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How to Optimize Organizational Effectiveness with SAP Document Management System?

Do you know that an average employee spends 60% of his working day on paperwork? Now imagine how efficient the work would be if employees could distribute this time evenly between their tasks. 

You can cope with an increased amount of paperwork and automate all the related processes with SAP Document Management System (SAP DMS).

SAP DMS is a cross-platform SAP system element that allows storing, managing, editing documents and digital assets and provides access to them. It also ensures both digital and paper information arrangement and the creation of virtual copies for each information type.

Deep integration with other SAP system modules, being a solution distinctive feature, provides quick access to the original document.

SAP DMS Key Features

SAP DMS allows connecting and managing:

  • CAD models and drawings;
  • Microsoft Office files;
  • scanned images;
  • multimedia files;
  • other electronic files that should be stored and controlled in a safe environment. 

With the module, you can:

  • create a single document repository;
  • manage the original documents from any SAP system module; 
  • search for necessary documents by keyword;
  • choose their storage; 
  • control and manage document statuses;
  • create document hierarchy;
  • set access rights;
  • authenticate documents (digital signature);
  • manage document versions.

No matter what type of business you have, the solution can be applied to retail, healthcare, automotive, and other business areas with a huge amount of documentation.

SAP DMS Implementation Peculiarities

The first peculiarity of the module is its autonomous implementation with SAP ERP. The module can be implemented before, at the same time, or after the implementation of ERP system basic components (PP, MM, SD FI, or CO). SAP DMS can be also implemented as an add-on to the SAP ECC basic configuration.

The second peculiarity is the opportunity to implement the module separately from other SAP solutions. SAP DMS is an SAP system component that can be realized as the initial stage of its deployment. 

How Does the Module Work?

With SAP DMS, a document info record that is equal to any operating system file folder is created in the system. It safely stores technical drawings and files of any format and type. If necessary, access to particular documents can be opened for certain users. 

All info records contain several key elements that increase the amount of information available and include the following data: 

  • document properties and information about saved files (for example, their size, number of pages, type, storage, etc);
  • classification data (additional document metadata);
  • links to other SAP objects (for example, purchase orders or other related to SAP materials). 

Status Network

SAP DMS provides a comprehensible paperwork algorithm that is called Status Network. It allows tracking and managing documents at all stages of their life cycle. 

Every info record life cycle starts in SAP DMS, an “In work” or “New” status. After this, the record can be viewed, edited, updated, or deleted (depending on the user’s access). 

The info record status can be also changed into “In Review”. At this stage, the initial file is usually blocked. It means that users cannot change the document while it is viewed by a controlling person. 

If the record is not approved, the status changes into “In Work” with additional notes and tasks. If a controlling person approves the document, the status becomes “Released”. 

Besides that, SAP DMS provides users with the opportunity to convert source files of any format to PDF files or another universal format for viewing 2D and 3D files.

LeverX experts can easily integrate SAP DMS into your business processes and customize it according to your requirements. We will help you make sure that paperwork is not as complicated and time-consuming!