Jawad Akhtar is an SAP logistics and supply chain management expert with a focus on business sales and delivery. He earned his chemical engineering degree from Missouri University of Science and Technology in the United States. He has 20 years of professional experience, 14 of which have been spent working with SAP systems. He has experience working on several large-scale, end-to-end SAP project implementation lifecycles, including rollouts. He works with SAP clients to help them identify root causes of business issues and address those with the appropriate SAP products and change management strategies. He now focuses on next-generation SAP products such as SAP S/4HANA, SAP IBP, SAP Ariba, and SAP Hybris.

Akhtar is also a technical advisor to SAPexperts, an ASUG speaker, and a contributor to SearchSAP, where his "Ask the Expert" column shares real-life lessons and best practices gleaned from SAP implementations, ways to avoid common project pitfalls, and features of various SAP products that solve key business issues.

Use digital signatures, engineering change management, and SAP Business Workflow

... Acknowledgments ... 15

... Preface ... 17

... Who Is This Book For? ... 17

... How This Book Is Organized ... 18

... Example Scenario ... 20

... Conclusion ... 22

1 ... Introduction to Document Management ... 25

1.1 ... Digital Asset Repository ... 27

1.2 ... Cross-Linking Objects ... 31

1.3 ... Collaboration Hub for Business Partners ... 34

1.4 ... Manage Documents App ... 39

1.5 ... Summary ... 39

2 ... Configuring Document Management System ... 41

2.1 ... Control Data ... 42

2.2 ... General Data ... 67

2.3 ... Integration with SAP Document Center ... 81

2.4 ... Document Distribution ... 82

2.5 ... Conversion of Original Application Files ... 89

2.6 ... SAP 3D Visual Enterprise Generator ... 95

2.7 ... User Exits, BAdIs, and Configuration Object Checklist ... 102

2.8 ... Summary ... 104

3 ... Classification ... 105

3.1 ... Classification Overview ... 106

3.2 ... Characteristics ... 107

3.3 ... Create a Class and Assign Characteristics ... 114

3.4 ... Object Dependencies ... 117

3.5 ... Assigning a Class to a DMS Document Type ... 118

3.6 ... Finding Objects Using Classification ... 120

3.7 ... Summary ... 122

4 ... Document Info Record Management ... 123

4.1 ... Creating a Document Info Record ... 124

4.2 ... Originals ... 129

4.3 ... Classification System and Additional Data ... 138

4.4 ... Object Links ... 141

4.5 ... Document Browser ... 146

4.6 ... Changing a Document Info Record ... 147

4.7 ... Display a Document Info Record: Change History ... 148

4.8 ... Integrating with SAP ArchiveLink ... 150

4.9 ... Version and Part Management ... 152

4.10 ... Searching Document Info Records ... 158

4.11 ... Additional DMS Functionalities ... 173

4.12 ... Manage Documents App ... 175

4.13 ... Summary ... 182

5 ... Structuring, Distribution, Conversion, and Reporting ... 183

5.1 ... Document Structuring ... 184

5.2 ... Document Distribution ... 189

5.3 ... Reporting ... 200

5.4 ... Document Conversion ... 206

5.5 ... Summary ... 211

6 ... Digital Signatures ... 213

6.1 ... Configuring Digital Signatures ... 214

6.2 ... Assigning Digital Signatures to Document Types ... 218

6.3 ... Triggering Digital Signatures ... 219

6.4 ... Managing Digital Signatures ... 223

6.5 ... Application of Digital Signatures in SAP S/4HANA ... 224

6.6 ... Summary ... 225

7 ... Engineering Change Management ... 227

7.1 ... Change Master ... 227

7.2 ... Change Record ... 240

7.3 ... Engineering Record ... 247

7.4 ... Management of Changes ... 254

7.5 ... Summary ... 262

8 ... SAP Cloud-Based Document Management Solutions ... 263

8.1 ... SAP Document Center ... 264

8.2 ... SAP Cloud Platform Document Service ... 271

8.3 ... SAP Engineering Control Center ... 272

8.4 ... SAP Extended ECM by OpenText ... 282

8.5 ... SAP Intelligent Product Design ... 285

8.6 ... SAP Innovation Management ... 287

8.7 ... Summary ... 288

9 ... Infrastructure Setup ... 289

9.1 ... Content Server Setup ... 290

9.2 ... Cache Server Setup ... 294

9.3 ... Index Server Setup ... 296

9.4 ... Conversion Server ... 297

9.5 ... SAP 3D Visual Enterprise Generator ... 298

9.6 ... Infrastructure Considerations ... 299

9.7 ... Summary ... 301

10 ... Authorization Management ... 303

10.1 ... Defining Security Requirements ... 303

10.2 ... Standard DMS Authorization Objects for Document Info Records ... 304

10.3 ... Additional Non-DMS Authorization Objects for Classification ... 313

10.4 ... Access Control Lists ... 316

10.5 ... Summary ... 319

11 ... Workflows in Document Management System ... 321

11.1 ... Defining Workflows and Maintaining Tasks ... 322

11.2 ... Creating Container Element ... 322

11.3 ... Triggering Event ... 326

11.4 ... Setting Up the Workflow Builder ... 326

11.5 ... Adding Tasks and Activating the Workflow ... 329

11.6 ... Trigger and Test the Workflow ... 338

11.7 ... Summary ... 340

12 ... Implementing Document Management System with SAP Activate ... 341

12.1 ... Introduction to SAP Activate ... 342

12.2 ... SAP Activate Workstreams ... 354

12.3 ... Discover Phase ... 356

12.4 ... Prepare Phase ... 366

12.5 ... Explore Phase ... 373

12.6 ... Realize Phase ... 377

12.7 ... Deploy Phase ... 387

12.8 ... Run Phase ... 392

12.9 ... Summary ... 396

... The Author ... 397

... Index ... 399