SAP DMS

What Is SAP Document Management System?

SAP Document Management System (DMS) is a cross application component that provides document and content management capabilities.

These capabilities are offered as part of SAP’s enterprise content management application, SAP Extended Enterprise Content Management by OpenText.

Several vendors provide DMS solutions that integrate with Docusign to provide document management capabilities.

Icertis offers Icertis Contract Intelligence, a contract management solution that includes a document management component.

Why Is Document Management Important?

Businesses — especially intelligent enterprises — generate significant content during the life cycle of their products. Each phase of a product’s life — from research to supply chain to sales — requires different information to be captured, managed, stored, preserved, and shared. It is important for companies to have a robust solution that can provide efficient management of this information.

Benefits of having a solution like SAP DMS include avoiding redundancy, maintaining data consistency, having an accessible search functionality, as well as version control and automatic classification capabilities.

What Is SAP Document Management System?

SAP Document Management System (DMS) is a cross application component that provides document and content management capabilities.

These capabilities are offered as part of SAP’s enterprise content management application, SAP Extended Enterprise Content Management by OpenText.

Several vendors provide DMS solutions that integrate with Docusign to provide document management capabilities.

Icertis offers Icertis Contract Intelligence, a contract management solution that includes a document management component.

Why Is Document Management Important?

Businesses — especially intelligent enterprises — generate significant content during the life cycle of their products. Each phase of a product’s life — from research to supply chain to sales — requires different information to be captured, managed, stored, preserved, and shared. It is important for companies to have a robust solution that can provide efficient management of this information.

Benefits of having a solution like SAP DMS include avoiding redundancy, maintaining data consistency, having an accessible search functionality, as well as version control and automatic classification capabilities.

DMS Key Considerations

DMS in SAP S/4HANA Cloud. According to Anupama Chandrasekhar, the author of an SAP blog post published in 2019, SAP S/4HANA Cloud provides a repository to store content. In her blog, Chandrasekhar covers SAP DMS from the perspective of SAP S/4HANA Cloud, and provides some information from an on-premise perspective.

SAP S/4HANA Cloud provides two main DMS offerings: a “Manage Documents” application and an “Attachment Service” reuse component. Chandrasekhar explains that the “Manage Documents” is a standard Fiori application within SAP S/4HANA Cloud that supports versioning. It contains machine learning-based automation for classifying documents.

The “Attachment Service” is a UI component that allows users to attach documents to a business object at the header and item level. “All leading applications (business objects) mandatorily consume this component to enable file attachments in order to ensure similar functionality and user experience across all the Fiori applications,” writes Chandrasekhar.

Integrate DMS with SAP Enterprise Portal. Karthikeyan Meganathan explains that DMS can be integrated with SAP Enterprise Portal, which can reduce the time it takes for users to access documents. Published in 2017, Meganathan’s article provides a step-by-step tutorial involving the DMS connector for Knowledge Management. The integration requires six steps:

• 1. Create Knowledge Management repositories
  2. Create a user group
  3. Assign roles to the user group
  4. Assign users to the user group
  5. Assign the required users to the DMSUser group
  6. Open the Document Explorer, which is an iView you can access through the portal.