SAP Easy Document

Management
Version 3.0
SAP AG
 Summary

Overview

Functions in version 3.0

General information

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 mySAP Product Lifecycle Management – Edition 2003

Change and
Life-Cycle Data Product Structure
Document Management Recipe Management Integration Configuration
Management Management
Management

Asset Life-Cycle Technical Assets Preventive and Predictive

Maintenance Execution Work Clearance Management
Management Management Maintenance

Program and Project

Project Planning Project Execution Interfaces Program Management
Management

Life-Cycle
Collaborative Project Enterprise Portal
Collaboration and Design Collaboration Quality Collaboration Analytics
Management Content
Analytics

Quality Management Audit Management Quality Control Quality Improvement

Hazardous Dangerous Industrial

Environment, Health Basic Data and Waste Occupational
Product Safety Substance Goods Hygiene and
and Safety Tools Management Health
Management Management Safety

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 Business Challenge

Enterprise-wide document management has to

fulfill multiple requirements:

¾ Easy application

¾ Save on data storage without redundancies

¾ Seamless integration in ERP system without additional interfaces

¾ High performance despite high volumes of data

¾ Simplify teamwork and internal collaboration

¾ Allow easy linkage to other business objects

¾ Mature authorization concept

¾ Manage all kinds of data, including e-mail files

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 Value Proposition

General characteristics of the solution

¾ Reduces time to market, because document management takes less time
¾ Makes communication channels more efficient
¾ Eliminates redundant data within the company
¾ Ensures secure document storage; documents are stored in a database

Unique selling proposition

¾ Enterprise-wide integrated document management
¾ Reliable data storage
¾ Support of group work and internal collaboration
¾ Management of all types of documents
¾ Save documents directly from applications
¾ Solution is integrated in Microsoft Explorer
¾ No additional interface necessary for SAP R/3

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 Value for Your Company

Benefits for your company

9 Simplified R/3 document management
9 Fast and direct access to information
9 Minimized effort of data maintenance
9 Simplified teamwork and internal collaboration
9 Easy to use
9 Low training expenditure, particularly suited for occasional users
9 High user acceptance

Technical benefits
9 Secure and central data storage for all business documents
9 Easy installation
9 Support of distributed storage locations
9 Support of customer-specific enhancements with standard R/3 procedures
9 Usage of standard SAP R/3 Customizing
9 Usage of standard SAP R/3 authorization concepts
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 Why Have Different User Interfaces for SAP Document
Management?
User interfaces for SAP
document management:

Standard user interface in R/3

Very powerful
Training needed
Target group is power users
Portal
Indirect and more passive
access to documents via
connector
WebDocuments
Passive access to documents
directly on Web
SAP Easy Document
Management
Easy and active access to
documents within Windows-
based applications

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 General Information

General information :

•Software is free of charge

for mySAP Business Suite
customers
•Standard R/3 customers can
order the software through their
sales channels (CD)
•mySAP Business Suite
customers can download
the software from the SAP
Service Marketplace.
•Languages: German, English
and Japanese in 2003, more
languages in 2004
•Current pricing information is
available from local
SAP Sales

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 Summary

Overview

Functions in version 3.0

General information

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 Log On

Initial logon using shortcut on

desktop
User-specific logon in Windows
Explorer

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 Basic Functions

• Manage document structures and SAP Easy Document Management

documents
• Check in documents with in Microsoft Explorer®
drag and drop, or cut and paste
• Comprehensive document search
• View and manage your personal folder
structure
• View and manage the public folder
structure
• Check in and check out documents
directly from Microsoft Office
applications with Save As
and Open
• Check out documents and start the
appropriate application
• Move and copy documents
• Work with links to documents and
folders
• Delete documents
• Versioning of documents

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 Basic Functions

Representation of document
information

• Manage document properties and the

document file
• Attach multiple document files to one set
of document properties
• Document properties window shows all
document-relevant information in one view
• Add additional data fields using SAP R/3
classification (multi-value characteristics
and mandatory characteristics are
possible)
• Link to other business objects
• Steer software adjustments and
enhancements in R/3

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 Basic Structure of Folders

Public folder structure:

Quick access to information and documents for
all persons involved in a project/product
My documents:
Private or team area for documents
Search result:
Temporary result list for search function

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 Manage Folder Structures

z Create, change, rename and

delete folders
z Status, classification
information, and versions
available on folder level
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 Manage Documents

Drag and drop

• Drag a document from Microsoft

Explorer into a folder in SAP Easy
Document Management
• Cut, copy, and paste documents

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 Save Files Directly from an Application

• Save file directly

from application
using Save As

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 Add Additional Files to a Document

Add additional files by using

the Windows browse function
to open a document

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 Status Management and Classification

Status management corresponds Use of classification to add

to R/3 Customizing attributes to the document

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 Create Versions

Automatic creation and check-

in of new version by choosing
one pushbutton

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 Find Documents

By doing a
document search
you can combine
search attributes
from all three tab
strips

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 Find Documents Using Object Link to Other
Business Objects

By doing a
document search
you can combine
search attributes
from all three tab
strips

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 Find Documents Using Classification Data

Enhanced search for

documents using
classification data

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 Find Documents Using “Where-Used”

Find documents
according to “Where-
Used”, with direct
function in mouse
context menu

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 Find Versions of a Document

Find versions of a
document by using
function in mouse
context menu
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 Editing Files (Check-Out)

Open document for editing by

double-clicking on the
document, or choosing the
pushbutton in the function bar

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 View Files

View files by
choosing
pushbutton in
function bar

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 Save E-Mails (Message)

Save Microsoft Outlook mails directly

in SAP Easy Document Management
(also with drag and drop)

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 Save E-Mail Attachments

Save attachments (and not e-

mail) directly in SAP Easy
Document Management
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 Object Links

Linkage to all other SAP

business objects
possible

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 Easy Direct Access to R/3

Easy R/3 access with

pushbuttons in document
properties window

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 Preferences

Preferences
regarding general
file handling and
deletion of
documents from
cache

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 Offline Access

Download structure and files in

2 steps:
• Select download options
and read folder structure
• Download folder structure

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 Work in Offline Mode with Automatic Upload

• Logon to offline mode of

folders and documents from
mouse context menu or new
logon
• Work with documents in
offline mode of SAP Easy
Document Management
• Reconciliation with online
structure starts automatically
with next online logon

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 Export Folder Structures

• Export multilevel folder

structure with documents on
a drive within the network

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 Copy Folder Structure with Documents

• Copy multilevel folder

structure in SAP Easy
Document Management (for
example, a copy of a
template structure)

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 Send File in E-Mail

• A new e-mail is opened.

The file is copied from R/3
and included as an
attachment in the e-mail

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 Send Document URL in E-Mail

• A new e-mail is opened,

which includes the URL of
the document

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 Define Filters for Displaying Documents

• Filters can be created and

saved. Multiple filter
criteria can be added,
together with logical
AND/OR links

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 Change Layout

• For the detail screen you

can change the layout to
display the document
information you need by
using the Change Layout
function. This enables
you to determine what
information is displayed,
as well as its position.

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 Summary

Overview

Functions in version 3.0

General information

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 Testimony of a Reference Customer

Aesculap AG & Co. KG :

"With SAP Easy Document Management, we can use our existing

SAP resources to best advantage, whilst integrating new user
groups in our logistics processes. Aesculap uses SAP Easy
Document Management to manage all documents that are created
during the product development process worldwide. The tight
integration of SAP Easy Document Management in the Windows
environment achieves high user acceptance, without sacrificing
the advantages of SAP document management, of which
integration with other SAP objects is especially important."
Matthias Neubrand Director Technical Applications

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 Overview of New Functions in Version 3.0
Search in class
The existing Search document function has been extended to support searching in
a specific class (including searching the class with a wildcard), and characteristic
values as search criteria.

Multiple validation of characteristic values

Working with multiple characteristic values in the classification is supported.

Delete cache
Documents in the cache that are no longer needed are deleted automatically.

Copy folder structure

Copying a folder structure is supported with a template process that can be
enhanced easily.

Send file in e-mail

Send file checks out the selected file(s) (for viewing), and opens a new mail with
these file(s) as attachment(s).
Send link in e-mail
This function generates an URL with the document keys of the selected
document/folder. The URL is inserted as text into a new mail; from here, it can also
be copied into other applications.

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 Overview of New Functions in Version 3.0

Dynamic configuration of document types and default data

A list of “valid” document types and some default values (for document data or
classification) can be determined, for example, dependent on the folder.

Display variants
Users can create their own detail view variants, and then save these variants.

Display filter
The list can be filtered by values or simple rules, such as filter by document, user, type,
or status. Another filter type is “show latest (released) version”. The user can save
such a “display filter” under a different name.

Offline editing
This function enables the user to view or edit selected documents, even when not
connected to R/3. The function consists of three sub-functions: Downloading the
structure and files (“make available”), working offline, and synchronize.

Export folder structure

The export function has been enhanced, so the local copy is structured by sub-folders.
In a dialog box, the user can select “rules” to determine how the originals should be
copied.

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 Frequently Asked Questions
Who do I contact if I have any questions?
For business questions please contact SAP Solution Management
(email: thomas.klee@sap.com).
„ How do I get hold of the software?
R/3 customers can order the software CD from the SAP Service Marketplace. mySAP Business
Suite customers can download the software from the SAP Service Marketplace. Support
Packages are also available for all customers from the SAP Service Marketplace.
How do I get the tool to run?
The software has to installed locally on the PCs. A SAP GUI installation is not necessary.
Customizing needs to be done in both in SAP R/3 and in SAP Easy Document Management. For
details please refer to the Installation Guide available in the software delivery.
What are the plans for the future?
SAP plans to enhance functionalities step-by-step according to customer demand.
Can certain functions in version 3.0 be adjusted individually?
Yes; SAP wants to enable customers to adjust certain functions exactly to their needs. Certain
functions have now been enhanced to meet these requirements, such as: URL link, export, copy
folder structure, limit document types, and set default values of characteristics.

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