Document Management
in SAP
smart.files simplifies document management in SAP – faster, clearer, and without media disruptions.
Challenges in Document Handling in SAP
In companies, documents are a central component of numerous processes such as orders, quotations, and goods issues, arriving via channels like email, procurement portals, or ticketing systems.
The problem: Employees manually search for the correct documents because they are scattered across various media instead of being stored centrally in the SAP system – where they would be most useful in the process context.
Time-consuming search
High effort in
information retrieval within
business process contexts due to manual filing processes.
Error-prone processes
Inconsistencies and lack of
transparency due to missing
integration and automation.
Decentralized storage
Documents are scattered across emails, local drives instead of being stored centrally in the
SAP system.
SMART.Files, an investment that pays off quickly.
smart.files enables you to quickly store all relevant data in the right place.
Rapid amortization through:
- more time for relevant tasks
- higher employee satisfaction
- higher automation
- process speed
Comprehensive functionalities
Easy Storage
Documents and images are easily assigned to the corresponding SAP objects via drag & drop and stored in a clearly structured folder view
Intelligent Functions
The integrated preview for PDFs and images allows relevant information to be grasped at a glance. This significantly simplifies access to important data and makes work processes more efficient
Intuitive Operation
User-friendly interface accessible to all employees without extensive SAP knowledge
Automation
Seamless Outlook integration and automated
filing processes significantly reduce manual effort
Outlook Integration
Easy integration of smart.files into Outlook as a Web Add-In
Template Function
Automated creation of emails and documents with SAP live data
Measurable success after
implementation
80%
Time Savings
Document storage is on average 80% faster than conventional SAP standard methods
100%
Amortization
Rapid refinancing through higher
process speed and increased efficiency
Prices
Transparent Prices, Tangible Benefits
smart.files is licensed based on user quotas: billing is based on the number of users in the respective SAP client – optionally monthly, quarterly, or annually.
up to 10 users
€380 per month
up to 50 users
€800 per month
up to 100 users
€1200 per month
For over 100 users, please contact us for a customized offer.
Full Integration
Flexible System Integration
smart.files is a Fiori app that can be flexibly deployed in SAP ERP and SAP S/4HANA system environments (on-premise or private cloud)
Secure and Central Document Storage
All documents are stored centrally in the existing SAP archive (via ArchiveLink) – securely and in compliance with auditing requirements
Cross-Location Access
Documents can be easily shared, even across multiple locations
Access Control and Permissions
Only authorized SAP users gain access to smart.files functions. Access control is managed via the existing SAP authorization concept
No Additional Storage Systems
Only the existing SAP platform is used – separate storage solutions are not required
Easy Outlook Integration
The Web Add-In for Outlook is centrally provided via the Exchange server using a manifest file. A separate client installation is not necessary
