SAP Document Info Record Template for DMS and Engineering Documents
A document info record, often called a DIR, is the SAP object that represents a drawing, specification or other controlled file. Use this template to collect the data you need before entering it, then export it as a request form or checklist for your document control team.
Fill in
SAP Document Info Record Template
Document Info Record Request
Organization: Acme Pumps Ltd, Plant 1000 Prepared by: A. Engineer Date: 2026-10-19
Document key
| Field | Value |
|---|---|
| Document type | DRW |
| Document number | DRW-0048213 |
| Document part | 000 |
| Document version | 01 |
Header data
| Field | Value |
|---|---|
| Description | Pump body machining drawing |
| Status | In work |
| Responsible person | A. Engineer |
| Change number | ECN-2026-0142 |
Original application file
File name: pump_body_100_revB.pdf Storage: content server or vault as defined for the document type The file must be checked in before the status is set to Released.
Object links
| Linked object | Object key | Purpose |
|---|---|---|
| Material | PUMP-BODY-100 | Drawing for the part |
| BOM or routing | Where the document is referenced | |
| Change master | ECN-2026-0142 | Revision control |
Remarks
Revised bore tolerance. Supersedes previous version once the change number is released.
Approvals
This is a planning form. A document info record is created in SAP in CV01N (change CV02N, display CV03N), and the available fields, document types, status values and storage categories depend on your configuration. Confirm the key format with your DMS administrator.
Check document links at scale
Ask how a read-only scan of DIR links and orphaned documents could work in your landscape.
Optional. The tool and every export work without this. No spam.
How to use the template
Fill in the document key, the description and the status, then name the original file and the objects it should link to. The preview becomes a clean document you can export as PDF or Word and hand to document control, or attach to a change record. Use it when engineers request new documents or new versions so that the information arrives complete and in the same format each time.
- Always give the part and version explicitly
- Name the file before check-in so naming rules are applied
- Add a change number whenever a controlled structure is affected
The key of a document info record
In SAP document management, a document is identified by four fields: document type, document number, document part and document version. The type groups documents by purpose, such as drawings or specifications, and controls number ranges, status flow and storage settings. Part is used to split a document into sections. Version marks revisions. Together they form the key you see in CV01N, CV02N and CV03N. Choosing a clear numbering pattern at the start saves a great deal of confusion later.
- Document type: defined in configuration, customer specific except for standard examples
- Document number: internal or external numbering depending on type
- Part and version: support splitting and revisions
Links, status and files
A DIR gains value when it is linked. Documents can be linked to material masters, BOM items, equipment and other objects, so users find the right drawing from the part they are working on. Status values control who can change or release a document, and the original application file is stored in a content repository or vault. Many sites require the status to move through an approval before it is visible to production. Record the intended link targets in the template so nothing is left standing alone.
Common mistakes
Common problems are documents created without a link, so nobody finds them; files stored outside the repository on a shared drive; versions created in place of a controlled revision with a change number; and statuses set to released before the file is attached. Another problem is each engineer inventing their own numbering. A standard request form removes most of these and gives the document controller what they need on the first try.
Frequently Asked Questions
Which transactions handle document info records?
CV01N creates a document info record, CV02N changes it and CV03N displays it. Related functions for searching and checking in files are available from the document management menu, depending on your release and configuration.
What is a document type in SAP?
A document type classifies documents, for example drawings or specifications, and controls numbering, status network, storage and workflow. Types are defined in configuration, so the list is specific to your company. DRW is commonly seen as a drawing type but you must check yours.
Why do documents need a version?
Versions let you keep earlier revisions while working on a new one, and with a change number you can show which version applied when. Overwriting a file without versioning loses that history.
Can one document link to many materials?
Yes. A single document, such as a standard specification, can be linked to many materials, BOMs or other objects. Check the allowed object links for your document type.
If you manage thousands of drawings across SAP and file shares, we can discuss tooling that cross-checks DIR links and files on your own infrastructure. This template does not require it.
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