The document manager can edit document-based structures and documents in the
SAP NetWeaver Portal
that are managed with document management (application component CA-DMS) in the ERP back-end system. The “Features" section provides you with an overview of the most important functions of the DMS Connector.
Note
Additional information, settings, and standard functions from
Knowledge Management
are available in the
SAP NetWeaver Portal
for folders and documents. These are displayed in the details dialog box of the relevant folder or document.
The system always opens the details dialog box in a new browser window. It contains all available information, settings, and functions for the current folder or document, such as entering a public
review
, sending
feedback
to the author, entering personal
comments
, specifying a
rating
, or creating a
subscription
.
The information, settings, and functions that are available depend on the system configuration and your authorizations.
The portal user is assigned to the
document manager
portal role and has the corresponding authorizations for document management in the ERP back-end system (class for authorization objects
cv
).
For more information, see Technical Description and Configuration Notes .
You can create a new subfolder or document for the folder you are currently editing by choosing
.When you create a new folder in the portal, the system automatically creates a document info record in the ERP back-end system as well as the document structure that belongs to it, without an item.
When you create a new document in the portal, the system automatically creates a document info record in the ERP back-end system and the original application file is assigned to it.
You can
create a document
for a selected folder by
uploading
a file that already exists from your local network.
You must enter a document type here; all other attributes are optional. If you do not enter a storage system, the system automatically checks the document in to the defined default category.
You can also create a new
text file
or
HTML file
. You edit attributes in the same way as when you upload a file.
Your enterprise can provide predefined
forms
that you fill in here and then check in to the folder.
You can display detailed data for the folder you are currently editing from the document info record and change some of the document data; choose
You can change the following basic data from the corresponding document info record:
Description
,
Document Status
, and
Laboratory/Office
.
If more document data exists for the document info record, it is displayed on additional tab pages:
Additional Data
for the classification data
Object Links
for links to other objects. The name of the linked object starts with the character string for the object type.
For a
document
, you display the detailed data via the context menu; Choose
storage category
) and change the data (for example, the
description
).
If you want to make significant changes to a document, you can edit the content of the document
locally
and then check it into the storage system again.
You can make smaller changes
online
. When you save the file, the changes are saved straight to the storage system.
You can create a reference from a folder to a document-based structure or a document. The document-based structure or the document is then referenced from this folder.
When you create a reference to a document-based structure or document, an item for the document info record of the document-based structure or document info record is automatically created in the target structure in the ERP system.
The changes made to the original document-based structure or to the document are visible at all places where references are created.
You can copy a folder and a document. As a result, a new document info record is automatically created in the ERP system. The system transfers all assignments for the document info record to the ERP system. Subsequent changes made to the original folder or document are not visible in the new document info record.
You can decide whether all assignments (folders and documents) for the document info record or only a single selected assignment are to be copied:
The
Copy
function copies
all assignments
to the target folder; that is, all resources (folders and documents) that exist for a document info record.
The
Copy (exclusive)
function only copies the
selected
folder or document to the target folder.
You can move the selected folder or the document to a different folder. You can select the target folder via the folder structure that is displayed.
You can create a new version of a folder or document. In the ERP back-end system, the system creates a new document info record for the document info record that is assigned. The new document info record has the same document number. The number of the document version is increased according to the Customizing settings for the document type.