SAPINSIDER SPECIAL REPORT | DATA AND DOCUMENT MANAGEMENT
Migrating Data into Your Document
Management System Just Got Easier
Leverage an Easy-to-Use Data Migration Tool Like SEAL Systems DMS Loader
Managing Director and CEO
SEAL Systems, Inc.
Proper document management has always been a keystoneofsuccessful,distributedbusinessprocesses
and collaboration. Using the document management
system (DMS) capabilities within SAP ERP to manage
your documents is a smart step toward ensuring the
effective flow of information throughout the SAP business landscape, making certain that the right information gets to the right people.
However, migrating company data to populate the
DMS is often a challenge, and most companies don’t
have reliable or consistent methods to perform this
migration. To help companies better understand the data
migration options at their disposal, this article outlines
the basic features of the DMS and the benefits of using
data migration tools like SEAL Systems DMS Loader.
Getting to Know SAP ERP’s Document
First, let’s walk through some key aspects of the DMS.
All documents that are to be managed within this system are created as document information records
(DIRs). These DIRs contain various elements, including
location; independent file storage information for all
business-related drawings, graphics, and office documents; and descriptive metadata with classifications,
statuses, digital signatures, and more.
As an extension to the DMS, SAP offers:
Logical file storage capabilities through its Knowledge Provider infrastructure, which is used for
managing documents and document-type objects.
This provides reliable and intelligent file storage in a
centrally accessible repository or through a distributed cache architecture. Users can also link stored
documents to SAP ERP business components — such
as the plant maintenance, production planning, and
purchase order modules.
A workflow mechanism built around the DMS
that enables users to create, manage, and promote
their documents with secure methods that ensure
Gain Added Benefits with DMS Loader
Along with these native DMS features, SAP customers
can take advantage of a tool like SEAL Systems DMS
Loader, which is designed to quickly and reliably import
data and files into the DMS. Using this tool, a company
can enable comprehensive mapping for document data
fields with standard metadata, file attachments, document links, and even materials or document structures.
Once the DIRs have been collected and reviewed,
DMS Loader executes this mapping through a native
SAP GUI application.
With DMS Loader, various criteria and fields, including specific elements like equipment, functional location, materials, and purchase line items can be utilized
for linking. Once the execution starts, the program runs
through and logs any errors or warnings in a separate
information file for further testing and processing.
For advanced functionality, DMS Loader can activate
DMS workflow steps to help perform automated ghosting of user actions to trigger other preconfigured document management events. In addition, user exits can be
enabled to further enhance the processing power of
SEAL Systems DMS Loader.
For more information about the document management
system or about SEAL Systems DMS Loader, visit
www.sealsystems.com/loader or find us on LinkedIn,
Facebook, XING, and Twitter. n
Success with SEAL Systems DMS Loader
Using SEAL Systems DMS Loader, Kadaster, a company responsible for
sustainable land use and mapping, has demonstrated successful migration
of 26 million documents and maps into the DMS in less than two years.
Document load times throughout the project have been as fast as two
seconds, which is a remarkable difference for anyone who has used
manual loading methods. To learn more about Kadaster’s success story,
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