot use ACM to specify detailed authorizations for document types assigned to SAP PLM;

you can only specify the access control context ID during creation.○ Document types assigned to SAP PLM use ACM, so the Authorizations tab page is not visible for

these types in the dialog box.

Change a Document in SAP PLM

● To edit a document in SAP PLM, you choose Change in PLM Web UI from the context menu.This opens the document for editing. Save the document when you are finished and close the SAP PLM screen.

● Press F5 to refresh in SAP Easy Document Management. Your changes are now available in SAP Easy Document Management.

Display a Document in SAP PLM

To display a document in SAP PLM, you choose Display in PLM Web UI from the context menu. The document opens in display mode in SAP PLM.

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Integration with SAP Product Lifecycle Management


11 Work with Documents and Folders

Use

SAP Easy Document Management integrates with Microsoft Windows Explorer to enhance its standard features for processing and managing your documents and folders.

Features

When you first start SAP Easy Document Management, you are prompted to create public root and private root folders where you can store your files. You can then use an extensive range of functions to manage your files. These are described in the following sections.

Work with Documents in Public and Private Folders

You can create new folders and documents as well as work with existing files. To work with existing files, double-click a folder to open it, select a file, and choose any of the following:

●You can edit or display the selected file from this dialog box as well as perform several other functions (see )

●

●

●

●

●The system checks out the file and prints it on the standard printer.

NoteYou can also choose SAP Properties, Display File, Edit File, Delete Folder, or Delete File in the context menu of a folder.

The system copies the file to the local storage area, and starts the corresponding workstation application, such as Microsoft Word. You can also open the workstation application directly by choosing File Open The system displays only the documents that match the selected workstation application and copies the file to the local storage area.

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If preferred, you can display and change documents in the SAP GUI (see ). Data that you change in document management in the back-end system is copied to SAP Easy Document Management. You can also display and change document in the PLM Web User Interface (see ).

When you are working with files, the following icons display the check-out status:

●

●

●

When you are finished working on a document, you can check it in as follows:

● Choose from the toolbar or under Original Files to check in originals.● In a workstation application, choose Save As. The system requests the document data, then copies the file

to the selected folder, and automatically checks it in to the central storage area .

For more information about checking in files, see the following:

●●●

Bidirectional exchange of values between file properties and SAP properties (document metadata) is supported by SAP Easy Document Management (see ).

You can move documents and folders within SAP Easy Document Management and in Microsoft Windows Explorer (see ). You can also set statuses for individual or multiple documents (see ).

For more information about managing your documents and folders, see the following:

●●●●●●

Search for Files

In SAP Easy Document Management, you can search for documents, document versions, folders, and subfolders (see and ).

Send Documents

You can send documents and folders as links and attachments. The system opens a new e-mail with the standard e-mail editor, such as Microsoft Outlook or similar. For more information, see .

Layout and Filters

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Work with Documents and Folders

SAP Easy Document Management allows you to choose the columns that are displayed in the system. This is useful if you want to check who is working on a file or when the file was checked into the system. Filters are also useful for finding documents and folders that meet specific criteria. You can define display filters and activate them locally or globally.

For more information, see the following:

●●●

Working Offline

Offline editing allows you to download a complete structure to a local directory (offline folder), so that you can edit it there (work offline), independently of SAP Easy Document Management. When you log on to SAP Easy Document Management again, the system checks in and synchronizes the offline and online files (see and ).

11.1 Automatic Check-In of Changed Files

Use

Files that you check out and change in SAP Easy Document Management are automatically checked in again.

The interface checks the file in as soon as the change is available. You may need to close the file or the application first.

Prerequisites

Registry settings must be maintained. For more information, see .

11.2 Check-In of All Checked-Out Files

Use

In SAP Easy Document Management, you can check in all checked-out files in a single step.


Features

The system displays a list of all checked-out files when you choose . You can choose whether you want to check in all files, only certain individual files, or no files at all.

You can also choose to undo editing of all files, only certain individual files, or no files by clicking Exit Edit Mode.

11.3 Create Documents and Folders

Use

In SAP Easy Document Management, you can create new folders and documents. You must consider the following:

● Determine the selection of document typesTo do this, you must implement the EASYDMS_MAIN01 (GETDOCTYPES) Business Add-In (BAdI).

● Define default document dataTo do this, you must implement the EASYDMS_MAIN01 (GETDOCDEFAULTS) Business Add-In (BAdI).

For more details about document type and document data, see SAP Service Marketplace at http://service.sap.com/instguides SAP Business Suite Applications SAP PLM SAP Easy Document Management 7.1 Master, Installation, and Application Operations Guide 7.1 .

The relevant section is Enhancement Concept in SAP Easy Document Management.

Features

You can create new folders and documents in any of the following ways:

● Create folders and documents in Microsoft Windows Explorer○ In the context menu with Create Document and Create Folder.

○ By choosing and .

● In a workstation application, such as Microsoft WordYou create a new file and save it to a private or public folder in SAP Easy Document Management with Save As. The file is saved in the selected folder as a new document.When you create the document or folder, the system requests document data such as a description and a document type. You can attach files to be added. When you confirm the entries, the system copies the file

to the selected folder and automatically checks it in to the central storage area . For more information, see .

● With , you can create a new version of a selected document.

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CautionYou cannot create new versions of folders.

The new version of the document is located in the same folder as the source document. If you create a new version of a document that is linked in a folder, the new version is created in the folder that contains the link. It is not created in the folder in which the source document is located.

NoteWhen you create a new version of a document info record (DIR), you can also create copies of the object links. The available object links depend on your settings in Customizing for Document Management under Control Data Define Document Types .

● By implementing the Business Add-In (BAdI) EASYDMS_MAIN01 (FOLDERCREATESIMPLE), you can create a new, simpler create mode for folders, based on created mode in Microsoft Windows Explorer.The system creates the folders in the background in this create mode, and sets the description of the folder to changeable.In the implementation, you can define whether all folders are created with the new create mode, or only those explicitly selected (see SAP Note 862482).

11.4 Delete Documents and Folders

You have the following options for deleting documents in SAP Easy Document Management:

● Choose .


● In the context menu of the document, choose Delete Document or Delete File.

NoteYou cannot delete documents in the Search Result folder.

If you select a link, only the link is deleted. If there is another link to the document in another folder, deletion is still possible after a query.

You have the following options for deleting folders:

● Choose .● In the context menu of the folder, choose Delete Folder.● On your keyboard, press the Delete key.


NoteYou can only delete empty folders.

You cannot delete folders in the Search Result folder.

11.5 Displaying Documents

Use

The layout used to display documents in SAP Easy Document Management is similar to that of Microsoft Windows Explorer. The folder structure is displayed on the left-hand side of the screen, and the content of the folders is displayed on the right.

The icon is on the left-hand side in the Desktop folder. The public, private, and search result folders are displayed beneath this.

The folder contents are copied from the SAP document-based structure. Linked folders and documents are displayed differently in the public and private folders.

If multiple files are linked by a document, one line for each file is displayed on the right-hand side of the screen, with the Document Description, File Name, Version, Type, and Document Number.

NoteYou can determine what information you want to display by adding or removing columns, see ().

You can display documents in SAP Easy Document Management with the integrated viewer. The system opens the viewer in a separate SAP GUI dialog box.

Features

You have the following options for displaying documents in SAP Easy Document Management:

● Choose .


● In the context menu, choose the following:○ Display File

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○ Display with SAP GUI○ Display in PLM Web UI

11.6 Distribute Documents

Use

In SAP Easy Document Management, you can use distribute documents by e-mail in the following ways:

● Send files as attachments

● Send documents and folders as URLs and attachments

Prerequisites

To copy or send a document or folder as a URL, you have implemented the EASYDMS_MAIN01 (GETURL) Business Add-In (BAdI). For more information, see SAP Service Marketplace at http://service.sap.com/instguides SAP Business Suite Applications SAP PLM SAP Easy Document Management 7.1 Master, Implementation, and Operation Guide for SAP Easy Document Management 7.1 The relevant section is Enhancement Concept in SAP Easy Document Management.

Activities

Copy as URL

You can choose Copy as URL from the context menu of a document or folder. This allows you to do the following:

● Paste the copied URL into an e-mail● Paste the copied URL into a Web browser

You enter your user credentials to logon and then choose Save to download the file.● Distribute the copied URL or the saved file by e-mail

Send as URL

You can choose Send URL from the context menu of a document or folder. The system opens a new e-mail with the standard e-mail editor, such as Microsoft Outlook, and inserts the URL. This allows you to do the following:

● Click the URL in the e-mailThe system opens default Web browser where you can enter your user credentials and then choose Save to download the file.

● Distribute the URL or the saved file by e-mail




NoteFor the above activities, the recipient of a file must double-click the attachment to download and open it in SAP Easy Document Management

Send File

You can choose Send File from the context menu of a document. The system opens a new e-mail with the standard e-mail editor, such as Microsoft Outlook, and inserts the file as an attachment. You can distribute the attachment by e-mail.

11.7 Drag-and-Drop

Use

You can use drag-and-drop to perform the following functions in SAP Easy Document Management:

● Move Windows files from Microsoft Windows Explorer to SAP Easy Document Management to check them in

● Move document info records (DIRs) or folders within SAP Easy Document Management● Copy DIRs or folders within SAP Easy Document Management● Copy DIRs or folders as a link within SAP Easy Document Management● Copy or move mails and mail attachments from Microsoft Outlook

Features

The following operations can be performed:

Operation Description

drag-and-drop or SHIFT + drag-and-drop This allows you to move a DIR, Windows file, or a folder. The document or folder is added to the target folder and deleted in the source folder.

NoteYou cannot move files or folders out of the Search Result folder.

CTRL + drag-and-drop This allows you to copy a DIR, Windows file, or a folder. The document or folder is added to the target folder.

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Operation Description

CTRL + SHILFT + drag-and-drop This allows you to copy a DIR or a folder as a link. The document or folder is added to the target folder as a link.

NoteYou cannot create a link of a Windows file.

When using drag-and-drop, you must be aware of the following:

● You cannot perform the drag operation on the public root, private root, or search result folders.● While moving or copying a DIR that already has an original with the same file name, the system asks

whether you want to overwrite this file. If you do not want to overwrite the file, the dialog box opens, where you can change the metadata and check in the file.

● When you transfer files to a folder in SAP Easy Document Management this creates a new DIR and checks in the file. Depending on the registry settings, the Create Document dialog box appears.

● You cannot transfer folders on your PC to SAP Easy Document Management by copy and paste or drag-and-drop.

Activities

Create Files without Manual Intervention

In SAP Easy Document Management you can transfer files from a local directory of Microsoft Windows Explorer to the folder structure of SAP Easy Document Management. You can choose whether to create the files in the background without manual intervention.

If you do not want to intervene in the creation transaction, select the following checkboxes:

● Select This Storage Category for All FilesCreates all files and stores them in the same storage location

● Use This Application for All Files with This ExtensionSaves all files with the same document type

NoteIf you want the system to create documents in the background without manual interaction, set the CreateDocsWithoutDlg registry value to 1. For more information about registry entries, see .

The system uses the default storage location that you define under . When you create and check in a DIR, you can select a storage area and select the Select This Storage Category for All Files checkbox.

The system uses the document type, which you previously selected to create a document, as a default. This default is used regardless of whether the creation transaction ran in dialog mode or in the background.

● If a DIR was created in dialog mode, you can change the document type for simultaneous checkin.


● If a DIR was created in the background, the document type is not visible and cannot be changed.

11.8 Exchange of Values in File Properties and SAP Properties

Use

Bidirectional exchange of values between file properties and SAP properties (document metadata) is supported by SAP Easy Document Management.

Prerequisites

You have maintained the registry key PropExchangeActive (see ).

Features

You can set the properties of a file to exchange values between file properties and SAP properties. For example, in Microsoft Word 2007, you can open the file, then choose Prepare Properties Document PropertiesAdvanced Properties

SAP Easy Document Management supports the exchange of property values for the following file types:

● doc● dot● xls● ppt● msg (Outlook files)● jpg (EXIF properties)

NoteThe property name you use must match the characteristic name and must be assigned to the corresponding document type. A characteristic is identified with a case-insensitive, language-independent name. For example, see the Characteristic field in transaction CT04.

The value that you set in the properties of a file is copied to in SAP Easy Document Management

whenever a file is checked in. This value is also copied from to the file properties when you display, check out, edit, and synchronize a file and when you export a folder.

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Note

It is possible to update the value in the file properties with the value from for the following document keys:

● Document Number● Document Type● Document Part● Document Version

You can use the corresponding file property names: DOCUMENTNUMBER, DOCUMENTYPE, DOCUMENTPART, and DOCUMENTVERSION.

To stop updating with the values from the file properties and allow updates only for the file properties

from , you must set the registry key StopPropExchangeToR3. For more information, see .

You can also update the values in file properties and by characteristic description in SAP Easy Document Management for each file type and by using the registry settings MapPropToClass and MapClassToProp.

For more information, see SAP Note 1444113.

11.9 Export Folders

Use

In SAP Easy Document Management you can copy a folder and all its subfolders and files into any folder in the file system.

Prerequisites

● You have implemented the EASYDMS_MAIN01 (FOLDEREXPORT) Business Add-In (BAdI). For more information, see the installation guide for SAP Easy Document Management on SAP Service Marketplace at http://service.sap.com/instguides SAP Business Suite Applications SAP PLM SAP Easy Document Management 7.1 Master, Implementation, and Operation Guide for SAP Easy Document Management 7.1The relevant section is Enhancement Concept in SAP Easy Document Management.

● The parameter in USE_SAPGUI must be set to 2 under . For more information, see .



Activities

To export a folder, select it and choose Export Folder from its context menu. You then select the target folder and choose OK. The system copies the folder to the selected target folder.

11.10 Find Documents

Use

You use the search function in SAP Easy Document Management to find documents in Microsoft Windows Explorer. You can enter basic data, object links, classifications, and any combination of these as search criteria. You can also specify document validity dates to refine the search. The system saves the results in the Search Result folder. Previous search results are overwritten.

Features

● You can use the following selection variants to search for documents:○ Basic data

You can specify characteristic values for the different types of basic data.○ Object links

You can specify object links.○ Classifications

You can search in a class. To do this, choose a class type, and search the possible classes. Choose a class and enter characteristic values for the characteristics of the class.

● If you have created different versions of a document in different folders, you can search for these versions.● You can restrict the maximum number of documents found.● You can add the results list of your search to the search result (Add Result to List) and reset the search

result (Reset Data).● With Find in Structure, you can search for the folder in the directory structure of SAP Easy Document

Management in which you created the document.On the left-hand side of the screen, the system highlights the folder in which the document you selected was created.

ExampleYou receive a URL with a link to a document. Select the document from the search result or by direct navigation, and perform Find in Structure on the document or link. On the left-hand side of the screen, the system shows the folder in which the selected document was created.

Find Documents

To find documents, choose in the toolbar or Search in the context menu of the document.

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NoteIf you specify dates in the Date From and Date To fields as part of the search criteria, you can then see the output dates in the Search Result folder.

Find Versions

To find versions of documents, select a folder that contains one of the document versions and choose Find Versions from the context menu. In the Search Result folder, the system outputs all versions that exist for a document.

Find in Structure

To find the folder in the SAP Easy Document Management structure in which a document was originally created, proceed as follows:

● Select a document or folder in the directory structure of SAP Easy Document Management, for example, in the Search Result folder.

● Choose Find in Structure in the context menu of the document. You can also select the Search in Structure

checkbox in the search dialog box for documents by choosing in the toolbar or Search in the context menu of the document.

Search Inside Structure

To search for a file in a specific folder and extend the search to all of its subfolders, proceed as follows:

● Select a folder in the directory structure of SAP Easy Document Management.● Choose Search Inside Structure in the context menu of the folder and enter the search criteria.

Microsoft Windows Explorer highlights the folder in which you originally created the document.

11.11 Find Master Data Objects

Use

You can use different search criteria to search for master data objects in a folder, for example, to create object links for your documents. The search starts in the corresponding back-end system.

Features

You search for the following master data objects under Object Links by choosing .


Object Title

DRAW Document Info Record

MARA Material Master

KNA1 Customer

LFA1 Vendor

EQUI Equipment Master

IFLOT Functional Location

EKPO Purchase Order Item

EBAN Purchase Req. Item

PRPS WBS Element

QMQMEL Quality Notification

VBAP Sales Document Item

SMQMEL Service Notification

IMAV Appropriation Request

VIOB03 Buildings

CMQMEL Claims

PMQMEL Maintenance Notification

VORGNET Network Activity

INET Object Link

PACKKP Packing Instructions

VIMIMV Rental Contract (Lease)

For more information about object links, see SAP Note 1171060.

You choose a master data object along with one of the specified search criteria, such as Material by bill of material or Customers by country. You can then enter values for various search criteria and the system searches for the master data that corresponds to these values.

Example

If you want to find materials with bills of material, choose the master data object material master and the search strategy Material with bill of material.

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In the search criteria, enter, for example, the interval F1 to F5 under Material and 0001 under Plant.

In the back-end system, the system searches for all material masters within the interval F1 to F5 for plant 0001 that have a bill of material, and displays the result under Search Result.

11.12 Preview As Thumbnails

Use

You can preview documents in SAP Easy Document Management using thumbnails. The system displays the individual documents in the folder with thumbnails instead of file icons and checks the thumbnail in as an

additional original. The additional original is visible in .

Prerequisites

● You have defined the parameters for thumbnails in Customizing for SAP Easy Document Management under Define User Group.

● You have selected the Save preview picture checkbox in the Microsoft Office application, under Properties.

Activities

To set up the preview of documents in the folder structure of SAP Easy Document Management using thumbnails, select the Show Thumbnails checkbox in the display options under Change Layout. For more information, see .

You can predefine the size of the thumbnails using the following options:

● Small (24x24)● Medium (32x32)● Large (48x48)● Extra large (96x96)

Use the DisableThumbnails registry value to disable the creation of thumbnails. For more information, see .


11.13 Processing Files

Use

In SAP Easy Document Management, you can process documents and files linked to the documents (originals).

Features

You have the following options for processing files:

● Display file

○ In the toolbar or from the Operations menu, choose


○ In the context menu, choose View File○ Double-click the file

○ In The system checks out the file for display to a local directory that is in an SAP Easy Document Management folder.

CautionOther users can still change the file.

● Change file

○ In the toolbar, choose ○ In the context menu, choose Edit File○ Double-click the file

○ In The system checks out the file for editing.

CautionOther users cannot change the file if the document has original processing status. For each document type, you must define at least one original status. For more information, see Customizing for document management under Control Data Define Document Types.

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● Delete file○ In the context menu, choose Delete File

● Print file

In the toolbar or from the Operations menu, choose ● Copy file to another local folder:

In the context menu, choose Copy File● Rename file

In the context menu, choose Rename File● Update file

In the context menu, choose Update Local File

11.14 Processing with SAP GUI

Use

In SAP Easy Document Management, you can access document management through SAP GUI to display and change documents and folders.

Prerequisites

SAP GUI is installed.

Activities

You select the document or folder that you want to change or display and proceed as follows:

● Choose Change with SAP GUI from the context menu, or choose Technical Details Change Document .

● Choose Display with SAP GUI from the context menu, or choose Technical Details Display Document .


11.15 Processing with SAP PLM Web UI

Use

In SAP Easy Document Management, you can display and change documents and folders with SAP Product Lifecycle Management Web UI.

Prerequisites

The document type is a PLM document type.

Activities

To process documents and folders with SAP PLM Web UI, proceed as follows:

1. Select the document or folder that you want to change or display in document management.2. To change a document or folder in the SAP system, choose Change in PLM Web UI from the context menu,

or choose Technical Details Change Document . You can now make changes in the SAP system. For example, you can change the description or the status of a document.

3. To display a document or folder in the SAP system, choose Display in PLM Web UI from the context menu, or choose Technical Details Display Document .

11.16 SAP Properties

Use

The properties of a document include all the document data that is read from document management in the back-end system.

You can change this data in the dialog box. The system automatically changes the title of the window for the first change and locks the affected document against changes by other users.

Prerequisites

● Before you can assign characteristics, you have made the settings in Customizing for Document Management System (CA-DMS) under Control Data Define Document Types . You have assigned a

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class type and a class to a document type and ensured that the display of classification data is active in field selection.

● To display superior document details, you have created the registry entry MaintainSuperiorDocument. For more information, see .

Features

When you open , you can perform a variety of activities on the Document Data, Authorizations, Object Links, and Technical Details tab pages.

Document Data

Under Main Data, you can perform the following activities:

● Link new files to the document

● Delete files

● Display files

● Change files

● Check in files

SAP Easy Document Management determines a suitable workstation application for new files.

Under Additional Data you can add characteristic values to a characteristic by choosing or remove them

by choosing

If a value hierarchy exists for a characteristic, you can display it by choosing . You can assign values to characteristics. For more information about this business function, see SAP Help Portal at http://help.sap.com

SAP ERP SAP ERP Central Component SAP ERP Enhancement Packages ERP Central Component Enhancement Package 4 SAP ERP Cross-Application Functions Cross-Application ComponentsClassification (CA-CL) Characteristics (CA-CL-CHR)

Authorizations

On the Authorizations tab page, you can do the following:

● Define authorizations for a document, which control access to the document. For more information, see .● Create new user groups● Change existing user groups● Delete existing user groups




NoteThe Authorizations tab is not visible for PLM document types. For more information, see .

Object Links

On the Object Links tab page, under you can do the following:

● Create links to master data objects in the back-end system, such as customer, supplier, and material● Search for master data objects in a search dialog box

By choosing , you can define search criteria for each master data object. You enter a search value, an upper limit, operation (Equal to, Not equal to, Contains string, and so on) and select or deselect the Exclusive checkbox.By default, the Object Links tab page is hidden on all document management screens. To display this tab page, you select the Display Object Links checkbox under Attributes in Customizing for Document Management System (CA-DMS) under Control Data Define Document Types Then save your settings.

Technical Details

Technical details include document number, document type, or SAP functions such as, Display Document with SAP GUI and the option of mapping document hierarchies of your choice.

If you work with document hierarchies, you can enter a Superior Document with its document details in SAP Easy Document Management for the selected document. This enables you to map any document hierarchies, irrespective of the document structure in the back-end system. You can revise the hierarchy by choosing Reset Superior Document.

11.17 Simultaneous Check-In of Multiple Files

Use

You can check in multiple files that you are managing in a local directory of Microsoft Windows Explorer to the folder structure of SAP Easy Document Management in a single step. You can choose whether to check in the files in the background without manual intervention to a single document info record (DIR) or individually to multiple DIRs.

Features

● If you want to intervene in the check-in transaction, the system branches to create mode for documents for each file you want to check in. There, you can change the document type and storage location.

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● If you do not want to intervene in the check-in transaction, you can choose the following:○ Select This Storage Category for All Files: All files are saved in the same storage location.○ Use This Application for All Files with This Extension: All files are saved with the same document type.

The system uses the default storage location that you define under . When you create and check in a document info record, you can select a storage area and select the Select This Storage Category for All Files checkbox.

The system uses as a default the document type that you selected last time you created a document, regardless of whether the creation transaction ran in dialog mode or in the background.

● If a document info record was created in dialog mode, you can change the document type for simultaneous check-in.

● If a document info record was created in the background, the document type is not visible and cannot be changed.

Activities

● To check in multiple documents to SAP Easy Document Management, select the relevant documents in your local directory.

● Use drag-and-drop to transfer the documents to the folder structure of SAP Easy Document Management.

11.18 Status Management

Use

In SAP Easy Document Management you can assign statuses to individual or multiple documents.

Integration

Status management in SAP Easy Document Management is based on the same status concept that is used for document management in the back-end system. For more information about status management, see SAP Library for SAP Central Component on SAP Help Portal at http://help.sap.com SAP ERP SAP ERP Central Component SAP ERP Enhancement Packages ERP Central Component Enhancement Package 4SAP ERP Central Component Logistics Product Lifecycle Management Document ManagementDocument Info Record Status Management .



Prerequisites

You have entered a status for each document type in Customizing for Document Management System (CA-DMS) under Control Data Define Document Types .

Features

● In SAP Easy Document Management, you can change the status of individual or multiple documents in one step.

● When you create a new document info record (DIR) in SAP Easy Document Management, the document statuses that you defined in Customizing for the document type are available to you.

● When you create a document, the system takes into account the initial status (I), primary status (P), and whether the status was not previously defined. It also considers the implementation of the DOCUMENT_STATUS01 Business Add-In (BAdI).

Activities

You can change the status of multiple documents at the same time by selecting the documents in a folder and choosing Change Status from the context menu.

If you want to change the status of multiple documents of different document types, the system provides the intersection of the possible statuses for all selected documents for you to choose from in another menu.

When you select a status, choose ENTER .

The system changes the status of all the selected documents.

More Information

For more information about creating documents, see SAP Library for SAP Central Component on SAP Help Portal at http://help.sap.com SAP ERP SAP ERP Central Component SAP ERP Enhancement Packages

ERP Central Component Enhancement Package 4 SAP ERP Central Component Logistics Product Lifecycle Management Document Management Create Document .

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11.19 Synchronization of Folders

Use

When you are editing a folder or document info record (DIR) offline in SAP Easy Document Management (see ), it is possible to make changes to the same folder or DIR online. For this reason, it is necessary to synchronize the offline and online folders. In the synchronization dialog box, the system displays the actions you need to carry out to edit objects, such as folders and files offline.

Features

When you synchronize the folders, the system displays the information for the offline and online changes. The

left side of the screen shows a list of the conflicts . On the right side of the screen, the system displays a description of each conflict as well as possible solutions and descriptions.

SAP provides a default solution for each conflict; this solution is highlighted. If you do not select a solution, the system selects one and executes it.

The Summary shows the number of objects to be synchronized and the time needed to do this.

If you have already generated an offline folder in the system, while previously editing offline, SAP Easy Document Management synchronizes the folders each time you log on. It also displays the conflicts between the offline and online structures and proposes solutions (see and ).

11.19.1 Offline Editing

Use

Offline editing allows you to download a complete structure to a local directory (offline folder), so that you can edit it there (work offline), independently of SAP Easy Document Management.

When you log on to SAP Easy Document Management again, the system checks in the updated files to the standard storage location (see ).

Features

Offline editing includes the following functions:

● Synchronize folders


You can synchronize your folder structure in SAP Easy Document Management with your offline folder structure and check it out for offline editing (see ). The system performs the following tasks:○ Checks the selected folder with all its subfolders and documents○ Displays conflicts between files or folders that occurred during synchronization○ Proposes solutions

In SAP Easy Document Management you have the following two options for synchronization:○ Synchronize Latest Version

If you choose this option, only the latest (highest) version of a document info record (DIR) in that folder is downloaded to the offline folder.

○ Synchronize Latest ReleasedFor more information, see .

● Edit offlineYou check folders and documents out to edit them in offline mode. You start offline mode by choosing Work Offline from the context menu of a document with a file.

NoteYou can still edit files that you checked out for display only by selecting the Allow Changes in Offline Mode checkbox under General .

● Work offlineYou have the following options for starting offline mode:○ In the SAP Easy Document Management logon screen, choose Work Offline○ In the context menu of a document that is linked to a file, choose Work Offline

You are working in offline mode until you log on to SAP Easy Document Management again.This means you are disconnected from the SAP system. Only those folder structures with documents that you checked out for editing are visible with descriptions; however, the metadata is not visible.In offline mode, you can do the following with the loaded, checked-out files:○ Display and change○ Display file properties○ Copy to your file system○ Copy or move files from the file system to the Offline Folder○ Log on to SAP Easy Document Management again and work online

● Work onlineWhen you log on to the SAP system again, offline mode is closed.The system checks in the following files:1. Files that were changed offline2. New files that you copied from your file system to the offline folder

For each new file, the creation dialog box for document appears (Create Document) where you can change the meta data of the document.

Note

You can delete all offline files under ( System Reset Settings ) by choosing Delete Local Files.

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Activities

Check Out Files for Offline Editing

● To select a folder or a file that you want to edit offline, do the following:1. In the context menu of the folder, choose Synchronize Latest Released or Synchronize Latest Version.

The system provides a dialog box in which you can load the folder and resolve any conflicts that arise.2. In the context menu for the file you want to edit offline, choose Edit Offline.

The system checks out the file for editing offline ( ). The system transfers the checked-out files to the offline folder. In the context menu of the synchronized folder, choose Work Offline. You are now logged out of SAP Easy Document Management.

● You can also choose Work Offline in the context menu of a folder, to check this folder out for editing offline. The system branches to offline mode and closes SAP Easy Document Management.

● Edit your files offline in the offline folder and save your changes.● Log on to SAP Easy Document Management again. You can also log on by choosing Work Online from the

context menu of the changed file or folder.The Synchronize dialog box opens. Choose the files that you wish to synchronize and choose Synchronize. The system synchronizes the offline folder with the online folder and checks in the downloaded folders and the changed files again. The changes are available online.

11.19.2 Examples of Synchronization

Example 1: Synchronize Latest Released

Folder Name DIR Number File Name Version Status

ParentFolder

ChildFolA

DIR1

File1 1 In work

DIR1

File1 2 Released

DIR1

File1 3 In work

ChildFolB

DIR2



File1 1 Released

DIR2

File1 2 In work

DIR2

File1 3 In work

1. Choose Synchronize Latest Released in the context menu for the ParentFolder.○ For ChildFolA, DIR1/File1/Version2 is displayed○ For ChildFolB, DIR2/File1/Version1 is displayed

2. You can choose the document info records that you want to synchronize.

Example 2: Synchronize Latest Version


ParentFolder

ChildFolA

DIR1

File1 1 In work

DIR1

File1 2 In work

DIR1

File2 7 In work

DIR1

File2 8 Released

ChildFolB

DIR2

File1 1 In work

DIR2

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File1 2 In work

DIR2

File1 3 In work

1. Choose Synchronize Latest Version in the context menu for the ParentFolder.○ For ChildFolA, DIR1/File2/Version8 is displayed○ For ChildFolB, DIR2/File1/Version3 is displayed


Example 3: Synchronize Latest Version


ParentFolder

ChildFolA

DIR1

File1 1 In work

DIR1

File1 2 In work

DIR2

File1 1 In work

DIR2

File1 2 In work

1. Choose Synchronize Latest Version in the context menu for the ParentFolder.○ For ChildFolA, DIR1/File1/Version2 and DIR2/File1/Version2 are displayed


It is important to note the following:

● If no released version exists, the latest version is displayed regardless of the status of the document info record (DIR) as explained in Example 1: Synchronize Latest Released.

● If several versions are released, the highest version of all the released DIRs is displayed regardless of the release date as explained in Example 1: Synchronize Latest Released.


Example

Document Version Release Date

01 03.03.2010

02 02.02.2010

03 01.01.2010

The latest released displays version 03, and not version 01.

11.19.3 Conflicts in Synchronization

The following conflicts can occur while synchronizing folders in SAP Easy Document Management.

File Conflicts

1. The local file has been changed since the last synchronization.○ The file is being changed by another user in Knowledge Provider (KPro). The file can be overwritten.○ The file is being changed by another user in KPro. The file cannot be overwritten.○ A new version exists.○ The file was deleted (no original with the same name exists for the document info record (DIR)).○ The DIR was deleted.○ A status problem occurred (for example, the document was released). The file cannot be checked in.○ The file has been checked out by another user.○ The file can be checked in.

2. The local file was checked out to be changed but no changes were made.3. The local file was not changed.

○ The file in KPro was changed.○ A new version exists.○ The file was deleted.○ The DIR was deleted.

4. A new file exists in the offline folder.5. A new file exists in the online folder structure.

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Each document and each folder is marked with a particular icon that represents information about the status of the conflict. The following icons are possible:

Icon Meaning

Synchronization was successful.

There is a conflict. The conflict can be resolved by a default solution. You have not selected the default solution. If you select the default solution and confirm your entry, the sys

tem changes the icon to

There is a conflict that cannot be resolved by a default solution. You must select an appropriate solution yourself.

Folder Conflicts

During offline editing, changes can be made to the folders in SAP Easy Document Management. These can also lead to conflicts.

ExampleA folder or DIR that has already been synchronized is moved to a folder. The Synchronization dialog box displays this DIR or folder as not active at the original place in the folder structure. This happens because the user worked offline in this folder and the folder or DIR has now been moved.

● If the new folder remained in the same tree, the system displays the new folder there.● If the new folder was moved to a different tree, the system displays the new folder as a subfolder of this

tree.

11.19.4 Solutions to Synchronization Conflicts

Use

You can solve synchronization conflicts in SAP Easy Document Management by doing the following:

● Check in a file● Create and check in a new version● Create a new document info record (DIR), with or without intervention by the user● Undo changes● Delete a local file


● Reload a file● No action● Userdefined solutions

Userdefined solutions are enabled and customized depending on your organizational needs.

Not all solutions make sense for each conflict. The system only provides the alternatives that are necessary for resolving a conflict. The following combinations are possible:

Conflicts and Solutions

Conflict/Solution

Checking In New Version + Checking In

New DIR Undoing Changes

Deleting a Local File

Reloading No Action

The file is being changed by another user in KPro. The file can be overwritten.

Possible Possible Possible Possible Possible Possible Possible

The file is being changed by another user in KPro. The file cannot be overwritten.

Not possible Possible Possible Possible Possible Possible Possible

A new version exists.

Possible Possible Possible Possible Possible Possible Possible

The file was deleted (no original with the same name exists for the DIR).

Default solution

Possible Possible Not possible Possible Not possible Possible

The DIR was deleted.

Not possible Not possible Default solution

Not possible Possible Not possible Possible

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Conflict/Solution

Checking In New Version + Checking In

New DIR Undoing Changes

Deleting a Local File

Reloading No Action

A status problem occurred (for example, the document was released). The file cannot be checked in.

Not possible Possible Possible Possible Possible Possible Possible

The file has been checked out by another user.

Not possible Possible Possible Not possible Possible Not possible Possible

The file can be checked in.

Possible Possible Possible Default solution

Possible Not possible Possible

The local file was checked out to be changed but no changes were made.

Not possible Not possible Not possible Not possible Possible Default solution

Possible

The local file was not changed.

Not possible Not possible Not possible Not possible Possible Default solution

Possible

The file in KPro was changed.

Possible Possible Possible Not possible Default solution

Not possible Possible

A new version exists.



The file was deleted.



The DIR was deleted.

Not possible Not possible Not possible Not possible Not possible Default solution

Possible

Once you have found a solution to all the conflicts, the system provides an overview of the number of conflicts

resolved. If a conflict with the icon still exists, you cannot leave the dialog box.


You can also cancel the synchronization.

Activities

You can perform the following activities during synchronization:

1. Select the folder you want and choose Synchronize Latest Released or Synchronize Latest Version from the context menu.

2. Select a document. If conflicts have occurred, you can select a solution.3. Choose Synchronize to execute the solution.

If you choose Apply to All Similar Conflicts, the system applies this solution to all documents with this conflict.

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