In this Article
Why Stamps for DMS?
As soon as a document is printed or shown from the SAP DMS, the link to SAP is lost. This means that you are no longer be able to tie the document to the document information record (DIR). With external documents, mapping of this sort is virtually impossible. And a static stamp can’t include the most up to date information about that document.
With the DMS View solution for SAP, DMS and system information can be stamped or watermarked directly onto the document. With this integrating into the “Show document” function, the document is stamped before the document is transferred to the viewing application. The stamp or watermark ensure that the origin, status, and other information of a document is always clearly visible when the document is viewed and if the document is then printed. In this way, document that are secured within SAP DMS also carry the controlling information when displayed.
Two Steps for A Stamped File
Step 1: What Will Be Stamped?
The first step is to define what information is to be stamped. For this a configuration is created in SAP, which contains the dynamic stamps information. Dynamic in this case means that the stamp contains a variable such as the document number. This variable is then translated into the corresponding value. For instance, the variable “document number” becomes the value “123456”.
But not only the values such as the status of the DIR can be utilized. It is also possible to use characteristics from the classification, values of the user (name, cost center, etc.) or values of linked materials. Once configured, the variables and fixed text specified in the configuration are transmitted to a server to carry out the stamping.
Step 2: Where Will the Stamps Be Placed?
The layout, determining location and styling, is done with configuration on the server. This layout also specifies whether a stamp or watermark should be applied, the type and size of the font, whether the background is to be covered, etc. This layout is then used for the stamping of the values in step 1.
The SAP DMS View solution works with the transactions CV02N and CV03N as well as with automated access via BAPI. EASY DMS, ITS and the SAP Portal are all supported.
Here’s what it looks like with a stamp:
Here’s what it looks like without a stamp:
What if You Require that the Documents Leaving the SAP Are Protected Against Modification?
No problem! The process provides the option to set the security settings of stamped document, including password security against changes or to prevent printing.
You Require a Stamp of a Certain Previous Status?
The solution can access the status log of the document information record, so we can determine the date/time when a certain status was set, as well as the user who carried out the status change.