Working with Document Info Records 

Prerequisites

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You are on the level of the required project element on the SAP DMS tab page in the document info records overview.

If a single document info record is linked to this project element, the system displays the document structure straight away when you open the tab page. If this is the case, choose Close Document Structure to go to the overview. You can only create new links from here.

Procedure

Creating a Document Link

       1.      Choose Create.

       2.      The system guides you through the creation process. Enter the required data and then choose Continue in each screen.

If you create a link to an existing document info record, note that the link is only saved when you save the project. If you leave the project without saving after you have created a link, the link will not be saved.

Note the following when you create a link to a new document info record:

·         The new info record with the link is only saved when you save the project. If you leave the project after creating the link without saving, the info record with the link will not exist in SAP DMS.

·         The system only displays the info record identification once you choose Refresh.

       3.      Once you reach the overview again, save your project.

If the first link you create is a link to an existing document info record, the system displays the document structure as soon as you have selected the document info record and does not automatically return to the overview.

Changing the Name of a Linked Document Info Record

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       1.      Select a document link.

       2.      Choose Change.

       3.      Enter the new name and choose Continue.

Deleting a Document Link

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       1.      Select a document link.

       2.      Choose Delete.

The system deletes the link. Note that the document info record still exists in DMS.

Displaying or Editing a Document Info Record

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       1.      To display the data of the document info record, click on the identification.

       2.      To open the document info record in SAP DMS for editing, click Open in the Application column.

Displaying the Document Structure of a Document Info Record

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       1.      Select a document link.

       2.      Choose Display Document Structure.

       3.      To open the document info record for editing from the document structure in SAP DMS, click on the document number.

       4.      To display the original of a document info record from the document structure, click on the file name (if it exists).

Including a Document Info Record in an Entire Document Structure or Deleting it

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       1.      Select a document link.

       2.      Choose Entire Document Structure.

       3.      Choose whether you want to insert the document info record in the document structure of a superior project element or delete it from the document structure.

If you are in a project definition for which you have already created a project status report in SAP DMS, the document structure of this status report is the superior document structure.

The system proposes all superior project elements and the document structures that belong to them.

       4.      Select a document structure and choose Continue.

       5.      Save the project.

The system inserts the document info record in the document structure or deletes it from the document structure. If you display the superior document structure, it might be necessary to choose  Read SAP DMS document structure again.

Transferring Documents Between cProjects and SAP DMS.

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       1.      Select a document link.

       2.      Choose Transfer Documents.

       3.      If necessary, choose whether you want to transfer project status reports or documents to the project element you currently in.

This query appears in the project definition only and then only if you store your status reports in cProjects. Otherwise, the system displays the overview of the cProjects documents of the project element.

       4.      Transfer the required documents.

For more information, see Transferring Documents.

Displaying Threshold Value Violations for a Document Info Record

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       1.      Select a document link.

       2.      Choose Threshold Values.

The system displays the threshold value violations for this document link. You can set a manual severity here.

       3.      To close the area, choose Hide.

 

See also:

Integration with SAP Document Management