SAP Easy DMS User Manual

Easy DMS User manual
SAP Easy DMS ECC 6.0
Revision History
VERSION DATE AUTHOR REVIEWER APPROVER REMARKS
1.0 04.11.2013 Tejendra Soni Draft Version

1.1 11.11.2013 Tejendra Soni Final version
Table Content
1. Login to Easy DMS ..................................................................................................................................... 2
2. Create Document through Easy DMS ....................................................................................................... 6
3. Change Document in Easy DMS. ............................................................................................................. 11
4. Display Document. .................................................................................................................................. 12
5. Create a new version of a Document...................................................................................................... 13
6. Editing of the attached file...................................................................................................................... 14
7. Search a document. ................................................................................................................................ 16
SAP Easy DMS_USER MANUAL Page 1

1. Login to Easy DMS
Please double click following icon from your desktop.
Depending on your requirement, please select appropriate environment in Available Systems field
shown in the screen below E.g. Quality/Production.

Please provide user name and password, and press Log On.
Following screen will be displayed on your screen.
The screen will look similar to a normal Windows Explorer Screen. You can identify the difference from
the Toolbar displayed on the top portion of the screen.

Following list explains the use of different Icons displayed on the toolbar shown in the above screen.
Icon Explanationasdfspdo Icon Description
Allows you to log on and log

off when you are in SAP Easy
Document Management. You
can also log off using the
context menu of a folder.
Allows you to create a new

folder

document

version of a document
Allows you to define the file

properties for a document
(e.g. link this document
Allows you to search for

folders or documents
No Deletion access given to any users. Instead of Deleting the file,

please create a new version
of the same document and

replace the new file in the

attachment
Allows you to edit the selected

file
Allows you to view a file
Allows you to check in the

selected file(check in option is
generally used to edit the file
offline, we strongly advise to
perform the upload of edited
file with creation of new
version instead of Checking
in)
Allows you to print the original

file

2. Create Document through Easy DMS
Please select following action from the toolbar.
Following Screen will be displayed on your screen.
SAP Document Type: (Select from

Available Options e.g. CIR, DRW)
Provide Description of the Document
Select to Link your Document from

your local drive (e.g. CIR excel file)
After you select - Add a new file, following screen will be displayed.

Select the appropriate file from your local drive/Desktop.

After adding the file, please visit the second tab Object Link in the same screen.
Select, button to choose from the list of available SAP objects

For our example, select appropriation request.
Select this button for searching existing appropriation request.
Press button to save the document.
The document will be displayed on the screen in the folder structure.
Note: If the attached file is not saved in the content server by step:H ,
the file cannot be opened by other user , also the file will have unlock symbol.
If you would like to restrict the changes in this file, please right click on the document.

And select Change Status
Select LK Locked to prevent any changes to this document.
Note : Please make sure to create a new version of the document instead of changing the same file.
Same document will be shown in SAP tcode CV03n.

3. Change Document in Easy DMS.
Please right click on the document displayed on your screen.

4. Display Document.
You can display a document in following ways:
- Double Click the document
- Right click on the document View File.
- To look at SAP Properties, Right Click SAP Properties (SAP Properties show you SAP document
number, Object Link, User, version)
- You can rename the file, right Click on the document rename file.
- Display with SAP GUI that option will redirect you to SAP screen from Easy DMS.

5. Create a new version of a Document.
Right Click on the document displayed on the document. Select New Version.
New version will be created.
New version will have same attachment of word document.

You can delete the document from this version and attach a new document.
To delete document, you can select the file and select
To attach latest version of document, you can select , select this button.
New version will inherit the object links (e.g. WBS, Appropriation Request)
6. Editing of the attached file
Right Click on the file to be edited.
Create a new Version by selecting as shown below.
It will create a new version 02 , as shown below.
Right click on newly created version.

Following screen will open up:
Remove the file with older version and replace with new file you created.
to delete the file.
to attach new file.

7. Search a document.
Click on Search Document
Following screen will open up.
You can search by part of description like CIR* to find all document name starting with CIR string.
You can search by User name, Status, Object Link, Classification, Document Number, Version.
Once you define your search criteria, Press Search.

The system will open up all documents satisfying your search criteria.
Double Click your document to view the file.

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Easy DMS User manual

SAP Easy DMS ECC 6.0

VERSION DATE AUTHOR REVIEWER APPROVER REMARKS

1.0 04.11.2013 Tejendra Soni Draft Version

1. Login to Easy DMS ..................................................................................................................................... 2

2. Create Document through Easy DMS ....................................................................................................... 6

3. Change Document in Easy DMS. ............................................................................................................. 11

4. Display Document. .................................................................................................................................. 12

5. Create a new version of a Document...................................................................................................... 13

6. Editing of the attached file...................................................................................................................... 14

7. Search a document. ................................................................................................................................ 16