SAP Easy Document Management Version 3.0 SAP AG

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1 SAP Easy Document Management Version 3.0 SAP AG

2 Agenda Überblick Funktionen Generelle Informationen SAP AG 2002, Title of Presentation, Speaker Name / 2

3 mysap Product Lifecycle Management Edition 2003 Life-Cycle Data Management Document Management Product Structure Management Recipe Management Integration Change and Configuration Management Asset Life-Cycle Management Technical Assets Management Preventive and Predictive Maintenance Maintenance Execution Work Clearance Management Program and Project Management Project Planning Project Execution Interfaces Program Management Life-Cycle Collaboration and Analytics Design Collaboration Collaborative Project Management Quality Collaboration Analytics Enterprise Portal Content Quality Management Audit Management Quality Control Quality Improvement Environment, Health and Safety Basic Data and Tools Product Safety Hazardous Substance Management Dangerous Goods Management Waste Management Industrial Hygiene and Safety Occupational Health SAP AG 2002, Title of Presentation, Speaker Name / 3

4 Herausforderungen des Marktes Ein unternehmensweites Dokumentenmanagement hat verschiedenen Anforderungen zu genügen: Einfache Anwendung / Bedienung Datensicherung ohne Redundanz Integration in das ERP System ohne zusätzliche Schnittstellen Performance trotz hohe Datenvolumens Einfaches Teamwork und interne Collaboration Einfache Anbindung an weitere Business Objekte Sicherheits- / Zugriffskonzept Verwaltung aller Daten und Formate, einschließlich SAP AG 2002, Title of Presentation, Speaker Name / 4

5 Nutzenargumente Generelle Eigenschaften Verkürzung Time to Market, durch einfache Bedienung und Verwaltung Effizienter Datenzugriff Vermeidung von Redundanz im Unternehmen Datensicherheit, Dokumente werden in einer Datenbank abgelegt Unique Selling Proposition Unternehmensweite integriertes Dokumentenmanagement Zuverlässige Datenablage Unterstützung von Team- und Gruppenarbeit Verwaltung aller Typen von Dokumenten Sicherung von Dokumenten direkt aus der Applikation Lösung ist in den Microsoft Explorer integriert Keine zusätzlichen Schnittstellen in SAP R/3 SAP AG 2002, Title of Presentation, Speaker Name / 5

6 Unterschiedliche Benutzer Interfaces Benutzer Interfaces für SAP Dokumentenmanagement: Standard Benutzer Interface in R/3 leistungsfähig Training notwendig Zielgruppe sind Key-users Portal Indirekter und passiver Zugriff zu Dokumenten via Connector WebDocuments passiver Zugriff zu Dokumenten direkt über Web SAP Easy Document Management Einfacher aktiver Zugriff zu Dokumenten mit Windowsbasierten Applikationen SAP AG 2002, Title of Presentation, Speaker Name / 6

7 Generelle Informationen Generelle Informationen : Software ist Bestandteil der mysap ERP mysap Business Suite Lizenz Standard R/3 Kunden können die Software über Ihren Vertriebskanal beziehen (CD) mysap Business Suite Kunden können die Software vom SAP Service Marketplace unterladen verfügbare Sprachen: Deutsch, English und Japanese in 2004 SAP AG 2002, Title of Presentation, Speaker Name / 7

8 Agenda Überblick Funktionen Generelle Informationen SAP AG 2002, Title of Presentation, Speaker Name / 8

9 Agenda Überblick Funktionen Generelle Informationen SAP AG 2002, Title of Presentation, Speaker Name / 9

10 Nutzen für Ihr Unternehmen Nutzen für Ihr Unternehmen einfaches R/3 Dokumentenmanagement Schneller und direkter Zugriffe auf Informationen Minimale Anforderungen an die Systemadministration einfachste Team- und Gruppenarbeit möglich Einfachste Benutzung Geringer Schulungs- und Einführungsaufwand für aller Art von Nutzern Hohe Benutzerakzeptanz Technische Vorteile Sichere und zentrale Datenablage Einfache Installation Unterstützung von verteilter Datenhaltung Unterstützung von kundenindividuellen Erweiterungen mit Standard R/3 Prozeduren Verwendung des Standard SAP R/3 Customizing Verwendung des Standard SAP R/3 Berechtigungskonzept SAP AG 2002, Title of Presentation, Speaker Name / 10

11 Summary Overview Functions in version 3.0 General information SAP AG 2002, Title of Presentation, Speaker Name / 11

12 Log On Initial logon using shortcut on desktop User-specific logon in Windows Explorer SAP AG 2002, Title of Presentation, Speaker Name / 12

13 Basic Functions Manage document structures and documents Check in documents with 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 SAP Easy Document Management in Microsoft Explorer SAP AG 2002, Title of Presentation, Speaker Name / 13

14 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 SAP AG 2002, Title of Presentation, Speaker Name / 14

15 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 SAP AG 2002, Title of Presentation, Speaker Name / 15

16 Manage Folder Structures Create, change, rename and delete folders Status, classification information, and versions available on folder level SAP AG 2002, Title of Presentation, Speaker Name / 16

17 Manage Documents Drag and drop Drag a document from Microsoft Explorer into a folder in SAP Easy Document Management Cut, copy, and paste documents SAP AG 2002, Title of Presentation, Speaker Name / 17

18 Save Files Directly from an Application Save file directly from application using Save As SAP AG 2002, Title of Presentation, Speaker Name / 18

19 Add Additional Files to a Document Add additional files by using the Windows browse function to open a document SAP AG 2002, Title of Presentation, Speaker Name / 19

20 Status Management and Classification Status management corresponds to R/3 Customizing Use of classification to add attributes to the document SAP AG 2002, Title of Presentation, Speaker Name / 20

21 Create Versions Automatic creation and checkin of new version by choosing one pushbutton SAP AG 2002, Title of Presentation, Speaker Name / 21

22 Find Documents By doing a document search you can combine search attributes from all three tab strips SAP AG 2002, Title of Presentation, Speaker Name / 22

23 Find Documents Using Object Link to Other Business Objects By doing a document search you can combine search attributes from all three tab strips SAP AG 2002, Title of Presentation, Speaker Name / 23

24 Find Documents Using Classification Data Enhanced search for documents using classification data SAP AG 2002, Title of Presentation, Speaker Name / 24

25 Find Documents Using Where-Used Find documents according to Where- Used, with direct function in mouse context menu SAP AG 2002, Title of Presentation, Speaker Name / 25

26 Find Versions of a Document Find versions of a document by using function in mouse context menu SAP AG 2002, Title of Presentation, Speaker Name / 26

27 Editing Files (Check-Out) Open document for editing by double-clicking on the document, or choosing the pushbutton in the function bar SAP AG 2002, Title of Presentation, Speaker Name / 27

28 View Files View files by choosing pushbutton in function bar SAP AG 2002, Title of Presentation, Speaker Name / 28

29 Save s (Message) Save Microsoft Outlook mails directly in SAP Easy Document Management (also with drag and drop) SAP AG 2002, Title of Presentation, Speaker Name / 29

30 Save Attachments Save attachments (and not e- mail) directly in SAP Easy Document Management SAP AG 2002, Title of Presentation, Speaker Name / 30

31 Object Links Linkage to all other SAP business objects possible SAP AG 2002, Title of Presentation, Speaker Name / 31

32 Easy Direct Access to R/3 Easy R/3 access with pushbuttons in document properties window SAP AG 2002, Title of Presentation, Speaker Name / 32

33 Preferences Preferences regarding general file handling and deletion of documents from cache SAP AG 2002, Title of Presentation, Speaker Name / 33

34 Offline Access Download structure and files in 2 steps: Select download options and read folder structure Download folder structure SAP AG 2002, Title of Presentation, Speaker Name / 34

35 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 SAP AG 2002, Title of Presentation, Speaker Name / 35

36 Export Folder Structures Export multilevel folder structure with documents on a drive within the network SAP AG 2002, Title of Presentation, Speaker Name / 36

37 Copy Folder Structure with Documents Copy multilevel folder structure in SAP Easy Document Management (for example, a copy of a template structure) SAP AG 2002, Title of Presentation, Speaker Name / 37

38 Send File in A new is opened. The file is copied from R/3 and included as an attachment in the SAP AG 2002, Title of Presentation, Speaker Name / 38

39 Send Document URL in A new is opened, which includes the URL of the document SAP AG 2002, Title of Presentation, Speaker Name / 39

40 Define Filters for Displaying Documents Filters can be created and saved. Multiple filter criteria can be added, together with logical AND/OR links SAP AG 2002, Title of Presentation, Speaker Name / 40

41 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. SAP AG 2002, Title of Presentation, Speaker Name / 41

42 Summary Overview Functions in version 3.0 General information SAP AG 2002, Title of Presentation, Speaker Name / 42

43 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 SAP AG 2002, Title of Presentation, Speaker Name / 43

44 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 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 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. SAP AG 2002, Title of Presentation, Speaker Name / 44

45 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. SAP AG 2002, Title of Presentation, Speaker Name / 45

46 Frequently Asked Questions Who do I contact if I have any questions? For business questions please contact SAP Solution Management ( 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. SAP AG 2002, Title of Presentation, Speaker Name / 46

47 Copyright 2003 SAP AG. Alle Rechte vorbehalten Weitergabe und Vervielfältigung dieser Publikation oder von Teilen daraus sind, zu welchem Zweck und in welcher Form auch immer, ohne die ausdrückliche schriftliche Genehmigung durch SAP AG nicht gestattet. In dieser Publikation enthaltene Informationen können ohne vorherige Ankündigung geändert werden. Die von SAP AG oder deren Vertriebsfirmen angebotenen Softwareprodukte können Softwarekomponenten auch anderer Softwarehersteller enthalten. Microsoft, WINDOWS, NT, EXCEL, Word, PowerPoint und SQL Server sind eingetragene Marken der Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iseries, pseries, xseries, zseries, z/os, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, Informix und Informix Dynamic ServerTM sind Marken der IBM Corporation in den USA und/oder anderen Ländern. ORACLE ist eine eingetragene Marke der ORACLE Corporation. UNIX, X/Open, OSF/1 und Motif sind eingetragene Marken der Open Group. Citrix, das Citrix-Logo, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, MultiWin und andere hier erwähnte Namen von Citrix-Produkten sind Marken von Citrix Systems, Inc. HTML, DHTML, XML, XHTML sind Marken oder eingetragene Marken des W3C, World Wide Web Consortium, Massachusetts Institute of Technology. JAVA ist eine eingetragene Marke der Sun Microsystems, Inc. JAVASCRIPT ist eine eingetragene Marke der Sun Microsystems, Inc., verwendet unter der Lizenz der von Netscape entwickelten und implementierten Technologie. MarketSet und Enterprise Buyer sind gemeinsame Marken von SAP AG und Commerce One. SAP, SAP Logo, R/2, R/3, mysap, mysap.com und weitere im Text erwähnte SAP-Produkte und -Dienstleistungen sowie die entsprechenden Logos sind Marken oder eingetragene Marken der SAP AG in Deutschland und anderen Ländern weltweit. Alle anderen Namen von Produkten und Dienstleistungen sind Marken der jeweiligen Firmen. SAP AG 2002, Title of Presentation, Speaker Name / 47