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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


Easy DMS User manual

SAP Easy DMS ECC 6.0

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.

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Easy DMS User manual

SAP Easy DMS ECC 6.0

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.

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Easy DMS User manual

SAP Easy DMS ECC 6.0

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

Allows you to create a new


document

Allows you to create a new


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

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Easy DMS User manual

SAP Easy DMS ECC 6.0

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

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Easy DMS User manual

SAP Easy DMS ECC 6.0

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.

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Easy DMS User manual

SAP Easy DMS ECC 6.0

Select the appropriate file from your local drive/Desktop.

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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

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Easy DMS User manual

SAP Easy DMS ECC 6.0

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.

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Easy DMS User manual

SAP Easy DMS ECC 6.0

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.

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Easy DMS User manual

SAP Easy DMS ECC 6.0

3. Change Document in Easy DMS.

Please right click on the document displayed on your screen.

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Easy DMS User manual

SAP Easy DMS ECC 6.0

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.

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Easy DMS User manual

SAP Easy DMS ECC 6.0

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.

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Easy DMS User manual

SAP Easy DMS ECC 6.0

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.

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Easy DMS User manual

SAP Easy DMS ECC 6.0

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.

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Easy DMS User manual

SAP Easy DMS ECC 6.0

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.

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The system will open up all documents satisfying your search criteria.

Double Click your document to view the file.

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