Checking an Original Application File into a Vault 

Use

The vault is a server that can be accessed in the local network. When you save the original application file to a vault, the system assigns a new file name that is invisible. For this reason, you can only process original application files stored in a vault from the document info record.

If you control how a document info record is processed using an approval procedure ( digital signature), you must store the original application files in either a vault or archive before the digital signature is set.

Integration

You can integrate a vault in the SAP System in the following ways:

Prerequisites

If you are not using the Knowledge Provider for storing and checking in original application files you can only store original application files in a vault that is managed by DMS. In Customizing of Document Management you must therefore in this case not set the indicator Storage using the Knowledge Provider. You have made the required setting under Control data ® Define document types.

Prerequisites for the Vault without DVA

The following table shows the settings you must make to set up a vault without DVA. In Customizing for the Document Management System, choose General Data ® Define Data Carriers.

Activities for the Vault without DVA

Step

Activity

Define data carrier type vault

Define vault (without specifying the DVA computer)

Defines access path for vault

Define mount points / logical drive

Defines the prefix for the access path, for accessing the data carrier (logical drive)

Prerequisites for the Vault with DVA

The following table shows the settings you must define in Customizing for the Document Management System to set up a vault with DVA, by choosing General Data.

Activities for the Vault with DVA

Step

Activity

Maintain global settings

Determines whether you want to use Direct Vault Access (DVA) to transfer original application files from a vault to the frontend computer.

Define Data Carriers

1. Define data carrier type vault

2. Define vault (specifying the DVA computer)

Define Number Ranges for Vaults

Check the number ranges for the vault

If you activate DVA in the global settings, you cannot store original files in vaults that are accessed via an application server.

Features

When you save an original application file to a vault, the system generates a file name for it from an internal number range. This number range is predefined in the standard system.

The following graphic shows the data transfer procedure for an original application file. This graphic shows both the transfer of an original application file via an application server and direct transfer between frontend computer and vault.

Activities

  1. Go to the Basic Data screen.
  2. Check whether the original file is stored on a server or a frontend computer.

    3. You can only perform the Check-in vault function for files that are stored on a server or frontend computer.

  3. Choose Extras ® Originals ® File 1(2) ® Check in vault.

    4. A dialog box appears containing all the vaults defined in Customizing for the Document Management System under General Data ® Define Data Carriers.

  4. Choose a vault.

The system saves the original application file to the chosen vault using a number assigned from an internal number range.

You see the message: File checked in to vault <Vault name>.