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SAP Easy Document Management Version 3.0SAP AG

SAP AG 2002, Title of Presentation, Speaker Name / 2

Summary

Overview

Functions in version 3.0

General information


mySAP Product Lifecycle Management Edition 2003

Document Management Product Structure Management

Technical Assets Management

Preventive and Predictive Maintenance

Change and Configuration Management

Life-Cycle Data Management Recipe Management Integration

Asset Life-Cycle Management Maintenance Execution Work Clearance Management

Program and Project Management Project Planning Project Execution Interfaces Program Management

Life-Cycle Collaboration and Analytics

Collaborative Project Management

Enterprise Portal ContentDesign Collaboration Quality Collaboration Analytics

Audit Management Quality Control Quality ImprovementQuality Management

Hazardous Substance

Management

Dangerous Goods

Management

Industrial Hygiene and

Safety

Basic Data and Tools

Waste Management

Occupational Health

Environment, Health and Safety Product Safety


Business Challenge

Easy application

Save on data storage without redundancies

Seamless integration in ERP system without additional interfaces

High performance despite high volumes of data

Simplify teamwork and internal collaboration

Allow easy linkage to other business objects

Mature authorization concept

Manage all kinds of data, including e-mail files

Enterprise-wide document management has to fulfill multiple requirements:


Value Proposition

General characteristics of the solution Reduces time to market, because document management takes less time

Makes communication channels more efficient

Eliminates redundant data within the company

Ensures secure document storage; documents are stored in a database

Unique selling proposition Enterprise-wide integrated document management

Reliable data storage

Support of group work and internal collaboration

Management of all types of documents

Save documents directly from applications

Solution is integrated in Microsoft Explorer

No additional interface necessary for SAP R/3


Value for Your Company

Benefits for your company9 Simplified R/3 document management9 Fast and direct access to information9 Minimized effort of data maintenance9 Simplified teamwork and internal collaboration9 Easy to use9 Low training expenditure, particularly suited for occasional users9 High user acceptance

Technical benefits9 Secure and central data storage for all business documents9 Easy installation9 Support of distributed storage locations9 Support of customer-specific enhancements with standard R/3 procedures9 Usage of standard SAP R/3 Customizing9 Usage of standard SAP R/3 authorization concepts


Why Have Different User Interfaces for SAP Document Management?

User interfaces for SAP document management:

Standard user interface in R/3Very powerfulTraining neededTarget group is power users

PortalIndirect and more passive access to documents via connector

WebDocumentsPassive access to documents directly on Web

SAP Easy Document Management

Easy and active access to documents within Windows-based applications


General Information

General information :

Software is free of charge for mySAP Business Suitecustomers

Standard R/3 customers canorder the software through theirsales channels (CD)

mySAP Business Suitecustomers can downloadthe software from the SAPService Marketplace.

Languages: German, Englishand Japanese in 2003, morelanguages in 2004

Current pricing information isavailable from localSAP Sales


Summary

Overview


General information


Log On

Initial logon using shortcut on desktopUser-specific logon in Windows Explorer


Basic Functions

Manage document structures and documents

Check in documents withdrag 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 Asand 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 Managementin Microsoft Explorer


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


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 documentsSearch result:Temporary result list for search function


Manage Folder Structures

z Create, change, rename and delete folders

z Status, classification information, and versions available on folder level


Manage Documents

Drag a document from Microsoft Explorer into a folder in SAP Easy Document Management

Cut, copy, and paste documents

Drag and drop


Save Files Directly from an Application

Save file directly from application using Save As


Add Additional Files to a Document

Add additional files by using the Windows browse function to open a document


Status Management and Classification

Status management corresponds to R/3 Customizing

Use of classification to add attributes to the document


Create Versions

Automatic creation and check-in of new version by choosing one pushbutton


Find Documents

By doing a document search you can combine search attributes from all three tab strips


Find Documents Using Object Link to Other Business Objects

By doing a document search you can combine search attributes from all three tab strips


Find Documents Using Classification Data

Enhanced search for documents using classification data


Find Documents Using Where-Used

Find documents according to Where-Used, with direct function in mouse context menu


Find Versions of a Document

Find versions of a document by using function in mouse context menu


Editing Files (Check-Out)

Open document for editing by double-clicking on the document, or choosing the pushbutton in the function bar


View Files

View files by choosing

pushbutton in function bar


Save E-Mails (Message)

Save Microsoft Outlook mails directly in SAP Easy Document Management (also with drag and drop)


Save E-Mail Attachments

Save attachments (and not e-mail) directly in SAP Easy Document Management


Object Links

Linkage to all other SAP business objects possible


Easy Direct Access to R/3

Easy R/3 access with pushbuttons in document properties window


Preferences

Preferences regarding general file handling and deletion of documents from cache


Offline Access

Download structure and files in 2 steps:

Select download options and read folder structure

Download folder structure


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


Export Folder Structures

Export multilevel folder structure with documents on a drive within the network


Copy Folder Structure with Documents

Copy multilevel folder structure in SAP Easy Document Management (for example, a copy of a template structure)


Send File in E-Mail

A new e-mail is opened. The file is copied from R/3 and included as an attachment in the e-mail


Send Document URL in E-Mail

A new e-mail is opened,which includes the URL ofthe document


Define Filters for Displaying Documents

Filters can be created and saved. Multiple filter criteria can be added, together with logical AND/OR links


Change Layout

For the detail screen you can change the layout to display the document information you need by using the Change Layoutfunction. This enables you to determine what information is displayed, as well as its position.


Summary

Overview


General information


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


Overview of New Functions in Version 3.0

Search in classThe 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 valuesWorking with multiple characteristic values in the classification is supported.

Delete cacheDocuments in the cache that are no longer needed are deleted automatically.

Copy folder structureCopying a folder structure is supported with a template process that can be enhanced easily.

Send file in e-mailSend file checks out the selected file(s) (for viewing), and opens a new mail with these file(s) as attachment(s).

Send link in e-mailThis 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.


Overview of New Functions in Version 3.0

Dynamic configuration of document types and default dataA list of valid document types and some default values (for document data or classification) can be determined, for example, dependent on the folder.

Display variantsUsers can create their own detail view variants, and then save these variants.

Display filterThe 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 editingThis 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 structureThe 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.


Frequently Asked Questions

Who do I contact if I have any questions?For business questions please contact SAP Solution Management (email: [email protected]).

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.


Copyright 2003 SAP AG. Alle Rechte vorbehalten

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SAP Easy Document Management Version 3.0SummarymySAP Product Lifecycle Management Edition 2003Business ChallengeValue PropositionValue for Your CompanyWhy Have Different User Interfaces for SAP Document Management?General InformationSummaryLog OnBasic FunctionsBasic FunctionsBasic Structure of FoldersManage Folder StructuresManage DocumentsSave Files Directly from an ApplicationAdd Additional Files to a DocumentStatus Management and ClassificationCreate VersionsFind DocumentsFind Documents Using Object Link to Other Business ObjectsFind Documents Using Classification DataFind Documents Using Where-UsedFind Versions of a DocumentEditing Files (Check-Out)View FilesSave E-Mails (Message)Save E-Mail AttachmentsObject LinksEasy Direct Access to R/3PreferencesOffline AccessWork in Offline Mode with Automatic UploadExport Folder StructuresCopy Folder Structure with DocumentsSend File in E-MailSend Document URL in E-MailDefine Filters for Displaying DocumentsChange LayoutSummaryTestimony of a Reference CustomerOverview of New Functions in Version 3.0Overview of New Functions in Version 3.0Frequently Asked QuestionsCopyright 2003 SAP AG. Alle Rechte vorbehalten

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