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 Editing of Folders and Documents

Use

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 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.

End of the note.

Prerequisites

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 .

Features

Create New Folder and Document

You can create a new subfolder or document for the folder you are currently editing by choosing Start of the navigation path Folder Next navigation step New End of the navigation path .

  • 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.

Edit Detailed Data for Folders and Documents

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 Start of the navigation path Folder Next navigation step Details Next navigation step Settings Next navigation step Properties. End of the navigation path

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 Start of the navigation path Details Next navigation step Settings Next navigation step Properties. End of the navigation path In addition to the document data for a folder, you can display detailed data for the workstation application (for example, the storage category ) and change the data (for example, the description ).

Edit the Content of a Document

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.

Create Reference

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.

Copy

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.

Move

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.

Create New Version

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.