Introduction

Document Management function under the Customizing framework is used for storing any file generated with or produced outside of the ERP system. The files generated with the ERP system include, for instance, the voucher documents which are made from orders or custo­mer in­voices. They are automatically linked with objects in the ERP system on the basis of a corresponding configuration and stored in the Knowledge Store.

To make the files visible in the ERP system, a connection between the file and ERP system must be created in the Documents application. In this way, graphics such­ as logos or technical diagrams can also be stored with a partner or item and dis­played in the relevant application in the ERP system.

Document file

A document file is filed in the Knowledge Store. The files can correspond to any MIME-type format. This way, text, graphic, or audio files can be filed in the Knowledge Store.

Document template

A document template is used for the standardized creation or generation of documents or notes. The template is, in turn, a document that may be associated with a document file.

Document reference types

Document reference types are used to classify documents. There are predefined types:

• for graphics, such as logos for partner and item, and
• for marketing information used exclusively in relationship management

In addition, document reference types can be defined in the Documents application for partners, orders, and other vouchers for sales, purchasing, production, inventory management, and shipping. These will be used when storing the document files generated by the system automatically through the Document Management function.

Documents and notes

The files in the Knowledge Store which are already con­nected with the ERP system are called document files. They are physical files which are generated with the ERP system or completed outside of it. Furthermore, links to other objects in the ERP system such as for­ a partner or item are created in the Documents application.

Notes are simple HTML texts and are generated exclusively with the ERP system.

Knowledge Store

In the Knowledge Store it is possible to store various documents relevant to the company (production documents, accounting documents, payment reminders, financial forecasts, image files, among other). Any file type can be stored in the Knowledge Store.

The Knowledge Store is structured in the work pane. The structure of a work pane corresponds to folders and their subfolders.

A work pane basically contains the Documents and Notes folders. Document files for documents in the ERP system are exclusively saved­ in the Documents folder. This folder can contain­ any­ subfolders. You can store or save document files with the help of the Windows Explo­­rer or any Office application directly in this folder.

Notes are normally stored in the Notes folder or in the Documents folder. The authorization concept of the ERP system enables you to regulate the access to the Knowledge Store data at the folder level. This enables the management of notes and documents.

Overview and definitions

The Document Management function collects all­ meta data, make links and classify document files. The following graphic shows an overview of the influence factors as well as necessary and possible components of a document.

Notes

Notes are simple documents. They have a document file as well as links. However, notes are generated only by the ERP system, comprise only of text and their document files are HTML text files.

If the notes-relevant settings are not defined in the Document Management function, you can­ generate notes only in the Opportunities and Campaigns applications under the Relationship Management framework. Then the document files are always stored in the Knowledge Store Notes folder.

If the Document­ Management function is activated, notes can be saved in the Notes folder as well as in the Documents folder.

Storing notes with deactivated Document Management

If the Document Management function is deactivated, notes can only be used in the Opportunities and Campaigns appli­cations. Only the default Notes folder is available in the Knowledge Store work pane.

While creating a note for the first time, a document type Note is automatically generated which is also valid for all other notes. All notes are stored­ in the Notes folder as separate document files in the form NOTE_sequential number.html.

Storing notes with activated Document Management

If the Document Management function is activated, a document or a note can be created in the Documents application via the [New document] button in the standard toolbar. This action opens a dialog window in which you define a document type.

The document reference type is also verified while creating notes in the Documents application.

Documents

Contrary to notes, documents can be generated or created exclusively with activated Document Management function. A document can be linked with a document file in various ways:

• through a manual link of a document with a document file in the Documents
• through generation of a new document file in the Documents A template is required for it. The connection is made automatically.
• through the import of a document file with the Import documents A document is generated and a connection with the document file is generated automatically.

The file can be maintained through the connection between document file and document.

If the archiving for documents is activated, the documents stored in the Knowledge Store are transferred to the archiving system by a batch application Archive documents. Furthermore, a proof of the archive file is saved in the document. In addition, while creating documents, existing archive files can be directly entered in the document unless there is a document file in the Knowledge Store.

Links to business entities

Each document can be linked with a selected business entity in the system (e.g., item, partner). For instance, a technical diagram can be linked with an item or all documents are linked with the partner to which they belong. Docu­ments can be linked with the business entity in the Documents application under the Links­ tab.

If an archive system is connected, then some data of the document references can be used especially for voucher documents as defaults in the archiving system as well. For more information, see the article Archive parameter assigments.

Document Management function-related permissions

Allocation of content-based authorizations can be helpful in regulating the permissions to use actual document types.

If the content-based authorizations have been activated, then they also affect the Document types application. A table is displayed in the Authorizations tab. The table is used to determine the reading and writing rights for each document type. For it, activate in the Organizations application for organizations, that content-based authori­zations must be verified for document types.

For more information on content-based authorizations, refer to the article Content-based authorizations.