Sap HCM User Manual Document Management System

HUMAN CAPITAL MANAGEMENT
TRAINING MANUAL
FOR
Druk Green Power Corporation Limited
Druk Holdings and Investments Limited
Wipro Ltd.
Date: 13.12.2010
Version 1.0
Human Capital Management

User Manual for HCM- DMS
Table of Contents
Document Management System .........................................................................................................................2
Document: Create ............................................................................................................................................2
Create new version of a stored document ................................................................................................... 10
Document: Change ....................................................................................................................................... 16
Document: Display & Distribution ................................................................................................................ 20
Document: Find............................................................................................................................................. 25
Prepared By: Core Team Members and Wipro Consultants
Page 1

Document Management System

Document Management System is used to make documents available throughout the
business wherever necessary and link them with SAP objects from different business
areas. Documents can be linked with WBS elements, activities and material components as
well.
Document: Create
Trigger: Perform this procedure when you need to create a document.
Access Transaction By:
Via Menus
Via Transaction Code
Logistics or Accounting Project System Documents

Document management System Create
Document
CV01N
Page 2

Field Name
Description
R/O/C
User Action and Values
Document
Document number.
Enter * in the Document

field.
Document
type
Document type.
In the Document type field

press F4 to get the
adjacent screen and Select
the appropriate document
type from the search help.
Document
part
Section of a document
which is maintained as an
independent document.
By default, system will

assign 000 as document
part.
Document
version
Number which identifies

the version of a
By default, system will

assign 00 as document
Comments
Page 3

document.
version.
Press enter.
Page 4

The directory opens up for selecting the correct file.
Select the file from the directory and click on the OPEN button. The selected file is copied
to the DMS screen.
To do the Document Check In, select the line item.
Page 5

The above screen appears; place the cursor on the line item and right-click. The drop down
list appears as shown above. Bring the cursor down and double-click on the Check In line
item.
The document storage list appears as shown below.
Page 6

Select the storage type and click on the Continue
After completion of the document check in, the status of the Lock is changed from
OPEN to CLOSED as shown below:
button.
Page 7

Click on the additional data tab and select the relevant document type. This will become
helpful while searching the document later.
To link the document that is being created to a technical object, click on the object link
tab, as shown below;
Page 8

For example, WBS element IF-011004 is linked to this document, as shown above.
To save the document, click on the Save
button.
The system task is now complete.
Page 9

Create new version of a stored document

Trigger: Perform this procedure when you need to create a new version for a document.
Via Menu
Logistics or Accounting Project System

Documents Document Management System
Create
Document Create
CV01N
Field Name
Description
R/O/C
Document
Document number
Enter the document no. in

the Document field (Press
F4 for help).
Document
type
Document type
In the Document type field

press F4 to get help and
select the appropriate
document type from
Comments
the search help.

Document
part
Section of a document
which is maintained as
an independent
document
Document
version
Number which
identifies the version of
a document
Enter the document part

(if any).
Press New Version button.
Page 10

Enter the document number, document type, document part & document version for which
a new version has to be created as shown above.
Click on the
button to create a new document version.
System pops up a new version confirmation screen as shown above.
Page 11

Click on the Continue button to create a new version.
If already document is assigned to SAP object, system will display object selection screen as shown
above.
Click on
button to select the object type.
Page 12

The next version is displayed as shown above.
To make changes in the document select document and click on change original
button.
Page 13

System will popup following screen.
Select location to save file using original field and save file.
Page 14

The status of the Lock is changed from CLOSED to OPEN.
Give necessary inputs in the respective tabs (Document data, Additional Data, Object Links)
if required.
Add the new version of the document.
Check in the document.
Click on the Save
button.
Page 15

The document number 10000000145 with version 01 is displayed as above.
To go back to the SAP Easy Access Menu, click on the Back
button.
Document: Change
Trigger: Perform this procedure when you need to change a document.
Via Menu

Change
Document Change
CV02N
Page 16

Enter document number, document type, document part & document version in fields a
shown above.
Field Name
Description
R/O/C
Document
Document number.
Enter the document no. in the

Document field (Press F4 for
help).
Document
type
Document type.
In the Document type field press

F4 to get help and select the
appropriate document type from
the search help.
Document
part
Section of a
document which is
maintained as an
independent
document.
Enter the appropriate document

part & version (if any).
Document
version
Number which
R
identifies the version
of a document.
Comments
Press New Version button.
Click Enter
button, to go to the next screen.
Page 17

To make other changes use tabs such as Document data, Additional Data, Object links.
Page 18

To change the document click on the Change Original

up make necessary changes and Save the file.
Carry out the Document Check In process once again till the Lock
position.
Click on the Save
button and when the file opens
is found in Locked
button.
The document number 10000000108 with version 00 is changed as shown above.
To go back to the SAP Easy Access Menu, click on the Back
button.
Page 19

Document: Display & Distribution
Via Menu

Display
Document Display
CV03N
Page 20

Page 21

Page 22

Page 23

Page 24

Document: Find
Via Menu

Find
Document Find
CV04N
Page 25

Page 26

Sap HCM User Manual Document Management System

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HUMAN CAPITAL MANAGEMENT

Human Capital Management

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Document Management System

Access Transaction By:

Via Transaction Code

Logistics or Accounting Project System Documents

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

User Action and Values

Enter * in the Document

In the Document type field

By default, system will

Number which identifies

By default, system will

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

The directory opens up for selecting the correct file.

To do the Document Check In, select the line item.

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

The document storage list appears as shown below.

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Select the storage type and click on the Continue

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

To save the document, click on the Save

The system task is now complete.

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Create new version of a stored document

Access Transaction By:

Via Transaction Code

Logistics or Accounting Project System

User Action and Values

Enter the document no. in

In the Document type field

the search help.

Enter the document part

Press New Version button.

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

button to create a new document version.

System pops up a new version confirmation screen as shown above.

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Click on the Continue button to create a new version.

button to select the object type.

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

The next version is displayed as shown above.

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

System will popup following screen.

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management