FEATURE FOCUS:CREATING DOCUMENT INFORMATION RECORDS (DIR) AND STRUCTURES
In this article, we demonstrate two more apps in “The Elephant”, our new SAP DMS user interface: How to create a Document Information Record (DIR) in the Overview App and the usage of Structures in the Structure App.
More examples of the great functionality we offer with our interface.
CREATING A DOCUMENT IN THE OVERVIEW APP
With the Document app, it’s fast and easy to create a new Document Information Record (DIR).
Once you access the Fiori Launchpad click on the tile that opens the document management app (Documents app).
This action will allow access to the general menu of options for document management.
Working in a browser make some things different. We are bound to browser security limits. So, for instance, ‘check out’ will place your document into the download folder whilst ‘check-in’ will require pointing to where the document is saved which is slightly different to SAP EASYDMS.
“The Elephant” focuses on ensuring that all the functionality when creating, editing and modifying structures and subscriptions is easily available to the user. Some examples of what you can do include :
Create Multiple Documents by Load: This feature allows for mass document creation by simply uploading the documents to the system.
Change Master: This feature assists the user in change the master options of one a series of documents.
Search bar: A highly efficient Search capability for document seraches.
My Subscribed Documents: A simple but effective breakdown of all documents a user is subscribed to.
Highlights in the creation of a document
Many of the things we use today are still the same, although of course we have some new functionality, but we also focus on ensuring that they are all readily available when required.
Classification, Object links and User Groups are all available although one option we do not have in supportive authorizations for documents are the departments, meaning HR objects. This is not a standard option in “The Elephant”.
“The Elephant” focuses on the usage of user groups, and these are much more automated than the way SAP EasyDMS handles them..
HOW TO HANDLE STRUCTURES IN THE STRUCTURE APP
A structure is a collection of documents with the same characteristics. We can effectively use these structures as a template or as a simple collecting point for documents.
A project is capable of creating a project structure and copy these 1:1 or simply place a document into a new structure.
Once we are subscribed to a structure we can gain fast access via the Overview app. All document types can be a structure.
A structure will in the crossover period between SAP EasyDMS and “The Elephant” be visible as a folder and vice versa.
REQUEST A DEMONSTRATION
Of course the best way for you to see these excellent features is to join us for a demonstration, it will take up very little of your day but will certainly be time well spent. You may have specific queries or functionality that is currently unavailable so bring those along too and we will do our very best to address these.
We look forward to showing you all the great functionality of “The Elephant”
1: Open Fiori Launchpad. 2: Open Mass Document Creation app. 3: Choose Document Type 4: Fill mandatory header fields. 5: Fill mandatory classification fields. 6: Download the corresponding Template. 7: Upload the template with data to upload. 8: Add User Groups 9: Load Originals 10: Press Create Documents Button