Making Settings for Managing Your Documents (SAP Library

Making Settings for Managing Your Documents

Procedure

To make settings for the management of your documents, select Administration ® Document management. The following options are available on the tabs in the Document management dialog box:

You can establish the document design on the General tab. If you want all your documents to display the name of your enterprise, the project name and a company logo, enter the appropriate information in the relevant fields. To attach a file containing your company logo from your local directory, choose on the right of the Client logo input field.
Enter the document type on the Document Types tab.

The Document Type list box provides a selection of document types defined by SAP. Use General for all documents except for technical or functional specifications and KPIs. If you want a document type to be available to project members, set the Active indicator.
You can also define and add your own document types. Select . Enter a name and description for the new document type. The new document type is then available when users add or copy a document in the Documents substructure. The description appears below the new document type on the Document types tab.

You can define applications and templates for each document type.

From the list box, select one of the applications defined by SAP. The choice of applications vary according to the document type you have selected (for example, Microsoft Excel, Word, PowerPoint, and so on, for the General document type).
You can also define new applications for a particular document type. Users can then select one of these new applications when working with the Documents substructure. You must define applications and templates for new document types. To define a new application for a document type:

Select .
If you want to use an existing application, select an application from the list box and choose OK. If you want to define a new application for the document type, choose New.
Enter the new application name and its format. Select Save and then OK on the next screen.

You can define a template for every application. You can then choose this template when adding a new document, providing you select the particular combination of document type and application. This sets a unified design for all your project documents. You can use templates defined by SAP or define your own templates and a target directory using .

Use the Release Action group box to specify whether you want to be able to move and copy documents with the status released to another directory.

If you want to keep your documents in the original target directory after release, select None.
If you want to copy documents to another directory after release, select Copy. Choose to select a release directory for copies of released documents.
If you want to move documents to another directory after release, select Move. Choose to select a release directory for the released documents.

You can set attribute values for list boxes on the Document Categories, Document Priorities, Document Status and Document Subjects tabs.

When you edit or redefine document categories on tabs in the Document management dialog box, these changes are reflected in the Documents substructure. It is possible to add new project-specific structure nodes that allow you to organize your documents, for example, according to subprojects.