BIT640 SAP Records Management in Detail FS310 Collections and Disbursements
BIT640
SAP Records Management in Detail
THE BEST-RUN BUSINESSES RUN SAP SAP AG 2004 © SAP AG©2006
SAP NetWeaver 2004s
Version:
62
Material number: 50084227
Copyright
Copyright 2007 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice.
© SAP AG 2006
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Course Prerequisites
z Recommended
Experience with document management in SAP Systems
Experience with ArchiveLink
Experience with Business Workflow
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Target Audience
z Participants:
Customers who use record management in their companies
Project managers in the area of record management
Project managers in the area of document management
Consultants who are or will be involved with SAP Records Management
Consultants who would like to expand their know-how in the area of SAP document management
z Duration: 3 days
© SAP AG 2003
User notes
These training materials are not a teach-yourself program. They complement the explanations provided by your course instructor. Space is provided on each page for you to note down additional information.
There may not be sufficient time during the course to complete all the exercises. The exercises provide additional examples that are covered during the course. You can also work through these examples in your own time to increase your understanding of the topics.
Course goal
This course will prepare you to z learn to use, configure and administer SAP Records Management z aquire the basic knowledge required to create a record solution including customer- or partnerspecific applications
© SAP AG 2006
Course Objectives z After the course you will understand z The uses and the interfaces of SAP Records Management z System architecture z The concept of the record and content models z The Authorization Concept z How to use floating files, workflows and operations z You will be familiar with the document infrastructure used by SAP Records Management z You will be familiar with the requirements for SAP Records Management projects
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Table of Contents (1)
Preface Unit 1
Records Management
Unit 4
Unit 2
Digital Documents in Digital Records
Content Model and Property Unification
Unit 5
Record Models
System Architecture
Unit 6
Case Management
Unit 7
Views, Roles and Authorizations
Unit 3
© SAP AG 2006
Table of Contents (2)
Unit 8
Configuration Details
Unit 9
Process Route and Floating File
Unit 10
Integration Scenarios
Unit 11
Implementing SAP Records Management
Appendix 1 Examples from the Applications Appendix 2 Service Provider Framework Appendix 3 Document Management Infrastructure Appendix 4 Further Information
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Records Management
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Records Management: Unit Objectives
At the conclusion of this unit, you will be able to: z Introduce and outline this topic z Compare Records and Case Management z Describe integration areas, their functions and applications z Describe the advantages and benefits of Records and Case Management z Classify the Records Browser and Records Modeller z Search for and navigate in Records z Process records manually and create new content
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What is SAP Records Management? z SAP RM replaces paper records with digital records. z RM is based on electronically stored documents. z A record is a collection of information concerning a specific business context. z There is a defined record structure. z Workflow-controlled processes can be started from within digital records. z Ad-hoc functions (process routes) are also available. z Typical RM records could settle down in all areas of the enterprise that have paper records (personnel records and so on).
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SAP Records Management is an SAP component based on SAP NetWeaver that allows you to work with electronic documents, records and operations.
SAP RM allows you to process process-related information (documentation and data).
It allows you to manage business processes collectively by improving transparency and controllability.
Specific record structures for SAP Records Management are delivered using certain areas (Public Sector, HR, FI and so on).
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What is Case Management? z Processing short termhanded processes full of Content that are treated as operations in this context. z Many people are involved in an operation, process its steps, and modify the most important information. z The information belonging to the operation (documentation, documents, and so on) is collected in a case record. z Cases contain attributes related to the operation, and log all steps relating to the process. z Typical operations that are processed using Case Management are queries, discussions, problem messages and so on.
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SAP Case Management is an enhancement to SAP Records Management, and was developed for SAP NetWeaver 2004 (a downport is also available for Web Application Service 6.20).
SAP Case Management enables you to process electronic operations.
Specific operation structures for SAP Case Management are delivered using certain areas (Public Sector, HR, FI and so on).
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How do Operations and Records Interact?
Business context (long-term, e.g. customer record) Short-term Business Process
Recording and documenting
Handling
Digital record Merge
Operations © SAP AG 2006
The illustration above provides only a rough orientation. Content-wise, operations and records are closely related and serve similar purposes.
Records are used to indicate long-term contexts. Personnel records and customer records are two examples. They document business processes.
With operations, short-term processes are supported and actively carried out. Documents that arise in the framework of an operation are stored in an operation record. Operations are focused on process management.
Operations with related contents can be combined in records.
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Open Infrastructure: Service Provider Framework
SAP Records Management: Overview
Records Management
Case Management
Business Workflow
Ad Hoc Workflow
Document management
ArchiveLink interface
KPro
WebDAV*
Generic Document Management API (GDMA)
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SAP Records Management contains functions for record management, operation management and document management.
SAP Records Management uses the proven document management infrastucture that has been successfully employed in the SAP Web Application Server for years. These objects include:
ArchiveLink for creating originals for business objects and/or records
Knowledge Provider (Kpro) for managing "living" documents that are revised and versioned in the system.
SAP Records Management, which in the current version (SAP RM 2.4 based on a SAP Web AS 6.40) supports a WebDAV interface that enables the integration of record contents in a portal. The WebDAV interface is not covered in this course.
The Service Provider Framework serves as an open infrastucture for the integration of information from non-SAP systems.
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Advantages of Electronic Records z Lower costs for record storage z No time-consuming and expensive copying costs z Documents from a record can be read by more than one person at a time z Optimum search for information within the record/operation z Fast access to record contents or information concerning a case. z Office tools can be used to edit documents z You can integrate business objects, workflows and transactions (among other things), as well as documents z Automated operation processing is possible using electronic circulation © SAP AG 2006
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Digital Records and Business Processes z Using SAP Business Workflow allows you to integrate information about processes from all of the applications in the mySAP Business Suite into records. z A user can start a workflow from a record. All information linked with a record (documents, contacts, ...) is available to the process z The standard SAP RM system includes an ad hoc workflow (process route) that is used, for example, in a floating file z Digial records are processed automatically in workflows z Digital operations (Cases) are a useful starting point for process management (not highly standardized) in SAP Records Management
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Workflow definitions can be an element of a record. A user can start a workflow from a record. The workflow log is then a part of the record.
The processing of a record can be a workflow step, i.e. a record itself can be an object in a workflow.
Floating files/circulars are special processes that use a process route (ad hoc workflow). Process route, floating file and circular were speciall developed for SAP Records Management. A floating file contains elements from a record that are to be sent to particular processors. The processors and the activities that they are to perform on the documents in the floating file are determined ad hoc.
Operations (cases) are covered in greater detail in a later unit.
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Typical content of electronic records Business objects from SAP and external systems
Business reports Material
Contact Invoice
Business applications
HR master record
Process information Desktop documents and templates
Scanned documents © SAP AG 2006
Notes Web content
SAP Records Management does not only convert your previous paper records in electronic format. It provides functions that far exceed the functions of traditional record management systems. In addition to electronic documents, the standard delivery of SAP Records Management provides integration with the following objects: •
Business objects
•
Business workflows
•
Reports and transactions
•
ArchiveLink documents
•
Administration data from paper documents
•
Internet/intranet pages
Since SAP Records Management is based on an open infrastructure, you can also integrate customer-specific objects. The elements can be from a local SAP system, other SAP systems or nonSAP systems.
This integration capacity makes it possible to store a complete view of the entire process in the electronic record, making the record a starting point for efficient controlling.
Print forms and interactive forms are developed by SAP in cooperation with Adobe. A first version was introduced in SAP NetWeaver 04. They are not covered in this course.
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Example 1: A Bank's Customer Records
Current account
Securities account
Loan account
Business object:
Business object:
Business object:
Business partner
Business partner
Business partner
Documents:
Documents:
Documents:
Opening documents
Opening documents
Opening documents
Documents:
Account statements Transaction:
Content of a customer record
Display account Business object:
Transaction:
Document:
Securities Account statements
Real estate
Report:
Risk Status
Business object:
Loan contract
Standing orders
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A customer record in a bank can contain the following information, for example: •
Current account information
•
Securities account information
•
Credit management account information
•
...
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Example 2: An Enterprise's Personnel Records
Applications ArchiveLink document:
Letters ArchiveLink document:
CV ArchiveLink document:
Degrees ArchiveLink document:
Content of a personnel record
References
HR administrati on data HR info type: Address HR info type: Bank information
General correspond ence Document: Pay raise Document: Reminder
HR info type: Contracts HR info type: Organizational assignment
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SAP Records Management as a Toolkit SAP Records Management contains objects and tools that enable you to develop individualized customer solutions. The following core areas are covered: Document management Record management Processing operations (Cross-system) integration of documents and applications
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The following units discuss the theoretical and practical basic principles that underlie the settings that are possible and required for you to efficiently use the application SAP Records Management.
If you want to create a customer-specific instance of an electronic record using SAP Records management, the project requires a recurring approach that we will describe at the end of this training course.
This includes planning archiving scenarios (using external suppliers) as well as formulating concepts for automating record filling and other aspects of a holistic treatment of the business processes.
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SAP Records Management: Application Solutions SAP also offers preconfigured application components based on SAP Records Management:
HCM personnel records
SAP Public Sector Records Management
mySAP Financials Dispute Management
mySAP CRM Case Management
Applications from SAP Partners
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In addition to the approach of using SAP Records Management as a toolkit for assigning customerspecific attributes to electronic records, there also exist standardized solutions for specific enterprise application areas
These solutions are available from both SAP and from SAP Partner organizations. More information on this topic is available in a later unit in this course.
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SAP Records Management Tools
Creating records... Views of records...
Records Organizer
Records Browser
Initial screen for all activities
Records Modeler
Manages record models
Manages the contents of records © SAP AG 2006
The Records Organizer is the initial screen in Records and Case Management.
You can access the Records Organizer by using transaction ORGANIZER to call up records and transaction SCASE to call up cases.
Each reacord is assigned to a Records Management System (RMS). That means, you must specify the RMS you want to access when you call the Records Organizer.
Think of the Records Organizer as your desktop. You have your records, your documents, your correspondence, your favorites, your resubmissions, ....
You can branch to other tools from the Records Organizer:
•
Open the Records Browser to process records and display record contents.
•
Open the Records Modeler to process record models. Record models define the structure on which a record is based.
Each record is assigned to a record model and via the record model recognizes a defined number of structure nodes (folder icon) which are displayed by the browser in a certain order. The folders can contain documents, transactions, reports, workflows, floating records, and so on.
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Records Management System (RMS) Dr. Jonas, Orthopedist
Ms. Yukava, Director of HR
Patient records
Personnel records
Mr. Schmidt, Administration
Budget planning records
An SAP system can contain different RMSs © SAP AG 2006
An RMS is a closed unit within Records Management. It is comparable to a client in the SAP system.
By defining RMSs, you can separate different business areas that are physically located in the same client of an IBase. They function like company codes in FI.
RMS do not replace the clients in an SAP system. They retain their validity - that is, information stored in a client (records, documents and so on) remains client-dependent.
You can control access authorizations for records by assigning records to different RMSs.
Sample RMS: In a hospital there are personnel and patient records.
Employees in HR only have access to records from the HR records RMS. Similarly, doctors can only access records from the patient records RMS.
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Records Organizer
Role-based view Favorites Resubmission Inbox Creation and checkin of information
Search for records, notes, documents, models... Accessing of recently used information
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When you open the Records Organizer, the sytem displayed either a standard or a role-based view. The latter is based on the system configuration for your role (position) and must be created explicitly. In the view displayed above, you can create documents or search for documents that have already been checked in.
Favorites are used to store the element types (or the elements of a record based on the element types) that you mainly use (such as record B, document A, drawing C, report XYZ). These do not need to be assigned to a record - you can process them independently.
From the history, you can use the context menu to provide any element with a date, if the element is displayed in the resubmission area for that date.
The Inbox area displays the workflow inbox, and allows you to vew tasks from the SAP Business Workflow area directly (as of SAP RMGT 2.4).
Functions of the SAP Business Workplace (transaction SBWP)
In history you see the last 30 elements that you have accessed. The element accessed most recently is at the top of the list. You can use the history as the starting point for actions on the element (context menu).
You can hide the left section of the screen (the Organizer) if you wish to have a cleaner presentation, for instance while you are processing the record.
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Records Browser
Display, creation and changing of information objects
Information objects are characterized by various different symbols.
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This slide displays a record view in the Records Browser, with the Organizer hidden. To hide the Organizer, choose the button Show/Hide Organizer, which is beside the buttons for Previous Object and Next Object.
The main functions of the Records Browser are:
Displaying the record as a hierarchy or list:
Creating/editing elements
The display mode of a record only shows those folders for which actual concrete elements have been stored. In change mode, you can see all folders created for this record in the record model, as well as the insertable nodes of the record.
The system uses the standard display function to display individual objects. For a business object, this would be the application's display transaction, for example.
Filling should take place in the background as much as possible. For example, you can use report SRM_RECORDS_CREATE to create a personnel record.
We will discuss this topic further later in the course.
The image displays a record that contains concrete elements. It also contains placeholders (round gray entries), which indicate that you can enter concrete elements at those points. These placeholders are only visible in the change mode of a record.
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Records Modeler
Building the structure the future records will be based on.
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On the slide you see the record model on which the personnel record of Hilda Miller is based. you can only create a new record on the basis of an existing record model. Record models are created during an implementation project. As a rule, they are not created by end users.
You can also see that the record model for personnel records as an element, can itself be accessed through the Records Organizer.
In the record model you store not only which nodes (folders) appear in what order in the record and what they may contain. In the record model you also store whether certain nodes may contain 0, 1 or n elements.
If a node is not allowed to be empty (0), every time you save a record that violates the rule you receive a warning. You can ignore the warning in our example.
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Record Attributes
Record Attributes
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Which attributes a record has depends on the content model on which it is based, which provides a diverse set of attributes to choose from. Among these attributes, for example for personnel records, is the personnel number, which establishes a connection between the record and the HR master record.
In general terms, as a rule there is at least one attribute that establishes a link between the record and a corresponding entity in the SAP system. This may be a business object, for example. In this case, the personnel number constitutes a connection to the HR master record.
Record elements also have attributes that require maintenance.
For each element with attributes (records, documents, ...) there is a record number (or a unique description) and a short description. The short description appears in the record hierarchy.
Attribute assignment is controlled using display in a separate dialog in Releases SAP R/3 Enterprise and mySAP ERP 2004, rather than using a display in the area above the record structure. The formula bar at the top of the Records Broswer contains a button for calling this function.
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Records Browser: Displaying Recods in a List
Search, sort, filter, ...
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You can display that elements of a record in the form of a list.
Select the record in the 'History' section of the Organizer, then choose Display Variants - Display Record Elements in a List from the context menu.
Choose Back or Return to return to the standard view.
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Export (format) for Records
Generate offline version using export
Records Management System © SAP AG 2006
This function allows you to export records. The system generates several records that are stored in the file system of your PC.
The files that are generated include a HTML page for display, and an XML file that contains the record structure and references to contents.
To use this function, open the context menu on the node of a record in the Records Organizer or Records Browser, and choose Other Functions ® Generate and Download Export Format.
At present no import format is supported.
You can also export several records simultaneously. The report SRM_EXPORT is provided for this purpose. You reach the entry screen of the report using the transaction code SRMEXPORT.
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Printing Records using XDC
SAP Records Management
Conversion Server
z The SAP system does not support thirdparty formats (MS Word *.doc, *.ppt, *.xls and so on), and cannot output them. z BC-XDC is an RFC interface between the SAP system and an external software component, which converts PC documents into printer data streams (PCL-5, PostScript). z This allows you to print the records to a printer from the SAP system. z The system creates a new print request for each document. z The system marks each page of the printout with the record number
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Note: To use the XDC interface, you require third party software that is subject to a fee.
In order to be able to print documents, an external conversion server must be connected to SAP by RFC. The conversion server must support the XDC interface.
You can only print formats that are supported by the conversion server. Documents in formats that are not supported will not be printed. The system does not issue any error messages in such a case.
In the Records Browser, choose from the menu Records -> Print. The following options are available:
•
Print -> Records: Print the attributes as well as the record's overview tree.
•
Print -> Records (including log): Print the attributes, overview tree and logs of the record.
•
Print -> Records + Documents: Print the attributes, overview tree and the documents and their attributes.
•
Print -> Records (including Log + Documents): Print the records' attributes, overview tree and log, as well as the documents and their attributes.
Make sure to read the online documentation and SAP Notes.
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Logging Records
In the Records Browser, choose: Records -> Administration -> Log Entries
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It is possible to log the activities performed on or with elements (records, in this case) in Records Management. You can display the log for each element.
Prerequisite: The logginf function must be implemented for the service the element is based. This is the case for the delivered standard service providers.
You can use classification parameters to set the detail level for logging individual elements in the Records Management Registry (Standard settings: LOG_LEVEL: 2 LOG_KEEP_DAYS: 365 LOG_NOT_DEL: No entry)
We will discuss the meaning of the individual parameters later in this course, but the information is also available from the online documentation.
You can also call transaction SRMPROTOVIEW to display a general view of the log entries.
To log record access, a parameter in the content model has to be maintained (SRM_PROTOCOL = ON).
In individual cases you need to formulate a project-specific logging solution that cooperates with the standard functions.
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Storing Electronic Information z Electronic records are stored as XML documents in the system z The XML (KPro) z Electronic records can be stored in the SAP system database or on an external content server z Electronic records contain only references – that means, the data is not redundant. Therefore we recommend that
you use the SAP system database
z Documents comprise the majority amount of data of an electronic record. They can also be stored in the SAP system's database. We also recommend that you use an
external archive system or
SAP HTTP Content Server
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The component Knowledge Provider performs, for example, record version management or management of the content model.
The default setting is for records to be stored in the system database. This is also the recommended procedure.
References can exist to •
documents
•
transactions
•
Business objects
•
...
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XML Format
The XML representation only contains references to objects
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To display the XML representation, choose Other Records Functions→ Administration → XML Display
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Records Management: Unit Summary z You now know the purpose of the Records Organizer, the
Records Browser and the Records Modeler z You know the concept of RMS for the grouping of contents
from different application areas z You know that the structure (which elements are present
in which order) of records is stored in a record model on which the records is based z You know that records have attributes that are defined in a
content model z You know how to search for records z You can navigate in records z You can store contents in records and create new
contents
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Exercises Unit:
Digital Records
Topic:
Structure of a Personnel Record
At the end of these exercises you will be able to: • Create and change a record • Insert various elements into a record In this exercise, you create a new record, which you will access in further exercises.
1-1 Search for and display “Personnel record Anja Müller”. Navigate to the Records Organizer. The record is in Records Management System Z_RMS_BIT640 “RMS for Course BIT640”. Search for the personnel record for Anja Müller with the short description “'Personnel record Anja Müller”. Test the new options for saving hit lists (“List Location’) and search variants. Open the record in change mode. For a clearer overview, hide the Organizer navigation bar. Open the record structure completely and familiarize yourself with the navigation in this record. 1-2 Downloading documents to the local hard drive In the general correspondence structure node, you will find the appraisal and reminder documents. Load these documents to your local hard drive. Save them under those names that were displayed automatically. Return to the Organizer.
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1-3 In the next step create a new personnel record for the employee with personnel number 1000, Anja Müller. As a result, you see an empty record with a structure that corresponds to the personnel record for Anja Müller. First, enter the attribute values for the newly created record and proceed as follows (## stands for your group number): Short description: Unique Indicator: Form of Address: Last name: Street: Place of Residence: Surname lastname: Personnel Number:
BIT640-## record Anja Müller Generate a unique indicator. Ms. Müller Gartenstrasse. 46 76031 Karlsruhe Anja Müller 1000
Save your record. Note that some of the attributes in the record (title, last name, street and house number, ...) only make sense in the context of personnel records. We will deal with the way application-specific attributes for records are defined in a later chapter. 1-4 You are now going to fill the newly created record with content. Start with the information that is already available in HR. There are some gray nodes in the record. The gray nodes are template nodes from the underlying record model. The structure of the record is stored in the record model. You can insert new elements into the record starting from these nodes. Insert the following infotypes into the corresponding folders: Folder: Infotype: General Information Personnel Measures Personal Data Personal Data Addresses: Permanent residence Bank Details Challenge Business Data Contract Data
Organizational Assignment Communication: E-mail Basic Contract Planned Working Time Payroll Status
For some infotypes, you have to select a subtype for the infotype. Optional: As the address, enter a temporary residence into your record in addition to the permanent residence.
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1-5 The HR master data sheet is a HR report that you also enter into the records now. In the General Information folder for the Reports node, enter report YZ_RPLSTMC0, variant VAR1000. Rename the node in the HR master data sheet after inserting the element into the record. When you double-click the HR master data sheet, the current personnel master data information is now formatted for you. 1-6 Enter transaction PM20 in the “Statements” folder. 1-7 Define Personnel record Anja Müller and her record BIT640-## Record Anja Müller as personal favorites.
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Solutions
1-1
Unit:
Digital Records
Topic:
Structure of a Personnel Record
Search for and display “Personnel record Anja Müller”. Navigate to the Records Organizer. The record is in Records Management System Z_RMS_BIT640 “RMS for Course BIT640”. Search for Personnel record Anja Müller with the short description “'Personnel record Anja Müller”. Test the new options for saving hit lists (“List Storage”) and search variants. Open the record in display mode. For a clearer overview, hide the Organizer navigation bar. Open the record structure completely and familiarize yourself with the navigation in this record. 1-1-1 Start the Organizer transaction. 1-1-2 The first time you access this, you have to specify in which RMS you want to work. For this purpose, a dialog box appears asking you for the RMS ID. Use the input help (F4) to select the RMS Z_RMS_BIT640. Move the screen with Text Records Management so that the components of the Organizer become visible. 1-1-3 Expand the Records node. Open the Personnel Records context menu and choose Find. In the input field after “Short description” enter “Personnel record Anja Müller“. Choose Search. Save the result with the name Result BIT640-xx under List Location, and save the search variant with the name Search BIT640-xx. 1-1-4 Select the record in the hit list and copy the selection. Switch off the Records Organizer using the blue and white Hide/Show Organizer icon. 1-1-5 To open/close the record structure, select the record structure arrows or the expand/close subtree buttons.
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1-2
Downloading documents to the local hard drive The structure node General Correspondence contains the appraisal and reminder documents. Load these documents to your local hard drive. Save under the names that are automatically displayed and quit the record. 1-2-1 In the record, expand the General correspondence node. Choose Appraisals. From the context menu, choose Activities → Download. Create the document in the directory that appears. Leave the suggested record name InterimAppraisal_Mueller.doc unchanged. 1-2-2 Repeat this procedure for the reminder document. 1-2-3 Choose Back to return to the Organizer.
1-3
Create a new personnel record. As a result, you see an empty record with a structure that corresponds to the personnel record for Anja Müller. First, enter the attribute values for the newly created record and proceed as follows (## stands for your group number): Short description: BIT640-## record Anja Müller Unique Indicator: Generate a unique indicator. Form of Address: Ms. Last name: Müller Street: Gartenstrasse. 46 Place of Residence: 76031 Karlsruhe Surname lastname: Anja Müller Personnel Number: 1000 Save your record. 1-3-1 In the Organizer, navigate to the personnel records entry and choose Create in the context menu. As a result, you see an empty record with a structure that corresponds to the personnel record for Anja Müller. 1-3-2 In the area above the displayed record structure, maintain the attributes as specified. To generate a unique indicator, call the F4 help and choose the record number generation rule PERSRECORD by double-clicking it. 1-3-3 To exit the dialog box, choose the button with the green checkmark (OK). 1-3-4 Save the record.
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1-4
Insert the following infotypes into the corresponding folders: Folder:
Infotype:
General Information
Personnel Measures
Personal Data
Personal Data Addresses: Permanent residence Bank Details Challenge
Business Data
Organizational Assignment Communication: E-mail
Contract Data
Basic Contract Planned Working Time Payroll Status
For some infotypes, you have to select a subtype for the infotype. Optional: As the address, enter the permanent residence as well as the temporary residence in your record. 1-4-1 In your record, navigate to the gray (empty) measures node in the General Information folder and choose Activity → Find. Important: The activity here is Find and not Create because the infotypes are already available as information in HR, no new information is created. If it is not already displayed, enter the value 1000 in the personnel number field and confirm with the green checkmark (Continue). 1-4-2 Repeat this procedure for all above-mentioned infotypes. If you are required to enter a subtype, enter it using the F4 input help. 1-4-3 Optional: You have selected permanent residence as the address infotype. In order to enter another address, navigate to the higher-level folder Personal Data, open the context menu and choose Create and then Addresses. If you select personnel number 1000, the infotype 0006 should be set. Select the temporary residence as a subtype.
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1-5
In the General Information folder, for the Reports node, enter report YZ_RPLSTMC0, variant VAR1000. Rename the node in the HR master data sheet after inserting the element into the record. 1-5-1 Navigate to the gray Reports node in the General Information folder. The element type for the report is Local Reports. Choose the activity Activity → Find. Enter the program name and variant and confirm this using the green checkmark (Continue). 1-5-2 Place the cursor on the nodes now filled and select the Rename activity in the context menu. Enter the text HR Master Data as a new value.
1-6
Enter transaction PM20 in the Statements folder and save the record. 1-6-1 Navigate to the Create Statements node and select the Find activity. In the dialog box that appears then, enter transaction code PM20 and confirm with the green checkmark (Continue). 1-6-2 Choose Save. Do not save in a new version.
1-7
Define Personnel record Anja Müller and her record BIT640-## record Anja Müller as personal favorites. 1-7-1 Select Personnel record Anja Müller in the history and in the context menu choose Add to favorites. Confirm the displayed dialog box, and repeat the procedure for the second record.
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Digital Documents in Digital Records
© SAP AG 2006
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Digital Documents: Unit Objectives
At the conclusion of this unit, you will be able to: z Edit documents in records z Make versions of documents and check them in and out z Use document templates z Use unchangeable documents (ArchiveLink) in records z Work with annotations to documents
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Documents included in Records
The ArchiveLink interface
Knowledge Provider (KPro)
z unchangeable documents
z processing in the SAP system
z only one version in one format (usually TIFF and PDF)
z several versions in different formats (e.g. DOC, PDF, JPG, ...)
z no document attributes
z document attributes
z link to a business object (BOR)
z no link to a business object required
z notes and document processing using annotations on an additional layer
z revision and versioning, if necessary
ArchiveLink and the Knowledge Provider use a common interface for document storage: the HTTP Content Server interface (or the ArchiveLink interface) © SAP AG 2006
Important file contents are digital documents. SAP Records Management supports documents that are managed with two different services in the system:
ArchiveLink and Knowledge Provider
Documents are stored on the SAP Content Server or an external content server (e.g. a certified archive system)
ArchiveLink documents are always linked to a business object. For this reason, it is important explicitly to maintain document attributes for these documents. The necessary attributes are stored as part of the business object.
When you transfer old records in the form of paper documents in particular, a different treatment of ArchiveLink documents (in this case scanned documents) is required.
The function "Property Unification" was developed for Records Management Release 2.4 (Support Package 14) for this and other use cases. We will discuss this function further when we discruss content models later in this course.
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Typical Documents in Records Management Desktop Office documents such as MS Word or MS Excel with versioning Notes with a simple text editor
URLs or web addresses
Paper documents consist of a single attribute record with attributes such as storage system ID and storage location Archived document with a link to a business object
© SAP AG 2006
Apart from archived documents, all document types mentioned here are managed with the Knowledge Provider. As a rule, these documents consist of a content file and an attribute management record.
Documents stored in the system as desktop documents can be in the formats PDF, TIFF or JPEG, among others. However, these cannot be revised in the Records Management System. Only up- and download and local revision is possible.
No content file is stored in the system for URLs and paper documents, but only an attribute management record.
Files and file models are also managed internally by the system as documents. The Knowledge Provider is used as the management service in this case as well.
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Processing Documents in Records
Processing, Send document, Process attribute
Edit documents
Version view
© SAP AG 2006
You can search for documents directly from the Records Organizer, or you can open the corresponding file and select the document you are searching for.
Attributes are stored for a document as well as for the file itself.
You process file-based and integrated in the SAP System MS Word, MS Excel and MS Powerpoint documents, among others.
Be sure to note the document version.
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Document Attributes
© SAP AG 2006
Explicit maintenance of document attributes enhances the reportability of documents.
Certain attributes, such as "last changed by," are maintained automatically by the system; others must be maintained manually.
Attributes can be optional or required.
Individual attributes can be hidden if they are no longer required for a concrete solution.
It is possible to add additional attributes (refer to the unit "Content Model and Property Unification").
In SAP Web Application Server 6.20 and 6.40, the attribute display functioned in exactly the same way as the document display (pushbutton and dialog box). As of SAP NetWeaver Application Server 7.0, the display has changed, as we saw in the previous unit.
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Local Editing and Completing
Up and download Check-in and check-out Completing documents
© SAP AG 2006
Download and upload as well as check-in and check-out are available for documents.
Documents can be completed. This leads to the generation of a "final" document that can no longer be changed (unless an administrator is authorized to reopen it).
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Working with Document Templates
Templates can be used to create documents
3
1 2
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Document templates can be defined and stored in the SAP system.
The use of document templates simplifies the creation of frequently recurring correspondence.
The definition and configuration of document templates is covered in a later unit.
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Displaying Archived Documents (ArchiveLink)
Zoom, navigate, rotate, ... Stamp, unchangeable note Annotations Send document
© SAP AG 2006
In the illustration you see an archived document, in this case a document in the TIFF format.
Typically, archived documents are linked to a business object (this requires user interaction); checkin into a file can be executed automatically (following the setting of automation steps in the project).
The standard display tool for archived documents is the Document Viewer, which is integrated into the records processing:
It displays unchangeable documents, which are generally stored in the TIFF or PDF formats.
Processing of the (unchangeable) originals is not supported. However, you can add annotations to an additional document layer, which you can superimpose on the original, or hide, at any time.
Redlining functions, as displayed in the diagram, are available for all formats that can be processed in the Document Viewer.
To obtain the required Customizing settings, you can refer to Customizing for the data type TIF, which is available for this function by default (refer to ArchiveLink Customizing, transaction OAD2).
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Searching for ArchiveLink Documents with the Document Finder
Document type-specific search template
Document type-specific hit list
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Digital Documents in Digital Records: Unit Summary
z You know how to search for and display documents. z You know the difference between documents and stored documents. z You now know how to edit, version and check-in and check-out documents in records. z You can use document templates. z You can work with annotations to documents.
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Exercises Unit:
Digital Documents in Digital Records
Topic:
Editing Documents in a Personnel Record
At the end of this exercise, you will be able to: • Enter further elements to a record • Search for documents, manage documents and integrate them into a record • Work with templates • Know how to use the records as an end user In this exercise you will fill the record you created in the last chapter with digital documents and practice using the records as an end user.
2-1
Open your record BIT640-## Record Anja Müller in change mode.
2-2
Integrate the following ArchiveLink documents in your record in the relevant folders: Folder
Document
Personal data > Contract
Employment contract
Personal data > Tax data
Employment tax card
Application
Letter
Application
Resume
Application
Work Reference
The documents have already been linked to the objects in HR by means of ArchiveLink. To integrate them search for existing documents in HR.
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2-3
Create the following desktop documents (by means of upload) using the local copies created in exercise 1. Folder
Document
General correspondence
Appraisals
General correspondence
Reminders
Here, enter the document attributes as follows: Short Description
Appraisal ## or reminder ##
Clear description
Appraisal ## or reminder ##
Alternatively, you can have clear descriptions generated. Save your record. 2-4
In the General correspondence folder, create a new letter ‘pay increase’ by using the document template Template letter for pay increase. Assign the following document attributes: Short Description
Pay increase ##
Clear description
Pay increase ##
Alternatively, you can have clear descriptions generated. Check whether the form fields were filled automatically. Complete the amount for the newly specified salary. 2-5
In the User documentation folder, create a link to the SAP Help Portal Internet page http://help.sap.com. Save the record.
2-6
Working with versions. Open the pay increase ## document and change the amount of the increase. Save the document as a new version. Save the record. Search for all versions of the pay increase ## document from the Organizer and the system displays the older version. From there, change to the current version.
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Solutions
2-1
Unit:
Digital Documents in Digital Records
Topic:
Editing Documents in a Personnel Record
Open your record BIT640-## Record Anja Müller in change mode. 2-1-1 The record is in your Organizer's history. Double-click on the record to display it and choose Change<>Display. Alternatively, you can choose the Change function in the context menu for the record. For a clearer overview, hide the Organizer navigation bar.
2-2
Integrate the following ArchiveLink documents in your record in the relevant folders: Folder
Document
Personal data > Contract
Employment contract
Personal data > Tax data
Employment tax card
Application
Letter
Application
Resume
Application
Work Reference
Choose the Search activity to integrate the documents, as the documents have already been linked in HR (so they have already been created). Select the corresponding node and open the context menu. 2-2-1 Select Activities -> Search. The Document Finder opens. 2-2-2 Use the input help to select the HR documents by infotype document area and enter personnel number 1000. 2-2-3 Choose Search. 2-2-4 Expand the documents for Anja Müller and select the required document from the “Tax data“ or “Personal Data“ folder. Important: Do NOT use the document in the folder called Other documents. 2-2-5 To export a document into a record, choose the Export to record icon next to the button for canceling the transaction. 2-2-6 Repeat this procedure until you have inserted all documents.
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2-3
Create the following desktop documents (by means of upload) using the local copies created in exercise 1. Folder
Document
General correspondence
Appraisals
General correspondence
Reminders
Here, enter the document attributes as follows: Short Description
Appraisal ## or reminder ##
Clear description
Appraisal ## or reminder ##
Alternatively, you can have clear descriptions generated. 2-3-1 Select the corresponding node and open the context menu. 2-3-2 Choose Activities -> Create -> Do not use template. 2-3-3 Choose from the menu by using: From File. 2-3-4 Choose the file InterimAppraisal_Mueller. 2-3-5 In the window for attributes, enter the text Appraisal-## as the short description and as the clear description. Alternatively, the system generates another clear description when you select the icon behind the attribute. 2-3-6 Repeat these steps for the reminder. Use the Reminder_Mueller file and assign Reminder-## as the short description and the description. Save the document. 2-3-7 Save your record.
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2-4
In the General correspondence folder, create a new letter ‘pay increase’ by using the document template Template letter for pay increase. Assign PayIncrease-## as the short description. Check whether the form fields were filled automatically. Complete the amount for the newly specified salary. 2-4-1 Select the corresponding node and open the context menu. 2-4-2 Choose Activities → Create → Template Letter for Pay Increase. 2-4-3 Assign the pay increase-## as the short description and the clear description or let the system generate a clear description. 2-4-4 Check whether the form fields were filled automatically. If not, you can ensure the fields are filled with the Set form fields button. 2-4-5 Enter the salary in the template and choose Save.
2-5
In the User documentation folder, create a link to the SAP Help Portal Internet page http://help.sap.com. 2-5-1 Select the corresponding node and open the context menu. Choose Activities – Create and enter the URL. If the URL has already been created by another course participant, then it is sufficient to search for this URL. To do so, choose the Search activity in the context menu. Enter corresponding selection criteria or start the search without parameters (not many URLs are stored in the system). If this is not the case, choose the Create activity in the context menu and enter the URL http://help.sap.com and SAP Documentation as the description. 2-5-2 Confirm with Continue. Save the record.
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2-6
Working with versions. Open the pay increase ## document and change the amount of the increase. Save the document as a new version. Save the record. Search for all versions of the pay increase ## document from the Organizer and the system displays the older version. From there, change to the current version. 2-6-1 Open the salary letter by double-clicking on it and change the amount. 2-6-2 Choose Save – Save as new Version. Save the record as well. 2-6-3 Open the Documents folder in the Organizer. Select Desktop documents and choose Search in the context menu. In order to be able to search for all versions of a document, switch off the Current versions only setting in the search window in the Organizer. You can see the different versions. Double-click to display the older ones. 2-6-4 In the display of a document, you can find all versions using the Versions button. In the list, double-click on the current document.
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System Architecture
© SAP AG 2006
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System Architecture: Unit Objectives
At the conclusion of this unit, you will be familiar with: z The basic terminology of Records and Case
Management z The role of the registry in developing electronic
records z The use of connection and context
parameters
© SAP AG 2006
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Architecture: An Overview Element type for Documents
Content model for documents (attributes)
Element type for BOR Element type for workflows Element type for transactions
Definition Time
Elemnt type for record modls
Content model for records (attributes)
Record model (structure)
Element type for records
Runtime
Record
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How are Elements integrated into the Records? z SAP Records and Case Management is based on the Service Provider Framework z This framework allows it to work with different services and to combine them in Records Management. z A service provider combines functions that implement the behavior of a certain number of elements. z Through the framework, various services (elements) communicate with each other, for instance documents with the records in which they are contained. z In the registry, service providers are registered in the framework and element types are configured.
© SAP AG 2006
An element is an information object in Records Management.
Elements can be contents of files. However, elements are independent in the sense that you can search for them directly and display and process them without reference to the record.
A record is itself an element. It simultaneously contains other elements. A record can also contain other records.
You start the registry for processing element types with the transaction SRMREGEDIT.
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The service provider framework Service provider for business objects
Service provider for transactions
Service provider for records
Service provider for workflows
Service provider for AL
Service Provider Framework
SRMREGEDIT Service provider for reports
…
© SAP AG 2006
SAP supports standard service provider, which can be divided into three groups:
Service provider whose elements are stored using the Knowledge Provider (KPro). These service providers are thus all based on the generic service provider.
•
Service provider for files
•
Service provider for file model
•
Service provider for documents
•
Service provider for document templates
•
Service provider for notes Service provider for administration data from paper files
Service provider whose elements come from the applications of the SAP system or from non-SAP systems. Service providers in this category are: •
Service provider for business objects
•
Service Provider for ArchiveLink documents
•
Service provider for workflows
•
Service Provider for transactions
•
Service provider for reports
Service provider whose elements come from the internet, for example: •
Service provider for URLs
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Why use a Framework? Material
z SAP Records Management integrates different information from different sources
Contact Invoice
Business objects from SAP and non-SAP systems
z Records Management should not be restricted to a predefined number of information objects
HR master record processes
z Flexibility for enhancements, which are used to integrate the objects of a customer or to integrate an application in a record
Desktop documents and templates
Web content
?
etc …
© SAP AG 2006
Questions that have to be clarified: •
Where does the data come from?
•
How should it be formatted?
•
Which operations can be carried out on objects?
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Service Provider: Elements in Records SRM_SP_BOR
SRM_SP_HR SRM_SP_WORKFLOW SRM_SP_DISPOSITON
SRM_SP_RECORD
SRM_SP_PAPERDOCUMENT SRM_SP_DOCUMENT SRM_SP_DOCUMENT_TEMP
SRM_SP_AL_DOCUMENT
SRM_SP_URL
SRM_SP_NOTE
SRM_SP_GENERAL_TRANSACTIONS
SRM_SP_REPORT
© SAP AG 2008
The slide shows the key elements of a record and the technical names of the service providers that are responsible for the elements.
You can find further service providers in your system:
SRM_SP_KEYWORD_CATALOG:
responsible for the keyword catalog
SRM_SP_MODEL:
responsible for record models
SRM_SP_ORGANIZER:
responsible for the Records Organizer
SRM_SP_PLAN:
responsible for records/file plans
SRM_SP_REFERENCE:
responsible for record number generation
SRM_SP_VIEWGEN:
responsible for the View generator
You can use the Service Provider Framework to implement user-defined service providers.
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Overview of the Objects of the Service Provider Framework
Service provider 1
An element type is classified by a type
An element type is assigned to one or more RMSs
n
Type 1
An element type is a subclass of objects of a service provider.
n
n Element type
m
RMS
n
1
n
An element is an instance of an element type
Element © SAP AG 2006
Service Provider: A service that is registered in a framework and controls a certain number of element types and thus elements
Element type: For any service provider there is at least one (there may be several) element type(s) on which configuration is carried out for the concrete element characteristics that are implemented by the service provider.
Element: A concrete instance, in the example, an archived document:
RMS:
Comparable to a "file header", for instance, for personnel files
Type:
The folder structures elements according to their content.
Within a service provider, element types can be used for differentiation. Using element types you can, for example, separate information objects according to where they are to be uploaded into the system, which business objects should be integrated, ...
In the technical environment, element type is sometimes used synonymously with Service Provider Space (SPS).
Types classify elements according to their characteristic role and help the user orient himself when searching for file contents. These types appear as folders in the standard view of the Records Organizer.
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An Example of Structure Points of the Service Provider Framework
Element types for records
Element type for record model
Types
Elements
© SAP AG 2006
When you open a file instance in display mode, you find all the structure points mentioned here
(References to) elements as contents of files
An element (the record itself) opened in display mode
(References to) elements in history
Elements in the role-based view, e.g. several element types for files and an element type for file model
Types for organizing element types according to contents
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Record Management Objects using BOR objects as an example Service Provider BOR Objects
Must be maintained for each element type 'Classification' tab page Type BOR Object
Must be maintained for each element type 'Classification' tab page
Element type Technical drawing
1 RMS DEMO DVS 2 RMS planning
Element Elementdrawing Element drawing Number drawing Number 1000102 Number 1000101 1000100 © SAP AG 2006
The element type technical drawing can have any number of concrete drawings as elements.
The element type "technical drawing" is supported by the service provider for business objects.
The element type technical drawing is classified as "of the type BOR object" and is thus stored in in the folder for BOR objects.
It exists in several RMSs.
It is possible to display objects remotely from other systems. To do this, you must make the following settings: •
Name a logical system (SALE)
•
Define target systems for RFC calls (SM59)
•
Set RFC destinations for method calls (BD97)
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Record Management Objects using Records as an Example Service Provider Records
Type: Record
Element type Record (with attributes)
1 RMS finance 2 RMS HR
Element Element Element Record Record Record Number 3000 Number 2000 Number 1000
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The service provider for files is manifested in concrete files through metadata
Individual personnel files are baes on the type file.
The element type file is used in both accounting and human resources.
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What is .... Terminology
An element is an information object in a record
The configuration of elements is done by defining element types
Each element type belongs to 1-n Records Management Systems (RMS), which assign the records of an enterprise or department to different areas. Explicit access authorization is required for each area.
The behavior of an element is implemented as a service provider
Documents, business objects and transactions are examples of types.
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An element type is a subclass of the objects of a service provider (specialization).
An element is an instance of an element type
Types aid orientation in the Organizer/file management
Each element type is assigned a type.
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Areas in the Application Registry
SRMREGEDIT Various areas in the application registry for different functions
© SAP AG 2006
You can also call the applicaton registry using transaction SMREGEDITC (Customizing mode). You can use this mode to disable the option to change service providers. All other functions are also accessbiel.
Choose application registry, and then open the section that you require. Separate registry sections have been defined for the various application areas. The following areas are available in the latest SAP RM release: S_AREA_RMS (Records Management) S_AREA_CMG
(Case Management)
S_AREA_RMPS
(Public Sector Records Management)
S_AREA_GDMA
(Storing information using WebDAV)
S_AREA_FRAMEWORK
(Service provider for controlling the service provider framework)
The system displays the available RMSs under RMS_ID, the available types under TYPE, and also displays the list of service providers and the element types assigned to them.
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Service Providers in the Application Registry
SRMREGEDIT (Developer mode) Definition of service providers and element types in the application's registry
© SAP AG 2008
In SAP Records Management, the service providers were defined in separate sections for the different application areas. These sections were harmonized in SAP Records Management 3.0. That is, each service (service provider) of an area can be used in the other areas.
In SAP RM 2.0 and SAP RM 2.4, we recommend that you always work in S_AREA_CMG.
As of SAP RM 2.4, transaction SRMREGEDITC is available for carrying out Customizing tasks. These include creating and changing element types.
Other options for restricting element types: •
WF_RAISE_EVENT:
•
USE:
•
LOG_LEVEL:
•
.LOG_KEEP_DAYS:
•
LOG_NOT_DEL:
© SAP AG
Should workflow events be triggered?
Where-used-list active or inactive? (Default: Active) Level of detail of the logs Holding period of the log entries in days Indicates whether logs can be deleted after their expiry date
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Examples of Connection Parameters:
SRM_SP_WORKFLOW: - FUNCTION_INSTANCE_DESCRIPTION - FUNCTION_PROCESS_WF_LOG - FUNCTION_QUERY_WORKFLOW - FUNCTION_START_WORKFLOW - RFC_DESTINATION - RFC_DESTINATION_CALLBACK - WF_DEFINITION
SRM_SP_AL_DOCUMENT: - BO_KEY - BO_TYPE - CLIENT - CREP_ID - DOCUMENTSPACE - DOC_TYPE - RFC_DESTINATION - STATE_PROFILE_ID
SRM_SP_BOR: - ARCHIVE_DISPLAY - ARCHIVE_ORIGIN_GET - BOR_OBJECT_TYPE - FUNCT_EXECUTE_CUSTOM - FUNCT_PUBLISH_CUSTOM - LOGICAL_SYSTEM - METHOD_BOR_OBJECT_CREATE - METHOD_BOR_OBJECT_DELETE - METHOD_BOR_OBJECT_DISPLAY - METHOD_BOR_OBJECT_EDIT - METHOD_BOR_OBJECT_FIND - RFCDEST_CUSTOM - SUBTYPE
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Which connection parameters can be maintained for an element type varies from service provider to service provider. You can find descriptions of the connection parameters for the individual service providers in the documentation.
Connection parameters can be optional or required.
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Element types (a technical view) An element type is a delimited area in the repository of a service provider. Element types are created in the registry of the respective service provider. For the element type, you store values related to the connection parameter of the service provider. Entire repository of a service provider
Element types are identified by entering values into connection parameters © SAP AG 2006
What element types do: To insert elements in files, users need only select the appropriate element type. They needn't worry about technical details (RFC destinations, the key of the workflow template, and so on).
This information is stored in the connection parameters.
Using element types makes it possible to preconfigure files.
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Connection Parameters of Elements
© SAP AG 2006
The connection parameters of the corresponding service provider are stored in the connection parameters of concrete element types.
Consequently, elements of the element type ZSRM_SPS_DRAW always refer to objects of the business object type DRAW in the system, which is addressable through the logical system I20CLNT800. To display the objects, double-click the DISPLAY method of the object type DRAW.
An element of element type ZSRM_SRM_WS310000015_00 always refers to workflow WS30000015 (leave request) and is started in the current system.
Personnel documents stored via ArchiveLink are always assigned the object type PREL and are deposited in the content repository MA.
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Creating a New Element Type z Call the registry and branch to the application registry z Select the appropriate service provider and select create element type from the context menu. z Assign an element type ID in the customer namespace and a short text describing the element type. z On the connection parameter values tab page, maintain the desired values z On the classification tab page, assign the element type an RMS and a type
© SAP AG 2006
As soon as you choose the function Create on the classification tab, the dialog window Registry Browser: Select Area Parameter Value opens: Assignment to the desired RMS and type is done by double-clicking on the corresponding RMS and the corresponding type in the sections RMS_ID and TYPE.
If the element type is an element type for files, you have to assign it to a file model in the connection parameters.
All element types whose implementation is inherited from the generic service provider, must refer to a content model (technical name: DOCUMENT_CLASS); i.e. these element types are given attributes separately and the respective attribute record is defined in a content model.
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Service Provider: POID Parameters
POID = Persistent Object ID The POID is a unique identifer for an element belonging to a service provider.
Entire repository
Identifying an element within an element type
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POID of a record, visible in the record's technical information
Records Organizer: View of a personnel record Context menu: Information about the record: Technical information
POID © SAP AG 2006
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Service Providers: Context Parameters
Context parameters enable the exchange of information between different service providers
You want to display a document from a record in Japanese.. If the service provider for documents has a "LANGUAGE" context parameter, it can be set by the service provider for records and the corresponding information transferred.
© SAP AG 2006
Context parameters enable communication between different elements via the framework.
Another example is the transfer of file attributes to the variables of document templates (when creating documents in a file).
The context parameters were enhanced for some service providers for SAP Records Management 3.0, in order to dynamically use the values of the record attributes to preassign field contents when communicating with the element type.
Examples for this would be the service providers for transactions with the context parameter VSPAGPAID and the service provider for reports with the context parameter VSELNAME.
Specify the value = for transactions, or
CREAUSER=CREATED_BY and CHANUSER=CHANGED_BY for reports (in this case, CREAUSER and CHANUSER are report parameters).
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System Architecture: Unit Summary
You now understand: z The basic terminology Service Provider
Type Element type RMS z The role of the registry for records and case
management Creation and maintenance of service providers,
element types, RMSs and types z The use of connection parameters in service
providers and element types z The use of context parameters
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Exercises Unit:
System Architecture
Topic:
Registry Introduction to the Registry
At the end of this exercise • You will understand the configuration of the registry • Learn about the configuration of the ArchiveLink service providers and the service provider records • You will be able to copy and adjust element types This exercise is a prerequisite for further exercises
3-1
Orientation in the registry Start registry maintenance in a separate mode (open the Records Organizer in the first session). In the application registry, open the AREA for Records Management S_AREA_RMS. Here, you will find all the key information about the system configuration. Display the different Records Management Systems that are displayed in the system. How do you switch between the different RMS in the organizer? Where do you find which types are defined in the system? Compare the types with the information in the organizer.
3-2
Element type for archived documents Display the element type ZSRM_SPS_ALDOCUMENT_BIT640 Archived Document BIT640 (ArchiveLink documents) for service provider SRM_SP_AL_DOCUMENT. On the Properties tab page you find the short description that is displayed in the Records Browser. You can see the ID of the content repository in which the archived documents are stored in the connection parameters. What is the name of the repository? Here, you will also find the HR business object type with which the documents from exercise 1 are linked.
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3-3
Element type for records Create a separate element type for your test records in service provider SRM_SP_RECORD. Properties tab: Element type ID: Short description:
Z_SRM_SPS_RECORD_TEST_## Test records ##
Connection Parameter Values tab: DOCUMENT_CLASS ZKNA101 MODEL_ID: Enter the record model “Free records model” (unique name FREE). The free records records model allows you to create user-defined elements in user-defined folders and to test them. Classification tab Register your new element type for the RMS RMS for Course BIT640, and assign it the type Record. Save the element type as a local object.
3-4
Update the view of your organizer and check whether and how the new element type appears. Create a new record based on your new element type: Short description: Record number: Customer number:
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Test record ## Test record ## 400##
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Exercises Unit:
System Architecture
Topic:
Context Parameter Working with the Context Parameter
During this exercise • You will learn about the service provider for transactions • Learn how to handle context attributes in general • Recognize the difference in dealing with transactions and business objects/infotypes This exercise supplements the personnel record from exercise 1
4-1
Maintaining context attributes Open the personnel record BIT640-## record Anja Müller in change mode. You find transaction PM20 in the Statements directory. You want transaction PM20 to always be called up for personnel number 1000 and that the initial screen is skipped. To achieve this, enter the following values for the relevant attributes in the context attributes of the records: SKIP_SCREEN X SPAGPAID PER=1000 You can also use the parameter VSPAGPAID. This allows the field value to be filled dynamically. To do this, enter the following: PER=SRM_PERSONNEL_NO Save the attribute in the Attributes section, and save the record. If transactions in records are created automatically (without user dialog) then the context attributes can also be assigned automatically.
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Exercises Unit:
System Architecture
Topic:
Remote Integration of Objects SAP Records Management as an Integration Platform
At the end of this exercise • You will be able to integrate business objects into records • The integration occurs across system borders • Learn more about configuring the registry You create a new element type with which you can experiment in further exercises.
5
In this exercise we will define an element type to integrate a technical drawing from another system in records. Technical drawings are integrated using the business object type DRAW. 5-1
Create a new element type for service provider SRM_SP_BOR in the registry (this time not by copying an existing type): Element type ID: ZRM_SPS_BOR_DRAWING_## Short description: Technical drawing group ## Save the element type as a local object.
5-2
In order to be able to work with your new element type, you must assign values to the following connection parameters: BOR_OBJECT_TYPE: DRAW LOGICAL_SYSTEM: I21CLNT800 METHOD_BOR_OBJECT_DISPLAY: DISPLAY The instructor has already set up logical system I21CLNT800. Register the element type for the RMS RMS for Course BIT640 and assign the new element type to the business objects type.
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5-3
Check your new element type by restarting the organizer and searching for the following business object: Document type: DRM Document: T-D00 Document version: 00 Document part: 000 Choose type PC as the front end type for the first call.
5-4
Go back. Double-click on the object in the history and the document info record is displayed again. Note the change of system and possibly client.
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Exercises Unit:
System Architecture
Topic:
More Business Objects Records Management Collects Information
At the end of this exercise • You will be able to integrate business objects into records • You will learn more about dealing with business objects in the context of Records Management. You create new element types with which you can experiment in further exercises.
6
In this exercise you will create more elements types for the business partner and material master business objects. 6-1
Create a new element type for the business partner: Element type ID: Short description:
ZRM_SPS_BO_BUPART_## Business partner group ##
Use business object BUS1006 for this purpose. You want to be able to display, change and create business partners from records. 6-1-1 Create a new element type for service provider SRM_SP_BOR in the registry, in the same way as for the last task. Element type ID: ZRM_SPS_BO_BUPART_## Short description: Business partner group ## 6-1-2 Maintain the following connection parameters: BOR_OBJECT_TYPE BUS1006 METHOD_BOR_OBJECT_CREATE CREATE METHOD_BOR_OBJECT_DISPLAY DISPLAY METHOD_BOR_OBJECT_EDIT EDIT 6-1-3 Maintain the classification for your element type (Z_RMS_BIT640, business object type). Save the element type as a local object.
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6-2
Create a new element type for the material master: Element type ID: Short description:
ZRM_SPS_BO_MATNO_## Material masters group ##
Use business object BUS1001006 for this purpose. You want to be able to display, change and create material masters from records. 6-2-1 The same as for the business partner, the only difference is that connection parameter BOR_OBJECT_TYPE is assigned BUS1001006 instead of BUS1006. 6-3
To test the new element types, open your record Test records ## and enter a business partner and material master in your test record. 6-3-1 You can use business partner 102 and material master P-100.
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Solutions
3-1
Unit:
System Architecture
Topic:
Registry Introduction to the Registry
Orientation in the registry. Start registry maintenance in a separate mode. In the application registry, open the AREA for Records Management S_AREA_RMS. Here, you will find all the key information about the system configuration. 3-1-1 Start transaction SRMREGEDIT. 3-1-2 Open the Application Registry section, open the area S_AREA_RMS. 3-1-3 Display the different Records Management Systems that are displayed in the system. You find the Records Management Systems defined in the system in section RMS_ID. 3-1-4 How do you switch between the different RMS in the organizer? In the organizer you switch using the Change RMS icon. 3-1-5 Where do you find which types are defined in the system? Open the TYPE sections. 3-1-6 Compare the types with the information in the organizer. Open a parallel mode and call up the organizer. You see the types as folders on the left part of the screen. When you compare them, you will see that fewer types appear in the organizer than in the registry. The organizer hides types for which no element types have been defined.
3-2
Show the archived documents element type (ArchiveLink documents) for service provider SRM_SP_AL_DOCUMENT. On the Properties tab page you find the short description that is displayed in the Records Browser. You can see the ID of the content repository in which the archived documents are stored in the connection parameters. What is the name of the repository? Here, you will also find the HR business object type with which the documents from exercise 1 are linked. 3-2-1 The element types are assigned to service providers. You will find the archived documents element type by opening the SRM_SP_AL_DOCUMENT service provider. 3-2-2 Double click on the element type. This takes you to the Properties tab page.
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3-2-3 Change to the Connection parameter values tab page. The content repository used for storage is called MA. The object type for the documents from exercise 1 is PREL. 3-3
Element type for records Create a separate element type for your test records in service provider SRM_SP_RECORD. Properties tab: Element Type ID: Short description:
Z_SRM_SPS_RECORD_TEST_## Test records ##
Connection Parameter Values Tab page: DOCUMENT_CLASS ZKNA101 MODEL_ID: Enter the Free records model record model (clear description FREE) in your element type. The free record records model allows you to create and test userdefined elements in user-defined folders. Classification tab page Register your new element type for the RMS RMS for Course BIT640, and assign it the type Record. Save the element type as a local object. 3-3-1 Open the service provider for records, SRM_SP_RECORD. From the context menu , choose Create Element type. 3-3-2 Enter ZSRM_SPS_RECORD_TEST_## as the element type ID and test records ## as the short description. Save the element type as a local object. 3-3-3 On the “Classification” tab page choose Create to enter the named RMS and type (select the values in the section you want by double-clicking on them a blue arrow appears beside the entry). RMS_ID: Z_RMS_BIT640 TYPE: SRM_RECORD 3-3-4 The parameter DOCUMENT_CLASS, which represents the link to a content model, is located on the Connection parameter values tab page. Select the line that contains the relevant value, and choose Change. Enter the value ZKNA101 in the entry field in the dialog box. 3-3-5 Select the parameter MODEL_ID and choose Change. Select the Z_RMS_BIT640 RMS and then locate the Free records model records model by using the input help. Save your entries.
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3-4
Update the view of your organizer and check whether and how the new element type appears. Create a new record based on your new element type: Short description: Record number: Customer number:
Test record ## Test record ## 400##
3-4-1 Press the Update button in the ORGANIZER. Open the Records folder. You see your new element type Test records ##. 3-4-2 In the context menu, choose Create. Enter the short description and the record number as attributes for your new record. Also maintain the customer number. Save your new record.
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Solutions
4-1
Unit:
System Architecture
Topic:
Context Parameter Working with the Context Parameter
Maintaining context attributes Open the personnel record BIT640-## record Anja Müller again in change mode. You find transaction PM20 in the Statements directory. You want transaction PM20 to always be called up for personnel number 1000 and that the initial screen is skipped. To achieve this, enter the following values for the relevant attributes in the context attributes of the records: SKIP_SCREEN X SPAGPAID PER=1000 Save the attributes in the Attributes section. Save the record. 4-1-1 Start the Organizer transaction. Your record is in the history of the organizer (also in the Favorites). Double-click the record to open it in change mode. 4-1-2 Open the Statements folder. The system displays the element “Statements with SAPscript” (transaction PM20). Open the Attributes for the node using the context menu. You want to set up the system so that transaction PM20 is always called for personnel number 1000, and that the initial screen is skipped. Choose display/change in the screen area for maintaining the attributes. 4-1-3 Maintain the attributes as follows: Attribute Value SKIP_SCREEN X SPAGPAID for line with list number 01 PER=1000 optional: VSPAGPAID (line 01): PER=SRM_PERSONNEL_NO 4-1-4 In the attribute maintenance section, save the context and free attributes. Close the attribute maintenance. Save the record.
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Solutions
5
Unit:
System Architecture
Topic:
Remote Integration of Objects SAP Records Management as an Integration Platform
In this exercise we will define an element type to integrate a technical drawing from another system in records. Technical drawings are integrated using business object type DRAW. 5-1
Create a new element type for service provider SRM_SP_BOR in the registry (this time not by copying an existing type): Element type ID: ZRM_SPS_BOR_DRAWING_## Short description: Technical drawing group ## Save the element type as a local object. 5-1-1 Call up the registry using SRMREGEDIT. Open the application registry and section S_AREA_RMS. 5-1-2 Select the service provider for BOR objects SRM_SP_BOR. In the context menu, choose Create element type. As the element ID assign: ZRM_SPS_BOR_DRAWING_##. As the short description assign: Technical drawing group ##. 5-1-3 Save the document type as a local object. The element type is displayed.
5-2
In order to be able to work with your new element type, you must assign values to the following connection parameters: BOR_OBJECT_TYPE: DRAW LOGICAL_SYSTEM: I21CLNT800 METHOD_BOR_OBJECT_DISPLAY: DISPLAY Assign the new element type to the business objects type. 5-2-1 If the element type is still open, switch to the Connection parameter values tab page. Otherwise, call up the Change activity for the element type in the context menu. 5-2-2 Select the parameter BOR_OBJECT_TYPE and choose Change. Enter DRAW as the value and confirm with Continue. 5-2-3 Select the Logical_System parameter and choose Change. Select RMS Z_RMS_BIT640 by double-clicking on the subsequent dialog box and enter I21CLNT800 in the subsequent dialog box. Confirm by choosing Continue. 5-2-4 Select parameter METHOD_BOR_OBJECT_DISPLAY and choose Change. Enter DISPLAY as the value and confirm with Continue.
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5-2-5 Classify the element type for RMS Z_RMS_BIT640 and assign the new element type to the business objects type. To do so, select your new element type, choose Change from the context menu and switch to the Classification tab page. Choose Create. The system shows the Select area parameter value dialog box. To assign the RMS double-click Z_RMS_BIT640 in the RMS_ID section. To assign the type Business Object to the element type, double-click SRM_BUSINESSOBJECT in the TYPE section. Exit the dialog box using Continue. You see your new parameter. Choose Save. 5-3
Check your new element type by restarting the organizer and searching for the following business object: Document type: DRM Document: T-D00 Document version: 00 Document part: 000 5-3-1 Start the Organizer transaction. Open the Business Objects folder. You see your new element type Technical drawings group ##. 5-3-2 Choose Search using the context menu and search for the drawing mentioned in the exercise data. 5-3-3 When asked, choose PC as the front end type. The drawing is displayed. 5-3-4 Note that the drawing is displayed within a framework, but that it is currently not assigned to a record.
5-4
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Go back. Double-click on the object in the history and the document info record is displayed again. Note the change of system and possibly client.
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Solutions
6
Unit:
System Architecture
Topic:
More Business Objects Records Management Collects Information
In this exercise you will create more elements types for the business partner and material master business objects. 6-1
Create a new element type for the business partner: Element type ID: Short description:
ZRM_SPS_BO_BUPART_## Business partner group ##
Use business object BUS1006 for this purpose. You want to be able to display, change and create business partners from records. 6-1-1 Create a new element type for service provider SRM_SP_BOR in the registry, in the same way as for the last task. Element type ID: ZRM_SPS_BO_BUPART_## Short description: Business partner group ## 6-1-2 Maintain the following connection parameters: BOR_OBJECT_TYPE BUS1006 METHOD_BOR_OBJECT_CREATE CREATE METHOD_BOR_OBJECT_DISPLAY DISPLAY METHOD_BOR_OBJECT_EDIT EDIT 6-1-3 Maintain the classification for your element type (Z_RMS_BIT640, business object type). Save the element type as a local object.
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6-2
Create a new element type for the material master: Element type ID: Short description:
ZRM_SPS_BO_MATNO_## Material masters group ##
Use business object BUS1001006 for this purpose. You want to be able to display, change and create material masters from records. 6-2-1 The procedure corresponds to the described procedure for the business partner. You need only set connection parameter BOR_OBJECT_TYPE to BUS1001006 instead of BUS1006. 6-3
To test the new element types, open your record Test record ## and enter a business partner and material master in your test record. You can use the business partner with key 102 and material master P-100. 6-3-1 Open your Test records-## record using the history. Select the worklist element and choose Create from the context menu. 6-3-2 In the Select element type menu, choose the business objects section and choose the business partner group ## object. 6-3-3 Choose the function Activities -> Search and enter value 102 as the key. The business partner is entered into the record. 6-3-4 Repeat this procedure for material master P-100.
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Content Model and Property Unification
© SAP AG 2006
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Content Models and Property Unification: Unit Objectives At the conclusion of this unit, you will know: z What content models are used for
in Records Management z How the Knowledge Provider works in principle z How to create/copy content models for records, record
models, documents, and so on. z How to enhance content models z Why the property unification technology was
developed z How this technology is used together with content
models
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Content Models and Attributes z All records belonging to a record element type use the same set of attributes. Typical attributes are z Change date Personnel number: D012829 Record created: Oct. 1995
Department HR 02
Last changed: April 2003
Personnel record Henry Baker
z Last changed by z Short description …
z In projects, in addition to these general attributes, you often need to add application-specific attributes for the record. z Typically at least one additional attribute is needed for connecting a record to a corresponding entity.
z A set of attributes is also assigned to other element types such as documents, notes or record models. z You define such attribute records using content models that are assigned to element types.
© SAP AG 2006
In general, content models describe the manner in which documents of a certain type are stored, which attributes are maintained for the documents and what relationship the documents have to each other.
To use the document infrastructure of the Knowledge Provider (KPro), applications define their own content models. During runtime, the Knowledge Provider (KPro) accesses these models and provides services to the application for the management of documents.
When configuring Records Management, you can define additional attributes using content models.
An example of an application-specific attribute is the personnel number in a personnel record, which uniquely identifies an employee within an HR system.
Attributes that establish a connection with another SAP entity are, for example • Personnel records: Personnel number in the HR master record (HR) • Customer records: Customer number of the main business partner • Project records: Project number of the project
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Organizing Content Models Element type for Documents
Content model for documents (attributes)
Element type for BOR Element type for workflows Element type for transactions
Definition Time
Element type for record models
Content model for records (attributes)
Record model (structure)
Element type for records
Runtime
Record
© SAP AG 2006
The record configuration parts are united in the registry. Content models are particularly useful when you use element types for the service providers for documents and records, but are also used in other element types that are based on the generic service provider.
To define an element type for records, you have to enter an existing content model in the connection parameter DOCUMENT_CLASS.
The definition of record models is the topic of the next unit.
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Assignment of element types to content models
Connection parameters of an element type for documents
z Any element type based on the generic service provider (Knowledge Provider) is assigned to a content model. z You define the content model for records, documents etc. by setting the connection parameter DOCUMENT_CLASS © SAP AG 2006
You maintain the connection parameter DOCUMENT_CLASS for the individual element types in the registry (transaction SRMREGEDIT).
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Generic service provider z The generic service provider is a program that implements the behavior of all elements that are based on the Knowledge Provider. z The service provider for records, record models, documents etc., inherits its implementation from the generic service provider z The connection parameter DOCUMENT_CLASS establishes the connection to the Knowledge Provider. z The connection parameter DOCUMENT_CLASS refers to a content model
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The following service providers are based on the generic service provider: •
Service provider for records
•
Service provider for record models
•
Service provider for documents
•
Service provider for document templates
•
Service provider for notes
•
Service provider for administration data of paper files
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Content Models z Content Models z are maintained in the Document Modeling Workbench z define attributes z define the content repository on a content server z define the index server z specify whether or not content objects can be transported
(connection to transport system) z are based on the Knowledge Provider (KPro)
z For Records Management projects z you copy existing content models z you enhance content models with additional attributes
© SAP AG 2006
A content model includes the: • Definition of application -specific attributes • Definition of classes for physical documents • Definition of classes for logical documents underlying the definitions is the modeling concept of the Knowledge Provider (KPro).
The highest hierarchy level of a content model is the document area, e.g. an area for training documents, for marketing materials, for records, … Document areas principally serve to separate documents from different applications
If you have to construct a content model yourself, consider the following: • what type of documents you are working with. • what characteristics the documents have (language, format, …)
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Creating Content Models Using WIZARD z SAP supplies templates for content models. z To avoid difficulties that may arise if you change these templates, please create your own content models, if applicable z SAP provides a WIZARD for this purpose
The function is available in the SAP IMG: SAP NetWeaver → Application Server → Basis Services → Records Management → Customizing for Record Models, Records and Documents→ KPro Repository: Create Content Model © SAP AG 2006
To open Customizing for Records Management, call transaction SRMCUSTOMIZING. Instead of the IMG, you can also use transaction SRMCMCREATE.
The wizard copies an existing content model, and changes it. All information required to carry out this activity is available from the Wizard.
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Copying a Content Model When should new content models be created? z When it becomes necessary to adjust the attribute record. z When the content repository (storage system) is to be configured separately. This is typically necessary for the content models for records and those for documents that are given attributes explicitly. z When new management tables need to be created. z As a rule, the content models for document templates and record models do not need to be changed. The standard models are adequate.
© SAP AG 2006
The use of user-defined content models is necessary even if you merely want to hide individual attributes of records or documents
The standard models for record models and document templates are operable upon delivery. Thus you can transfer them as a part of the system configuration from the test system into the production system landscape.
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Document Modeling Workbench
Transaction DMWB
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The Document Modeling Workbench is intended for application developers and as a tool is comparable to the Data Dictionary. Thus working with content models requires some experience. For Records Management, however, you only use a few basic functions.
A fundamental principle of the DMWB is the consistent use of inheritance; the presentation is thus in the form of an inheritance tree.
You can view the new content model in the Document Modeling Workbench. Choose SRM → LOIO Classes or PHIO classes → .
Every content model consists of an original and a template class indicated by a “V” at the end of the name. The template class contains the attributes of the content model.
In addition, the Wizard creates a further template class. You can use this class when creating multiple content models: Subsequent content models can inherit from this additional template class.
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Creating Additional Attributes in the Document Modeling Workbench
Create additional attributes in the DMWB
The documentation for the IMG function "KPro Storage: Create or Change Attributes of a Content Model" contains more detailed information. © SAP AG 2006
You create new attributes in the document area SRM under the IO attribute node linked to DDIC fields. You must assign the new attribute to a content model. To do so, you have to decide if the attribute belongs to the document as a whole (LOIO attribute) or if it applies only to individual versions of the document (PHIO attribute).
Once you have made a decision, expand the node PHIO or LOIO classes and the template class for the generic SP SRM_GENERIC-(PH)_V. You see the classes of the SAP standard content models. Expand one of the SAP template classes. You see the user-defined template classes you have created.
Expand the user-defined template class from which the content model whose attributes you wish to maintain inherits. You see all the content models that inherit from that user-defined template class. For each content model, in turn, there is a template class. You can only change the attributes in this template class, not in the content model itself.
Open the instance attributes tab in the detail screen. Choose Insert line and enter the technical name from the list of IO attributes. Specify the properties. Use the documentation for descriptions of the attributes.
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Examples of standard content models z Records z SRM_REC00 (PHIO: SRM_RCDP00) z SCMG01 Case Records (PHIO: SCMGP01) z SRM_REC01 Demo records transportable (PHIO: SRM_RECP01), cross-client
z Record models/types z SRM_MOD02, record model transportable (PHIO: SRM_MODP02), cross-client
z File plans z SRM_FPL03 (PHIO: SRM_FPLP03), cross-client
z Electronic as well as paper documents z SRM_DOC04 (PHIO: SRM_DOCP04) z SRM_DOC05 demo documents transportable (PHIO: SRM_DOCP05), cross-client © SAP AG 2006
The standard content models should be viewed as examples or test data.
You find client-dependent content models in the area SRM – SAP Records Management; crossclient content models are found in the area SRMU – SAP Records Management – cross-client.
All documents for these content models are stored in the database of the SAP system
Storage category: SRM_XX
Content Repositories: SRM_DB_XX
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Knowledge Provider (KPro) z To operate the Document Modeling Workbench, you need to understand the basic concepts of the Knowledge Provider. z The Knowledge Provider (KPro) … z Is part of the Basis System and serves to manage and store documents. z Accordingly, it is present in every system that is based on SAP Web Application Server. z Is not itself an application, but is used by applications. z With a few exceptions (e.g. Customizing), is not visible on the system interface.
© SAP AG 2006
In the Knowledge Provider, not only are document-like objects managed, but also the relationships between these objects. Relationships represent dependencies between documents. In addition, there is an efficient versioning concept.
You can find detailed information on the Knowledge Provider in the documentation and in the Service Marketplace at http://service.sap.com/kpro
The Knowledge Provider is based on the concept of logical and physical info-objects.
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Logical and Physical Documents z Logical documents are: z Representations of the characteristic role of a document z Abstractions dependent on, for example, the following criteria: z Medium and format z Language
(sound file, photo, HTML text, ...)
(original language or translation)
z Content version
(preliminary version, final version)
z Logical documents comprise 1-n physical documents
Administration level Logical Document
1
*
Physical Document
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A logical info object is a logical bracket around an object in all its instances, that is, it describes the abstract aspect of a document.
A logical document could be, for example, the Declaration of Independence of the United States.
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Physical Documents z Physical documents: z Are representations of the physical documents z Correspond to exactly one logical document z Physical documents that belong to the same logical document can differ in language, format and content z “Represent” the corresponding logical document in a special context z Contain one or more components. A component corresponds to a file on the content level Administration level Logical Document
1 *
Physical Document
1 *
Content Component
1
1
File
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Physical object means the concrete document. • The Declaration of Independence is available in numerous translations and in spoken form as a sound object. • Every translation and the sound file are each individual physical objects.
The application determines which physical document is appropriate for a given context; a context resolution takes place.
Strict Versioning: • The content of the components of physical documents is automatically protected from changes. Each change creates a new version. • The three-level content model supports both strict versioning and references between documents: All references relate to logical documents. This means that it does not matter if new versions with new IDs are generated for the individual physical documents, there is no unnecessary "version overhead".
The only KPro general concept used in records is content versioning. Format versioning does not occur (all records are represented using XML).
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Assigning Attributes to ArchiveLink Documents Element type for ArchiveLink documents
Property Unification (Attributes) z
Freely definable group of attributes (attribute model).
z
The attribute model is assigned to an element type for ArchiveLink documents. That is, all documents of this element type possess the attributes defined in the attribute model.
z
The attribute values can be specified by the user. The Records Management search dialogue is used for the attribute search.
z
Required, for example, for transferring old data, as well as later strategies for searching for the linked documents.
Business object database fields (document)
Record model (structure)
© SAP AG 2008
As of SAP RM 2.4 (Support Package 14), you have the option of entering attributes in SAP RM for documents that you integrate in SAP Records Management or store using the service provider for ArchiveLink.
Until then, it was only possible to find archived documents using the database content that was stored for the documents linked to this document
This new function is called "property unification". It allows you to create attribute assignments for all element types for service providers that support this new function
.
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Customizing Property Unification z Assign/Change model/element assignments Assign an attribute model to the desired element types (for example, service provider for AL documents).
z Register/Change tables/structures for default attribute repository Register tables that are used to store attribute values, and ABAP dictionary structures that help describe the attributes and are used as includes for the database tables.
z Generate attribute descriptions from registered tables Automatically generate attribute descriptions (refer to point 4).
z Create/Change attribute descriptions You determine the attributes for an attribute model Each attribute must refer to a data element, which you specify using the field name of a table or structure (description or the F1 and F4 help, if necessary).
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You can use four types of attribute with the attribute repository: • Single value, language-independent attributes (Abbreviation LIS – language independent, singlevalued) For example: Table SRMALATTRLIS (Structure: SRMALATTLIS_I) • Single valued, language-independent attributes (Abbreviation LIS – language independent, single-valued) For example: Table SRMALATTRLIS (Structure: SRMALATTLIS_I) • Multi-valued, language-independent attributes (Abbreviation LIM – language independent, single-valued) For example: Table SRMALATTRLIM (Structure: SRMALATTLIM_I) • Multi-valued, language-dependent attributes (Abbreviation LDM – language dependent, multivalued) For example: Table SRMALATTRLDM (Structure: SRMALATTLDM_I)
In point 4 you also specify the properties of the attribute for search and list display (Display/Maintenance does not occur for cross query attributes)
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Property Unification for Cross Queries Cross-element type search z You can search for records, documents, cases, record models and file plans across element types.
Delivered element types z Two sample element types are delivered with the service provider SRM_SP_QUERY:
SRM_SPS_QUERY Search for records, documents, cases, record models and file plans
SRM_SPS_QUERY_REC_DOC Search for records and documents
These element types have no connection parameters.
All delivered element types have the following search attributes: Unique name, description, created on, created by, changed on, changed by, keyword, full text search.
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In principle, it is possible to search across the elements of a service provider, provided that the service provider implements the relevant class role (for more information, refer to the technical documentation Cross SP search based on Property Unification, which is available from SAP Service Marketplace).
These element types are also available in Case Management. There, they begin with the identifier SCMG.
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Cross Query in the Organizer
Search using standard element types in the Organizer
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Customizing for the Cross-Query SAP NetWeaver -> Application Server -> Basis Services -> Records Management -> Customizing for Attributes ("Property Unification") z Specify search attributes (Attributes that apply to all elements) z Assign an attribute model to the element type for the cross query. z Assign individual attributes to the attribute model (transaction "Create/Change Attribute Descriptions"). z Also specify the properties of the attribute for search and list display (Display/Maintenance does not occur for cross query attributes) z You need not execute the IMG activities "Register/Change Structures for Default Attribute Repository" and "Generate Attribute Descriptions from Registered Tables" for the cross query.
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The option to restrict service provider types and/or element types is available under the node Customizing for Cross-Element Type Search.
Bear in mind the following when creating attributes: • Each attribute must refer to a DDIC data element, which you enter using the field name of a structure or table. • The DDIC reference is used to transfer the description as well as F1 and F4 help entries. • You also create an alias ID for each attribute. • It must have the same name as the alias ID of the corresponding attribute in the attribute of the element types that you want to search, so that the cross query can assign the element types you want to find to the attributes.
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Content Model and Property Unification: Unit Summary You now know: z What content models are used for
in Records Management z How the Knowledge Provider works in principle z How to create/copy content models for records,
record models, documents, and so on. z How to enhance content models z Why the property unification technology was
development z How this technology is used together with content
models
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Exercises Unit:
Content Model and Property Unification
Topic:
Content Models
In this exercise you will learn to: • Create content models • Enhance content models with new attributes You want to use SAP Records Management in your company. To do so, you need a content model. You want to enhance content models with an application-specific attribute.
7-1
Creating content models Create a new content model ZContMod_## for records using the Content Model Wizard. Use Z## as the prefix for names, for descriptions use BIT640##. To locally save development objects created by the wizard, use package Z001. Create an order with short description BIT640-##. Choose record as the content model type. The system creates the required tables. The records for this content model are to be stored on the database. Note the LOIO document class after completion by the wizard.
7-2
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In Service Provider SRM_SP_RECORD create a new element type ZTEST_CONTENTMODEL_## for records with short text Test Content Model ##, which uses the new content model. Under Connection Parameters, enter the document type noted at the end of the wizard and, as a record model, use the record model for personnel records. Under classification, create the connection to the TYPE for records and to RMS Z_RMS_BIT640. Test this element type by creating a record for it.
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7-3
Enhancing content models with new attributes. Add an additional personnel number attribute in the LOIO class for your content model. Call the new attribute Z_PERNO_## and assign description personnel number ##. Link your attribute with the field PERNR of table ZPERSNR.
7-4
After changing and activating the attribute, check whether the additional attribute can be maintained in the records belonging to the new element type previously created.
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Exercises Unit:
Content Model and Property Unification
Topic:
Property Unification
In this exercise you will learn to: • Set up property unification for assigning attributes to an element type for ArchiveLink documents You want to use SAP Records Management in your company. You also want to include old records in your system using the ArchiveLink functions. You require your own attributes in Records Management, so that you can identify documents copied from the old data.
7-5
Element type for ArchiveLink documents Create your own element type in order to test property unification. Copy the element type “Archived Document BIT640” (technical name ZSRM_SPS_ALDOCUMENT_BIT640) and change the required assignments. Save the element type as a local object.
7-6
Update the view of your organizer and check whether and how the new element type appears. When you double-click on the element type on the “Archived Documents” tab page, the Document Finder should open.
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7-7
Use the SAP Implementation Guide or transaction SRMCUSTOMIZING to go to Records Management Customizing and open the report for Property Unification. Open the activity “Create/Change Model/Element Type Assignments". Enter a new attribute model ID at this point: ZRM_AL_## with the description “Attribute model for AL documents ##“ and create a connection to your element type for AL documents. Maintain the activity “Register/Change Tables/Structures for Default Attribute Repository”. Enter your record model ID, as well as the table and structure for “Single-Value, Language Independent Attribute”:
Table: SRMALATTRLIS Structure: SRMALATTILIS_I Maintain the activity “Generate Attribute Descriptions from Registered Tables”. This is where the settings for the next Customizing entry are generated. Select your attribute model ID, and choose Enter. Open the activity “Create/Change Attribute Descriptions". When you open your attribute model ID, the system displays folders that contain the settings for property unification that were generated in the previous step. Check the settings and change them, if necessary. 7-8
Update the view of your organizer again and check whether and how the new element type appears. Now when you double-click the element type under the "Archived Documents” screen, the system should display a search screen with the following fields: Created by Created On/At Changed By Changed On/At Status ID Unique ID Description These fields are identical to the fields contained in the structure entered above. The presettings here transfer the existing F1 and F4 help. You can assign attributes to a document stored under the element type that you have just created by selecting it in the history and calling the context menu. Choose Create Attribute from this view. You can set the properties of the dialog displayed by the system, or its fields, by changing the attribute descriptions (see above).
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7-1
Unit:
Content Model and Property Unification
Topic:
Content Models
Creating content models Create a new content model ZContMod_## for records using the Content Model Wizard. Use Z## as the prefix for names, for descriptions use BIT640##. To locally save development objects created by the wizard, use package Z001. Create an order with short description BIT640-##. Choose record as the content model type. The system creates the required tables. The records for this content model are to be stored on the database. Note the LOIO document class after completion by the wizard. 7-1-1 Use transaction SRMCUSTOMIZING to call the IMG for Records Management, and open the Customizing section for Record Models, Records and Documents. 7-1-2 Execute the Create content model item. A wizard starts. 7-1-3 Enter the following values: Description Package Request:
Prefix for names: Prefix for Descriptions: Choose Continue.
ZContMod_## Z001 Create a new request (Type = workbench) with the name BIT640-##. Z## BIT640##
7-1-4 Choose Records as the content model template and then choose Continue. 7-1-5 Choose Create new. 7-1-6 Choose R/3 database and Continue. 7-1-7 Choose Complete. Note the document class that the wizard returns as the result.
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7-2
In Service Provider SRM_SP_RECORD create a new element type ZTEST_CONTENTMODEL_## for records, which uses the new content model. Assign the short text Test Content Model ##. Under Connection Parameters, enter the document type noted at the end of the wizard and, as a record model, use the record model for personnel records. Under classification, create the connection to the TYPE for records and to RMS Z_RMS_BIT640. Test this element type by creating a record for it. 7-2-1 Use SRMREGEDIT to call up the registry, choose Application Registry and open area AREA_RMS. Select the service provider for records SRM_SP_RECORD and choose Create element type from the context menu. 7-2-2 Assign element type ID ZTEST_CONTENTMODEL_## and short text Test Content Model ##. 7-2-3 Confirm with Continue and create the element type as a local object. 7-2-4 Enter the following values under Connection Parameter Values MODEL-ID Choose the record model for personnel records using the value help Document_class Enter the value you wrote down in exercise 7-1. 7-2-5 Under classification, create the connection to the TYPE for records and to RMS Z_RMS_BIT640. Choose Save. 7-2-6 Restart the organizer with the ORGANIZER transaction. Open the folder for records. Choose your new element type Test Content Model ## and choose Create from the context menu. 7-2-7 Under Attributes for record, assign Test_Record_Content_Model_## as the short description and record number and choose Save.
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7-3
Enhancing content models with new attributes. Add an additional attribute personnel number in the LOIO class to your content model. Call the new attribute Z_PERNO_## and assign the description personnel number ##. Link your attribute with field PERNR of table ZPERSNR. 7-3-1 In the Implementation Guide, choose the function Create or change attributes for a content model and use it to branch to transaction DMWB. 7-3-2 Open the SRM (Records Management) section. Select IO attributes and choose Create from the context menu. 7-3-3 Assign the following entries: IO attribute Z_PERNO_## Description Personnel number ## Area SRM Choose Save (as a local object). 7-3-4 Select the new attribute and double-click it. On the right side of the screen, the maintenance interface for the attribute appears. Choose Display <>Change. Enter ZPERSNR under Table_Name and PERNR under Field name. Choose Save and Activate. 7-3-5 Assign the attribute to your content model. An attribute can be dependent or independent of the version. You have to decide, which applies to your new attribute and consequently make further entries in section LOIO or PHIO classes. The personnel number is independent of the version and is entered in the LOIO class. Open the LOIO class and expand the template class for the generic service provider. Expand the Template for records. Now expand the class, from which the content model inherits, which you wish to enhance. This is the class Z##_Record_V. You see all content models that inherit from this customer template class, and there is a template class for each content model. You can only change the template class, not the actual content model. 7-3-6 Double-click the template class for your model. The detail screen will open on the right side. Go to the Instance Attributes tab. You see all existing attributes. 7-3-7 Choose Display<> Change to open change mode. Choose Insert line and use the F4 help to select your new IO attribute Z_PERNO_##. Choose Save and Activate.
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7-4
After changing and activating the additional attribute, check whether it can be maintained in the records belonging to the new element type you created beforehand. 7-4-1 Call transaction ORGANIZER to start the organizer and display your Test_Record_Content_Model_##. You see your new attribute, which you can now maintain. An input help for HR master records is also supported.
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Unit:
Content Model and Property Unification
Topic:
Property Unification
Element type for ArchiveLink documents Create your own element type in order to test property unification. Copy the element type “Archived Document BIT640” (technical name ZSRM_SPS_ALDOCUMENT_BIT640) and change the required assignments: Properties tab: Element Type ID: Short description:
ZSRM_SPS_ALDOCUMENT_## ArchiveLink test document group ##
Connection Parameter Values Tab page: Transfer the values. Classification tab Register your new element type for the RMS RMS for Course BIT640, and assign it the type Archived Document. Save the element type as a local object. 7-6
Update the view of your organizer and check whether and how the new element type appears. When you double-click on the element type on the “Archived Documents” tab page, the Document Finder should open.
7-7
Use the SAP Implementation Guide or transaction SRMCUSTOMIZING to go to Records Management Customizing and open the report for Property Unification. SAP NetWeaver -> Application Server -> Basis Services -> Records Management -> Customizing for Attributes ("Property Unification")
Open the activity “Create/Change Model/Element Type Assignments". Choose New Entries and enter a new attribute model ID and name. Assign the newly-created ID to the element type you created earlier in this exercise. Attribute Model ID: ZRM_AL_## Name: Attribute model for AL documents ## Choose Save, and select the entry you have just created. Select the folder “Assignment of Element Types” The next view allows you to create the connection between the record model ID that you have created and your element type for AL documents. Do this. © SAP AG
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Save the entry and exit the transaction.
Open the activity “Register/Change Tables/Structures for Default Attribute Repository”. Choose New Entries and insert your record model ID with the table and the structure for “Single-Value, Language Independent Attributes” here: Table: SRMALATTRLIS Structure: SRMALATTLIS_I Save the entry and exit the transaction.
Open the activity “Generate Attribute Descriptions from Registered Tables”. This is where the settings for the next Customizing entry are generated. Select your attribute model ID, and choose Enter. The system displays a success message.
Open the activity “Create/Change Attribute Descriptions". When you open your attribute model ID, the system displays folders that contain the settings for property unification that were generated in the previous step. Check the settings and change them, if necessary.
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7-8
Update the view of your organizer again and check whether and how the new element type appears. Now when you double-click the element type under the "Archived Documents” screen, the system should display a search screen with the following fields: Created by Created On/At Changed By Changed On/At Status ID Unique ID Description These fields are identical to the fields contained in the structure entered above. The presettings here transfer the existing F1 and F4 help. You can assign attributes to a document stored under the element type that you have just created by selecting it in the history and calling the context menu. Choose Create Attribute from this view. You can set the properties of the dialog displayed by the system, or its fields, by changing the attribute descriptions (see above).
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Record Models
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Record Models: Unit Objectives
At the conclusion of this unit, you will know: z How electronic records can be structured
using record models z Which different node types there are z How to create a record model in the Records Modeler z About the different statuses of a
record model z How to define record contents that occur in
every record of a model
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Records Modeler
Records Organizer
Records Browser
Initial screen for all activities
Creating and Changing Record Models
Records Modeler
Manages record models © SAP AG 2006
From the Records Organizer you can branch to the Records Modeler to process record models.
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Relationship of the Record Models Element type for Documents
Content model for documents (attributes)
Element type for BOR Element type for workflows Element type for transactions
Definition Time
Element type for record models
Content model for records (attributes)
Record model (structure)
Element type for records
Runtime
Record
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Record Models z A record model is like a template for records z Record models define z the structure of records z what contents a record may have (assigned element types) z Authorizations z technical parameters
z Records that are based on the same record model always have an identical structure z Record models can restrict record contents strictly or rather loosely
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A record model is defined with the Records Modeler. The Records Modeler is a tool for administrators and project teams, not for end users
Through record models, records are always given the same structure. This simplifies orientation within records for the end user.
Restrict record contents: You identify exactly which element types are allowed in a node.
Leave record contents open: You allow the insertion of any element type into a node.
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Records Modeler – Displaying Record Models
"Structure Node" Node Type
How many elements can the node contain?
Model node
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There must be an element type for record models in the registry for you to be able to create a record model.
The left side of the screen shows an overview of the record model.
By double-clicking on a node on the left side, on the right side of the screen you can display a detailed view.
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Records Modeler: Node Types Structure node
Model nodes
Instance nodes
z correspond to folders that are assigned to the record
z define the position where assigned elements appear in the record
z insert concrete elements (instances) into the record model
z no element can be assigned to the node
z the position is assigned one (or several) element types to which the elements later refer
z elements that are thus assigned to the record model are part of every record of this record model
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Attributes of Structure Nodes z Description z text that occurs in a record
z Smallest and greatest number z number of instances of a folder in the record z For example: 0 - *; 1 – 1
z User roles z Specifies the visibility of the node z In the standard setting, a node is visible for all roles
z Context attributes and values
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With smallest and greatest number you describe how many elements (object instances) may exist. In folder letters, for example, 0-n instances are allowed, while in folder application only one.
Smallest number: If you select an entry greater than 0 as the smallest number of elements, a warning appears when you save. The record would not be correctly filled if the node had no contents when the user tried to save the record.
User roles Here you can define the visibility of the node for specific user roles.
Context attributes: If you have selected an element type for the model node that belongs to a service provider that has context attributes, the system automatically writes them into the attribute list of the node. The column Context contains an indicator, column List No. contains a number for each context attribute, and the column Attribute contains the name of the context attribute. If the selected element type belongs to a service provider that has no implemented context attributes, the field remains blank and is not writable.
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Attributes of Model Nodes z Smallest and greatest number z The number of object instances that may be in the record z For example: 0 - *; 1 – 1
z Element types z All elements that are possible for the current RMS z Also possible: All element types
z User roles z Specifies the visibility of the node z In the standard setting, a node is visible for all roles
z Context attributes z Enable the assignment of values for context attributes z May or may not have attribute values z Which context attributes exist is implemented via the service provider for the element types © SAP AG 2006
Enter the element type(s) that should be in the model node (refer to the registry).
Specify the user roles to which the node should be visible (role maintenance in transaction PFCG). You can assign roles using transaction SU01 (or transaction PFCG).
Context attributes: If you have selected an element type for the model node that belongs to a service provider that has context attributes, the system automatically writes them into the attribute list of the node. The column Context contains an indicator, column List No. contains a number for each context attribute, and the column Attribute contains the name of the context attribute.
If the selected element type belongs to a service provider that has no implemented context attributes, the field remains blank and is not writable.
The attribute ANCHOR is always displayed for a model node. With this it is possible to insert elements into the record automatically. A further possible context attribute is a record generation rule that creates a record number or entries for infotypes in the case of HR objects.
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Statuses of Record Models z Initial: The record model is defined. At this point, you cannot create a record that references this model. z Released: You cannot delete nodes already existing in the record, but you can enhance the existing model. At this point, you can create records that reference this model. z Final: The record model can no longer be changed. At this point, you can create records that reference this model. z Obsolete: The record model is invalid. Records that are based on the model can still be used. The model can no longer be used for new records. © SAP AG 2006
A record model must be released in order to create records that are based on it.
In addition, the record model must be assigned to the record element type on which the new record is to be based.
This assignment to the record element type is done in the registry in the connection parameters of the record element type. The parameter fort he record model is called MODEL_ID. You also have to make an assignment to the desired RMS.
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Creating a record model z DESIGN Decide how the record should look (which nodes, which element types, how the nodes are ordered, how many instances, if notes are desired?, ...) z DEFINING IN THE RECORDS MODELER z In the Organizer, select the desired element type for record models and choose create in the context menu Æ the Records Modeler opens z Create the desired structure nodes z Create the desired model nodes z Create the desired instance nodes z Set the appropriate status for your model
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By default, the system displays the new record model with a worklist structure node. You can leave the node there and create your new nodes on top of, or behind, it, or you can rename the node (context menu) and then see only those nodes that you have defined yourself.
Insert new nodes via the context menu. You can create nodes: •
One level lower
•
On the same level (before)
•
On the same level (after)
For each element type to which you assign a model node, you can decide whether notes can be created. You can also activate the note function for instance nodes.
Instance node: Using Choose Instance, choose the instance that is to be present in all records. You search for an existing instance; you cannot create a new instance. A dialog window opens from which you can search for elements of element types. The element must be known to Records Management in order for it to be assigned to an instance node.
You can change the status using the button Model and the function Change Status
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Node Attribute ANCHOR z Node attribute ANCHOR z The attribute ANCHOR is the default z ANCHOR sets a marker in the record in place of the anchor. The system can then automatically insert elements at that position z The value for the attribute ANCHOR can be any char-string z The value for the anchor must be transferred to the caller program (BAPI)
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You can use the BAPI BAPI_RECORD_ADDELEMENT as an example. (Object type RECORD, Method AddElement)
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Enhancing and Synchronizing a Record Model z In a released record model, you cannot delete any existing nodes z But you can deactivate existing nodes z You can create new nodes as long as your record model does not have the status “final” z A synchronization mechanism exists to allow you to register new nodes in records that already exist. z You can use the element type of a record to define either an automatic or a manual syncronization mode.
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If you have deactivated nodes, records that are then added to the record model do not contain those nodes. This procedure ensures that you do not have to convert your set of records in the event that you want to make structural changes.
As of Service Pack 50, (Release 6.20), and Service Pack 12 (Release 6.40), the following solution is available: • The new connection parameter MODEL_SYNC_METHOD is available for the service parameters for the records or case records: • If this parameter has no value (the default setting), the system does not carry out a synchronization with the record model for the relevant element type. - If it has the value 'M', the Record Browser toolbar contains a button (before the button used to create a node, with the tooltip text "Synchronize record"), which you can use to synchronize the nodes of the record with the new nodes of the record model. The button is only visible: a) When the record is in change mode, and b) Synchronization is possible or useful. - If the parameter has the value 'A', the Record Browser automatically synchronizes the record with the record model as soon as you open the record in change mode. The system displays a success message after carrying out the synchronization.
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Connectivity of Elements in SAP RM Concrete instances
SP for record models
Record model Record model Grp 2 Grp 1
Element type has concrete instances for record model
Element type 1 Service for Provider records Element type 2 for records for records
nr do e s ba
de mo d r eco
…..
Record can be assigned to record (Model, instance nodes)
l
Record1 Record2 Record3 has concrete instances
SP for web info
Element type
has concrete instances
for
web info
URL1 URL2
URL is inserted in the record E.G. using instance nodes
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Elements are connected to each other in Records Management.
Via model nodes or instance nodes, records contain other elements that are instances of element types. The example on the slide shows that records, in turn, can be present in records as elements and URLs, for example, can be referenced in records. All other element types (BOR objects, documents, ...) are naturally also possible contents of records.
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Sequence of Customizing Steps Defining element types in service providers z Maintain connection parameters (depending on service provider) z Maintain classification (assignment RMS/type)
Creating the design of a record z Attributes of the record z Creating a content model z Set structure and contents of record z Create record model z Create nodes z Set Status
Assign the element type for records to the record model © SAP AG 2006
If necessary, you can enhance Records Management with new service providers
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Record Models: Unit Summary
You now know: z How electronic records can be structured
using record models z You are familiar with the different node types z You know how to create a record model in the
Records Modeler z You are familiar with the different statuses of a
record model z You can define record contents that are to occur
in every record of a model
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Exercises Unit:
Record Models
At the end of these exercises you will be able to: • Design a record model
In this exercise you create another record, which is based on a new model. This record will contain your personnel record as a sub-record and will enable you to test further element types and elements. This exercise is a prerequisite for further exercises.
8
Creating a record model 8-1
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Start the Organizer and search for the Record Models element type. Choose Create in this element type and hide the Organizer.
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8-2
Create a record model with nodes as specified in the following table. All nodes should always be visible for all roles. When you are asked whether you want to add notes for nodes, choose notes by double-clicking and confirm with Continue.
Node Name
Node Type
Business partner
Structure Node
Partner
Model node
ZRM_SPS_BO_BUPART_##
Note
Model node
ZSRM_SPS_NOTE_PERSRECORD 0 – * _BIT640
Element Type(s)
General Structure correspond Node ence
Documents
Model node
Employee
Structure Node
Personnel record
Model node
Document.
Instance node
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Card.
Hierarchy
0–1
Beneath the root node
0–1
Beneath the Business Partner node Beneath the Partner node
0–1
At the same level as and after business partner
ZSRM_SPS_DOCUMENT_BIT640 0 – * and ZSRM_SPS_NOTE_PERSRECORD _BIT640
Beneath the corresponde nce node
0–1
At the same level as and after corresponde nce
Z_SRM_SPS_PERSRECORD_BIT6 0 – * 40
Beneath the Employee node
Web Information (Documents tab) with instance http://help.sap.com
BIT640
Beneath the Employee node
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8-3
Release the record model. Save it, and assign the following attributes: Short description: Record model ## Clear description: Model ##
8-4
Before you can create a record based on this model, you have to register the model for an element type for records. To do so, call up the registry and copy the record element type ZSRM_SPS_RECORD_TEST_##. Create the element type with the following values: Element Type ID: ZSRM_SPS_RECORDMODEL_TEST_## Short description: Customer records ## Select the element type and choose Change in the context menu. Choose the Connection parameter values tab. Select the Connection parameter MODEL_ID and change the entry: Select RMS Z_RMS_BIT640 and the Record model element type ## (using the input help). The system uses this to autonomously determine the correct POID of the record model. Set A as the value for the connection parameter MODEL_SYNC_METHOD to automatically synchronize records and record models. Save these settings.
8-5
From the organizer, create a new record for your Customer records ## element type. Check that an instance of the URL stored in your model has already been integrated into your record. Search for record BIT640-## record Anja Mueller and integrate it into the employee directory as a sub-record. Enter business partner number 102 in the business partner directory. Save your record and enter the following attributes: Short description: Customer record## record number: Customer record ##
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Solutions Unit:
8
Record Models
Creating a record model 8-1 Start the Organizer and search for the Record Models element type. Choose Create in this element type and hide the Organizer. 8-1-1 Call up the organizer with the ORGANIZER transaction. 8-1-2 Open the Record models folder, select the Record models element type and choose Create in the context menu. The Records Modeler opens on the left side of the screen. Switch off the organizer with Show/hide organizer. 8-2 Create a record model with nodes as specified in the table above. All nodes should always be visible for all roles. For the Business partner and Partner nodes, you can change the Worklist node already created. When you are asked whether you want to add notes for nodes, choose Notes and confirm with Continue. You can ignore the values for the relation fields. 8-2-1 Creating the Business partner structure node Double click the existing Worklist node. A subscreen opens, in which you can enter the corresponding values. Complete your processing with the green checkmark (copy in the model). It is only then that the data is copied into the record model. 8-2-2 Creating the Partner model node Click on the existing worklist model node (gray node) for editing and enter the values. Select the element type using the input help. 8-2-3 Creating the Note model node Select the Partner node and choose Create one level lower in the context menu. Continue as in 8-2-2. 8-2-4 Proceed with all other nodes in the same way by using the activities Create one level lower, Create on the same level before or Create on the same level after.
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8-2-5 To create an instance with a URL for each newly created record, select the instance node node type from among the relevant nodes. Choose Select Instance and choose the element type "Web Information" from the “Documents” folder. You can choose Enter to select one of the instances in the available RMS. 8-3 Release the record model. Save it, and assign the following attributes: Short description: Record model ## Clear description: Model ## In order to work with the record model, it must be released. Change the status of the record model to released. 8-3-1 Choose the Attributes for the Record model icon. Enter the short description and clear description and confirm with the green OK checkmark. Choose Save. (Do not save as a new version.) Do not create a new version. 8-3-2 To release the model, choose the Change status function for the Model icon. Confirm the released status. 8-4 Before you can create a record based on this model, you have to register the model for an element type for records. To do so, call up the registry and copy the record element type ZSRM_SPS_RECORD_TEST_##. Create the element type with the following values: Element Type ID: ZSRM_SPS_RECORDMODEL_TEST_## Short description: Customer records ## Choose the Connection parameter values tab. Select the Connection parameter MODEL_ID and change the entry: Choose the RMS S_RMS_DEMO and the record model element type ## (using the input help). The system uses this to autonomously determine the correct POID of the record model. Save these settings.
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8-4-1 Start the registry with SRMREGEDIT, open the Application registry view and choose section S_AREA_RMS. Open the service provider for records SRM_SP_RECORD, choose the element type Z_SRM_SPS_RECORD_TEST_## and choose the Copy function in the context menu. 8-4-2 Enter the following values Element type ID: Z_SRM_SPS_RECORDMODEL_TEST_## Short description: Customer records ## and save locally.
8-4-3 In the registry, choose element type Z_SRM_SPS_RECORDMODEL_TEST_## and choose Change in the context menu. Choose the Connection parameter values tab page. Check that the connection parameter DOCUMENT_CLASS contains a value. Select the line with the Model_ID entry and choose Change. Confirm the RMS S_RMS_DEMO. Use the input help to enter the record model ## value. Check that the classification parameters (RMS_ID and TYPE) contain values. 8-4-4 Set A as the value for the parameter MODEL_SYNC_METHOD to automatically synchronize records and record models. Save these settings.
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8-5 From the organizer, create a new record for your Customer records ## element type. Check that an instance of the URL stored in your model has already been integrated into your record. Search for record BIT640-## record Anja Mueller and integrate it into the employee directory as a sub-record. Enter business partner number 102 in the business partner directory. Save your record and enter the following attributes: Short description: Customer record## record number: Customer record ## 8-5-1 Call up the organizer with the ORGANIZER transaction. Open the records folder, select Customer records ## and choose Create from the context menu. On the right part of the screen you see that the generated record has the structure of your new record model Record model ##. 8-5-2 Double-click the Documentation node to test whether the URL that refers to the documentation is already integrated in the record. 8-5-3 Select the Personnel record model node and choose Activities > Search from the context menu. Choose Start search and copy record BIT640-## record Anja Mueller from the hit list. The record is integrated into the node as a sub-record. 8-5-4 Select the Partner model node and choose the Search activity and select business partner 102. 8-5-5 Choose Save. The system displays a dialog box for entering the attributes. Enter the customer record ## value as the short description and record number.
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Case Management
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Case Management: Unit Objectives
At the conclusion of this unit, you will be familiar with: z Transaction processing using electronic records z Cases in Case Management z The architecture of Case Management z Delivery and availability of
Case Management z Special features in configuration z Possible enhancements for concrete processes
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Case Processing with… z Business Workflow serves to automate business processes that can be standardized to a high degree. Processes are always handled immediately. z Floating files are an option for approval procedures. The elements of a record are selected and put in circulation. The process is defined ad hoc. Who will be involved in the process and what task they will perform is determined when the run is started.
z Operations (cases) are used to handle complex processes that do not always execute in the same way. Cases refer to other information objects that are stored in the case record. © SAP AG 2006
For process control, floating files and cases use, for example, Business Workflow and the ad hoc workflow process route.
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Overview of Operations (Cases)
1:1
Header data
Case Subcomponents
… Case record
Case Notes
(linked objects):
Process route
Protocol
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The terms operation and case are used largely synonymously in this unit.
A case is comprised of the following subcomponents: • Header Data: Header data store attributes in which important data for the case are stored. • Case records (linked objects): Here you will find all information objects that are relevant for the case. These can be documents as well as system objects, e.g. business objects. Agents of the case can add new information objects to the record at any time. • Notes: Notes are continuous notes that the case agents create. • Process Route: A process route consists of a sequence of employees who receive the case for processing. The sequence can be changed or expanded in the course of processing. • Log: A log contains a list with all activities that have been performed in the case.
You can expand the log by implementing additional subcomponents and cases.
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Case Management
Header Data for a Case: (freely) definable Attributes
Processing notes: Notes, answers, memos, ... continuously logged, no longer changeable …
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Developed within the framework of Records Management, (Basis) Case Management enables the processing of operations or cases integrated into records management.
You use the transaction code SCASE to start Case Management
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Enclosed Case Record
Navigate to change the view: Case records, comments, process route, log
All information that belongs to a case or elucidates it is placed in the enclosed case record.
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Information that is generated in the course of a case is stored in the enclosed case record (linked objects).
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Process Route in Case Management
Control and automatization of case processing using a process route
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Case Management also uses the process route internally as an ad hoc workflow.
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Logging Activities
Depending on the system settings, all activities of a case are listed in a detail log, making the process transparent …
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The slide shows a view of the log for a case.
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Delivery and Availability Q3 / 2002 SAP Records Management 2.0
31.03.2004 SAP Records Management 2.4
SAP NetWeaver 04
SAP Web AS 6.20
SAP Web AS 6.40
2005 SAP Records Management 3.0
SAP NetWeaver 04s
NetWeaver AS 7.0
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The big new development in SAP RM 2.4 was Case Management.
But as SAP also had to supply applications with Case Management, the new development for 6.40 was also carried out on the SAP Web AS 6.20 as well. So Case Management is already available with an SAP Web AS 6.20 on high service package levels.
The delivery of new objects in Support Packages is largely unproblematic. The unpleasant consequence, however, is that Case Management was initially delivered in a completely new area.
With SAP RM 3.0 and NetWeaver AS 7.0, the separation of Case Management and Records Management is at an end.
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Customizing Case Management z Transaction code SCASE_CUSTOMIZING z The registry remains the central location for Customizing activities: z Some settings, however, are done outside the registry (IMG), in particular when application-specific enhancements are expected. z In addition to the SP Framework, BAdIs are also used in Case Management for application-specific adjustments. The concept of subcomponents is also used for enhancements.
z The attributes of a case are not defined as a Content Model, instead they are created as an attribute profile z The case type is the central Customizing entity. z Case record and record are based on different service providers
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In SAP RM 3.0 (SAP NetWeaver AS 7.0) the areas in the registry have been harmonized to such an extent that you can create element types for cases in all available areas.
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Technical View z Case Management runs in its own area on SAP Web AS 6.20 and 6.40: S_AREA_CMG z SAP provides the following new service providers for cases: z SCMG(SRM)_SP_CASE
for cases (operations)
z SCMG(SRM)_SP_CASE_NOTES
for case notes
z SCMG(SRM)_SP_CASE_RECORD for the case record (linked objects)
z SCMG(SRM)_SP_CASE determines the behavior of the case and the other two determine the behavior of the assigned objects z SCMG(SRM)_SP_CASE_LOCATOR implements an alternative search for cases © SAP AG 2006
SAP provides an array of service providers. In SAP Web AS 6.20 and 6.40, the Case Management service providers are assigned to the area S_AREA_CMG in the registry. All Records Management service providers (S_AREA_RMS) can also be registered, and thus used, in the area for Case Management (S_AREA_CMG).
You register a service provider by creating a new service provider in the area S_AREA_CMG, to which you assign the classes registered in the area S_AREA_RMS.
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Overview Customizing Case Management
Case type
RMS ID Case Record Settings: Case Note Settings:
All settings for the operations of a common type are collected in the case type.
Attribute Profile Function profile Status profile …
further
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The case type is the central characteristic of a case that comprises all the Customizing settings (attribute, function, status, text and terminology profiles and so on).
A user must declare a case type when creating a case. The case type contains a reference to the RMS in which the cases are to be managed.
The record model is at present registered at two locations: • In the settings for the case type and the registry for the element type for case records (connection parameter MODEL_ID) • this can be useful if there are several record models stored for an element type.
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Case Record z For the case record, you maintain the element type case record and the element type case record model z Case records are based on the service provider SCMG_SP_CASE_RECORD z Case records do not have their own attributes. They are parts of a case and are found, opened and processed through the case z Do not set a type when classifying the element type for case records, and set ORG_HISTORY=NO_ENTRY.
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Note on the connection parameter MODEL_ID of the element type for case records: You have to enter the document ID of the record model on which the case record is based. You also have to enter this ID in the Customizing activity Define Case Types for a case type!
The case record element type must have the classification ORG_HISTORY=NO_ENTRY; otherwise a case record appears in the history and can be directly addressed and, for example, separately deleted.
For classification (Classification tab) of the element type for case records, we recommend that you do not assign a type, as case records are only intended for processing within a case and not from within the Organizer (if you do not assign a type, the system does not display the element type in the Organizer).
In contrast to case records, records are based on the service provider SCMG(SRM)_SP_RECORD.
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Case Notes and Text Profiles z For the case type, you maintain the element type for case notes z Case notes are based on the service provider SCMG(SRM)_SP_CASE_NOTES z The connection parameter OBJECT must be given a value for the element type for case notes z The default is the SAPScript text object SCMG_CASE z The text object can be adjusted in the IMG activity Create text profile
z For the text profile you also define whether the newest note texts are inserted at the top or the bottom of the notes
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The service provider for case notes integrates notes into a case. To set up element types in the service provider for notes, you have to give a value to the connection parameter OBJECT.
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Attribute Profile z The attribute profile serves to define an attribute record for operations z The attribute profile thus replaces the most important task that content models perform for records
z You can find general attributes for cases in the table SCMG_T_CASE_ATTR z You can enhance the attribute profile by creating a further table with the same key z Maintain your table for the attribute profile z Define which attributes are to be used, how they are to be grouped and arranged
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With the attribute profile, you determine which attributes are to be used. In doing so, you can define the display and maintenance characteristics for each attribute (metadata).
The table SCMG_T_CASE_ATTR contains a series of attributes in general use.
You can define a customer-specific table in the ABAP Dictionary (transaction SE11). This must have the client as well as the CASE_GUID as the key (like table SCMG_T_CASE_ATTR). You cannot use field names that are already in use in the general table.
Define your special attributes using this table. Both the documentation you have stored and your search help are available in Case Management via F1 or F4.
Now create an attribute profile and enter the table you have defined. You can set groups in which the attributes are later displayed. At least one group is required. The attributes themselves are identified through the ABAP Dictionary table field. The F4 help assists you in selecting attributes.
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Other Profiles z Function profile z You can add additional functions (keys) for the case z You can add other subcomponents to a case
z Status profile z Here you can define status and status transitions z Connection to the central status management is possible (implementation of a BAdI) z When setting a status, an event can be triggered to which the process route, for instance, reacts
z Terminology profile z Here it is possible to define crucial terms
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Function profile • You can add additional subcomponents by implementing a class that inherits from the interface IF_SCMG_SUBCOMPONENT.
Status profile • A status profile contains several status values that can be assigned to a case. Status is an attribute that the user can set for any case. • Details on the status profile can be found in the online documentation for the IMG activity Create status profile.
Terminology profile • Central terms such as Case or Record can be changed to match the terminology used in your enterprise. SAP supplies templates for that purpose. • It is not necessary to re-define all terms. If a term does not appear in the profile, the SAP standard term appears on the interface.
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Other Settings z Process
Case-specific control of BAdIs from the Case Management area (abbreviation "SCMG").
z Internal number range
The number range interval that defines a number within this range for the case.
z Early number assignment
Indicator that determines the time at which the number is assigned.
z Process route in use
Indicator that determines whether a process route is used to send the case.
z Case type is obsolete
The case type is obsolete and no new cases of this type can be created.
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Process • Process to which the case type should be assigned. Choose one of the processes proposed by the F4 help. • The process controls BAdIs. The system uses the BAdIs to define which checks or which industry-specific routines should be executed. Note: All case management BAdIs begin with the identifier "SCMG".
Internal number range • The number of a number range that you have created in the IMG activity Create Number Range Interval. The system assigns the case a number within this range. This is displayed as the value for the attribute External Key in the case.
Early number Indicator that determines the time at which the number is assigned. • If you set the indicator, the system assigns the number immediately when the case is created, before you save the case. If you do not set the indicator, the number is only set when you save the case.
Process route Indicator that determines whether a process route is used to send the case. •
If you set the indicator, the attribute Processor is irrelevant. The succeeding processor of the case is determined by the previously-defined process route.
•
If you do not set this indicator, the user specifies the succeeding processor of the case by making an entry for the attribute Processor.
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Process Route Settings for Operations To use the process route in operations, perform the following settings: z Basic Customizing for SAP Business Workflow z Activate event linkage for the workflow template WS78900007
ad hoc
z Maintain possible agents for the following tasks or select them as general: TS78907914 und TS78907915. z Refresh the organizational environment. z Execute the other activities for the process route in the IMG. The process route starts when the status of the operation is changed z In the status profile, define when the event INPROCESS is to be generated. The workflow template reacts to this. © SAP AG 2006
You use transaction SWU3 for Basic Customizing of the Workflow Engine.
Activate event linkage: Call the transaction PFTC_DIS. As the task, choose Workflow template and enter the number 78900007 Choose Display Open the tab Triggering Events and activate event linkage by clicking the symbol in the first column (red/gray rhombus). The symbol will turn green.
Maintenance of possible agents: Call the transaction PFTC_DIS. As the task, choose Workflow template and enter the number 78900007 In the menu Extras, choose Maintain agents Maintain your agent assignments. Choose "general task" if you do not want any restriction of agents (Choose the Attributes button and General Task) Repeat the procedure for task 78907915.
Refreshing the organizational environment: Choose the transaction SWUS and enter WS75500107 as the task Choose Environment -> Refresh the organization environment
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Case Management: Unit Summary You now understand: z Transaction processing using electronic records z Cases in Case Management z The architecture of Case Management z Delivery and availability of
Case Management z Special features in configuration z Possible enhancements for concrete processes
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Exercises Unit: Case Management Topic:
Configuring a Case
At the end of these exercises you will be able to: • Configure an operation relating to a promotion
You want to handle HR processes (such as granting leave of absence or promotion) that cannot be standardized completely and that are related to further information, especially documents.
9-1
Which elements do you require to configure a case in Case Management Customizing?
9-2
Set up the required element types in the registry (S_AREA_RMS). Refer to Customizing for Case Management for the required entries for a case. The RMS ID exists. Work in the RMS Z_RMS_BIT640, where you have already created your personnel record.
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Create the nodes for the case record model as follows:
Node name
Node Type
Documents
Structure
Work queue
Model
Note
Model
Information
Structure
Work queue
Model
All element types
Document.
Instance
ZSRM_SPS_URL_BIT640 with instance for rate determinations / DGB.
9-3
Card.
Hierarchy
0–1
Beneath the root node
All element types
0–*
Beneath the Documents node
ZSRM_SPS_NOTE_PERS RECORD_BIT640
0–*
Beneath the Worklist node
0–1
At the same level as and after Documents
0–*
Beneath the Information node
Element Type(s)
At the same level as and after Worklist
Now switch to Customizing for Case Management (transaction SCASE_CUSTOMIZING). You can create the profiles required for the Promotion operation and merge the defined element types into a single case type in Customizing for Case Management.
9-4
Merge the parts of the promotion operation that you have created and checked together in the case type.
9-5
Create a link between the customer records that you have created (customer records ##) and the case that you have just created. Create a new customer record or use an existing one (in this case, the system advises you that the record model has changed when you call the customer record, and that you must save the record for these changes to be transferred). Create a new case within the customer record that you have just opened, and save the result.
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Solutions Unit: Case Management Topic:
Configuring a Case
9-1 Which elements do you require to configure a case in Case Management Customizing? 9-1-1 Open the Case Management Customizing using the IMG (SAP NetWeaver > Application Server -> Basis Services -> Case Management), or call transaction SCASE_CUSTOMIZING. Navigate to the section to define cases: Define Case Types -> Define Case Types 9-1-2 Call the settings for the case IDES Demo by double-clicking the IDES case type. The system displays an overview of the settings: The system displays an overview of the settings: Name RMS ID Case Rec. Model Element Type ID(Recd) Element Type ID (Case) Element Type ID (Notes) Attrib. Profile Funct. Profile Status Profile Text Profile Terminology Process 9-2 Set up the required element types in the registry (S_AREA_RMS). Refer to Customizing for Case Management for the required entries for a case. Create the relevant elements in the registry in the area S_AREA_RMS and in the other relevant Customizing transactions. 9-2-1 The RMS ID exists. Work in the RMS Z_RMS_BIT640, where you have already created your personnel record. Create the case record model using the Organizer. Start the Organizer and search for the Record Models element type. Execute the Create activity in this element type and hide the Organizer.
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9-2-2 Create a record model with nodes as specified in the following table. All nodes should always be visible for all roles. Short description: Case record model promotion group ## Model promotion ## When you are asked whether you would like to add notes for nodes, choose notes by double-clicking and confirm with Continue.
Node name
Node Type
Card .
Hierarchy
Documents
Structure
0– 1
Beneath the root node
work queue
Model
All element types
0–*
Beneath the Documents node
Note
Model
ZSRM_SPS_NOTE_PER 0 – * SRECORD_BIT640
Beneath the partner node
Information
Structure
Work queue
Model
All element types
Document.
Instance
ZSRM_SPS_URL_BIT64 0 with instance for rate determinations / DGB.
Element Type(s)
0– 1
At the same level as and after Documents
0–*
Beneath the Web Information node At the same level as and after Worklist
Release the record model and save it.
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9-2-3 Under the service provider for case records, create a new element type by copying the existing element type (SRM_SPS_CASE_RECORD). Change the required parameter as follows: Name: ZRM_SPS_CASE_RECORD_## Description: Case record group ## RMS ID: Z_RMS_BIT640 ORG_HISTORY: NO_ENTRY For the connection parameter value MODEL_ID, enter the record model that you created in the previous tasks: MODEL_ID:
“Model promotion ##” (unique name)
9-2-4 Under the service provider for cases, create a new element type by copying the existing element type (SRM_SPS_CASE, for example). Change the required parameter as follows: Name: Description: RMS ID: TYPE:
ZRM_SPS_CASE_## Operation promotion group ## Z_RMS_BIT640 SCMG_CASE
9-2-5 Use the element type ZRM_SPS_CASE_NOTE_640 (created as a sample element type for this course) from service provider SRM_SP_CASE_NOTE.
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9-3 Now switch to Customizing for Case Management (transaction SCASE_CUSTOMIZING). Open the ABAP dictionary in a separate session (transaction SE11). You can create the profiles required for the Promotion operation and merge the defined element types into a single case type in Customizing for Case Management. 9-3-1 To create a new attribute profile, use table SCMG_T_CASE_ATTR as a template for copying in the ABAP dictionary. Switch to the session in which you have opened the ABAP dictionary and enter SCMG_T_CASE_ATTR under “Database Table”. Choose Copy. The system displays a dialog box: Enter the name ZCMG_T_CASE_##. Save this new table as a local object. Delete include SCMG_CASE_ATTR and the indexes (choose the Indexes button...) from the table. Insert an attribute for the personnel number: Field: PERSNR Data Element: PERSNO Search help: PREM Change the table’s name to Attributes Case Record Promotion Group ##. Activate the database table. Create a new attribute profile in SCASE Customizing. Copy the profile Demo under Create Attribute Profile -> Create Attribute Profile, and assign the following attributes to it: Attribute Profile Description: Table name:
ZATTR## Attribute Group ## ZCMG_T_CASE_##
Save the attribute profile and in the relevant dialog choose Copy All (Entries).
Leave the transaction, then call it again. Select the attribute profile that you have just created, and choose the folder “Assign Attributes” in the upper right area of the screen. Choose the button New Entries to insert the attribute Personnel Number (which you created earlier) into the profile. Use the following settings: Case Attrib: Group: Row: Column: Required Log Save your entries.
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9-3-2 Check the function profile Demo in the area Create Function Profile. Select the entry Demo below the point Function Profile, and display the corresponding entries. You can change the function profile settings using the folders “Allowed Functions” and “Allowed Case Components”. 9-3-3 Check the status profile Demo in the area Set Status Administration -> Create Status Profile. Select the DEMO entry and choose the folder Status Values to display the statuses possible for this status profile. The system also displays the events that start and end the process route for certain status changes. 9-3-4 Choose Create Text Profile -> Create Text Profile to call Customizing for the text IDs that you want to use for case notes. Select the text profile DEMO and copy it to your own text profile for your promotion operation: Text profile ZBEF## Description Text profile promotion group ## If necessary, modify the profile that you have just created. Save your entries. 9-3-5 You can change the definitions of Case Management central terms in the terminology profile. Display the settings of this transaction.
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9-4 Merge the parts of the promotion operation that you have created and checked together in the case type. To do this, create a new case type with the name ZB## with the name “Promotion group ##” under Define Case Types -> Define Case Type, and maintain the required fields: Case type Name:
ZB## Promotion group##
RMS ID
Z_RMS_BIT640
Case Record Model
Case record model ## (unique name)
Element type ID (record)
ZRM_SPS_CASE_RECORD_##
Element type ID (case)
ZRM_SPS_CASE_##
Element type ID (notes) ZRM_SPS_CASE_NOTE_640 Attribute Profile
ZATTR##
Funct. Profile
DEMO
Status profile Text profile Terminology
DEMO ZBEF## DEMO
9-5 Create a link between the customer records that you have created (customer records ##) and the case that you have just created. Create a new customer record or use an existing one (in this case, the system advises you that the record model has changed when you call the customer record, and that you must save the record for these changes to be transferred). Create a new case within the customer record that you have just opened, and save the result.
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Views, Roles and Authorizations
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Views, Roles and Authorizations: Unit Objectives At the conclusion of this unit, you will be familiar with:
z How to personalize in Records Management
z The standard roles and authorization objects of
Records Management and Case Management z The levels on which you can use authorizations to
make the information available to processors that they need to do their work
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Views, Roles and Authorizations (1)
z SAP provides two roles as templates for Records Management z SAP_BC_RM_USER (role end user) z SAP_BC_RM_ADMINISTRATOR (role administrator)
Contains all activities and authorizations of SAP_BC_RM_USER
Also contains activities and authorizations for Customizing work
z The corresponding roles in Case Management are z SAP_BC_CM_USER z SAP_BC_CM_ADMINISTRATOR
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Views, Roles and Authorizations (2) z SAP Records Management works with a 4-level authorization concept z Level 1: Definition of VIEWS z Level 2: Assignment of authorizations using Records Management AUTHORIZATION OBJECTS z Level 3: Check of the authorizations (implemented in the SERVICE PROVIDERS) z Level 4: When applications (transactions, reports, business objects, HR infotypes) are called in Records Management, the user needs additional authorization for the corresponding application object
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You can restrict access to data in records using views. Be aware, however, that you also have to ensure that it is not possible to search for and display by other means the elements to which you want to restrict access.
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Level 1: Views z Role-based views for the RECORDS ORGANIZER z The role-based view contains element types and elements that an employee with a role needs for his daily work z If no role-based view is defined, the user sees all element types that are in the current RMS – the so-called standard view
z Role-based views for records are defined in the record model, i.e. in the record modeler z Setting views in the RECORDS BROWSER z Within a record, a user can decide which nodes are visible for particular roles.
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You maintain role-based views by way of the transaction SRMVIEWGEN.
To do so, you have to have created a role in transaction PFCG.
The function Views in the Records Browser is valid for model nodes as well as for structure nodes
The authorization concept does not extend to the level of attributes. Authorization maintenance on the attribute level must be done by way of the service providers.
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Role-based Views for Records
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You can also restrict visibility within the record. Use the context menu (right click) and choose Set visibility
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Level 2: Standard Authorization Checks z The authorization object for Records Management is called S_SRMSY_CL. It comprises the following authorization fields: z RMS ID z Element type ID z Activity: Read (33), write (34), output (35)
z For each node of a record, the system checks if the processor has the authorization OUTPUT for the current RMS and for the element type z For the activities search, display, information and log, the system checks the activity Read with reference to RMS and element type z For the activities create, change and delete, the system checks the activity Write with reference to RMS and element type
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An authorization check is executed when a processor performs the following actions: Display of element types or elements as nodes in a list (e.g. when calling a record). If the check fails, the node is not displayed in the record.
If authorization to read or write is denied, a message stating that the processor does not have the required authorization for the activity is issued.
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Example: Authorization object S_SRMSY_CL
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You define authorizations/roles using transaction PFCG
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Level 3: Service Provider z Service providers can implement their own authorization checks z Authorization checks are implemented with the generic service provider. The following authorization objects are used: z S_SRMGS_DC: Refers to documents (container for versions and variants) z S_SRMGS_VV: Refers to versions and variants z S_SRMGS_PR: Refers to properties z S_SRMGS_CT: Refers to the contents of documents
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If service providers do not implement their own checks, level 3 of the check is omitted.
In the service providers you can depict checks specially devised for application-specific situations.
The following authorization objects are new in SAP Records Management 3.0: • S_SRM_ARCH -> SAP Records Management: Authorizations for archiving • S_SRM_ST_N
-> SRM: Authorization object for status network
• S_SRM_ST_P
-> SRM: Status management authorization object for status profile
• S_SRM_STAT
-> SRM: Status management general authorization object
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Authorizations Case Management z The following authorization objects are relevant only for Case Management: z Authorization object S_SCMG_CAS for cases with the following fields: z CASETYPE: Technical name of a case type. z SCMG_ACT: Number of an activity z SCMG_KEY: key for the authorization check
z Authorization object S_SCMG_FLN for case attributes z Authorization object S_SCMG_STA for the status of a case z Authorization object S_SCMG_TXT for case notes
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You will understand the authorizations mentioned here once we have become acquainted with operations and Case Management. They are mentioned here only for the sake of completeness and for later reference.
Authorization object S_SCMG_CAS. The field Key for the authorization check is not stored in the case; rather, it is created anew each time the authorization check is run. It is used to enable a user exit. You can fill the field with the current value of a field in an application.
To use this user exit, you have to implement the BAdI SCMG_AUTHORITY_S, method DETERMINE_KEY. If the BAdI is not implemented, the field is not checked.
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Roles in Records Management: End User
SAP_BC_RM(CM)_USER z Transactions
ORGANIZER (SCASE)
z Authorization Objects
S_SRMGS_CT Records Management: Authorizations for the content of documents
S_SRMGS_DC Records Management: Authorizations for documents
S_SRMGS_PR Records Management: Authorizations for attributes
S_SRMGS_VV Records Management: Authorizations for versions and variants
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General authorization object S_SRMSY_CL
Additional Case Management authorizations • S_SCMG_CAS (Case) • S_SCMG_FLN (Field-by field authorization) • S_SCMG_CAS (Case) • S_SCMG_TXT (Text notes)
Additional Records Management authorizations • S_SRMDISP1 (Circular) • S_SRMKCMNT (Key word catalog) • S_SRMPATH1 (Process route) • S_SRMRECST (Record: Authorizations for record structure) • S_SRM_STAT (Status management general authorization object) • S_SRM_ST_N (Authorization object for status network) • S_SRM_ST_P (Status management authorization object for status profile)
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Roles in Records Management: Administrator
SAP_BC_RM(CM)_ADMINISTRATOR z An administrator has all authorizations in the area of system configuration as well as for current operations (logging, problem analysis etc.) z transactions
ORGANIZER (SCASE)
SRMREGEDIT
SRMPROTOVIEW (log view for records)
SRMCUSTOMIZING (SCASE_CUSTOMIZING) (Calls the Implementation Guide)
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Authorizations: • S_SRMGS_CT Records Management: Authorizations for the content of documents • S_SRMGS_DC Records Management: Authorizations for documents • S_SRMGS_PR Records Management: Authorizations for Attributes • S_SRMGS_VV Records Management: Authorizations for versions and variants • S_FRA_AREA Framework Registry: Area • S_FRA_SP Framework Registry: Service Provider • S_FRA_SPS Framework Registry: Element type
Behind the log view there is a hidden technical log
The transaction SRMCUSTOMIZING (SCASE_CUSTOMIZING) opens the corresponding section in the IMG
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Central Log for Accessing Records z Transaction SRMPROTOVIEW z In the content model for records the attribute SRM_PROTOCOL of the LOIO class must be set to “ON” z Log data can be transferred to MS EXCEL
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Actions on the record are logged in the background
You reach the display of the log using the transaction SRMPROTOVIEW. The log includes all entries; you can restrict the time period.
You can call the log directly from the record using the function Log Entries.
The attribute SRM_PROTOCOL in the content model is “ON” by default.
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Problem Analysis: Application Log z Analyzing problems can be done using the application log z Display in transaction SLG1 z Object: SRM z The application log must be explicitly activated
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Applications use the application log to store problem messages in a central location
You must explicitly activate the application log. To do so, use the transaction SRMCUSTOMIZING or the transaction SPRO. There you will find a corresponding IMG activity.
The application log works with problem classes. (very important, important, medium, additional information, miscellaneous).
In the column Problem Class in Customizing, choose from what problem class you want to log error messages.
In the column T…, choose how many days you want logged error messages to be kept before they can be deleted.
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Views, Roles and Authorizations: Unit Summary You now understand: z How to personalize in Records Management z The standard roles and authorization objects of
Records Management and Case Management z The levels on which you can use authorizations to
make the information available to processors that they need to do their work
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Exercises Unit:
Views, Roles and Authorizations
Topic:
Roles and Views
At the end of these exercises you will be able to: • Create a role-based view of the Records Organizer
You create a role-based view in this exercise
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Creating a role-based view based on the role Z_ PROCESSOR_##. 10-1 Create a dummy role Z_PROCESSOR in the role maintenance (transaction PCFG), and then enter it into your user master record. 10-2 Create a role-based view for the Z_PROCESSOR_## role and for Record Management System Z_RMS_BIT640. Your role-based view should only contain folders for records and documents. Only personnel records and test records ## should remain as element types for records. Keep all element types for documents. Tip: Assign all element types to your view first. To do so, position the cursor on the offered nodes, choose Insert list of all elements from the context menu and then delete the element types you do not require. Save your role-based view. 10-3 Restart the Organizer to test your view. Tip: For further exercises, it is easier to work in the standard view. To do so, delete the role Z_PROCESSOR_## from your user master record.
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Solutions
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Unit:
Views, Roles and Authorizations
Topic:
Roles and Views
Creating a role-based view for the Z_PROCESSOR_## role. 10-1 Create a “dummy" role Z_PROCESSOR_## in the role maintenance (transaction PFCG). You can assign the role directly to your user on the “User” tab. 10-1-1 Call transaction PFCG and enter the name Z_PROCESSOR_## in the “Role” field. Choose Create Role, enter a description, and enter your user on the User tab. Choose Save. 10-2 Create a role-based view for the Z_PROCESSOR_## role and for Record Management System Z_RMS_BIT640. Your role-based view should only contain folders for records and documents. Only personnel records and test records ## should remain as element types. Keep all element types for documents. Tip: Assign all element types to your view first: To do so, position the cursor on the offered nodes, select Insert list of all elements from the context menu and then delete the element types you do not require. Save your role-based view. 10-2-1 Use transaction SRMVIEWGEN to call up the maintenance of rolebased views. Enter Z_PROCESSOR_## under role and Z_RMS_BIT640 under RMS. Choose Create. 10-2-2 Assign the requested element types by positioning the cursor on the offered nodes and choosing the Insert list of all element types activity from the context menu. The system displays all folders with all element types. 10-2-3 Explode the folders according to the exercise task and remove the element types you do not require. To do so, use the context menu and the Delete nodes activity. 10-2-4 Delete all folders except records and documents. Choose Save.
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10-3 Restart the Organizer and test your view. Tip: For further exercises, it is easier to work in the standard view. To do so, delete the role Z_PROCESSOR_## from your user master record.
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Configuration Details
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Configuration Details: Unit Objectives At the conclusion of this unit, you will be familiar with the following Customizing activities: z Defining rules for generating record numbers z Working with the keyword catalog z Using document templates z New functions for SAP Records Management
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Record Number Generation Rules z The record number can be set manually during attribute maintenance or generated automatically according to a rule stored in the system. z The rule determines how the record number is composed. The system generates the unique ID from the elements that are entered in the generation rule. z You assign the generation rule to records in the record model; the assignment is then valid for all records based on that model. z Unique document names can also be generated using a rule.
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Generation rules refer to the attribute of a record/document in which a unique description, a record number, is stored. The service is also implemented as a service provider
The user must enter a unique description at the time of creation and may allow the system to generate it automatically (from the elements that are defined in the generation rule).
Automatic creation of record numbers for documents is a new function for Release 6.40 as of Support Package 17, and Release 7.00 as of Support Package 08. For more information, refer to Note 941316 (Connection Parameter SECOND_REF_RULE).
If you enter only one record number generation rule in the record model, the system uses it automatically to generate the record number when a record is created.
In most projects, records are created automatically in the background. This allows the system to assign a unique record number. In making the assignment, the system uses the entries that you stored when defining the generation rule.
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Generation Rule for Personnel Records in the System
Rule for personnel records Valid for personnel record Anna Moore Record number: PERS-2006/08/24-001
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To maintain the generation rule, use the transaction SRMCUSTOMIZING or the IMG. Use the documentation 1. Store name and determine rule type (for records, for documents, ...), choose the Create button 2. Choose Create a new rule element, select the element 3. Maintain the element in a new window 4. Repeat this step until all desired elements are in the rule
Using a generation rule with context counter you can specify that a sequence number be given for a substring of the generated indicator.
To set a rule with context counter, you have to define the related rule elements with the same name:
Start and End markers for context counter
Context counter
The marker elements set the context (substring of the generated indicator) for which the counter element is to generate a new number.
The logical relationship of the elements is established by their names. Since the names of rule elements must be unique in the system, the marker elements have one (unchangeable) name prefix.
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Elements of the Rule z Most rule elements are selfexplanatory z The rule element Context Counter ensures that a unique number is generated z The rule element Rule link inserts an existing rule z The rule element Definite Text requires that the user enter a text z Free text can be defined using the rule element Text Entry
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The rule element Context Counter generates uniqueness with reference to a sequence that is between the start and end markers.
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Creating a Keyword Catalog z A user uses a keyword catalog to z Support the assignment of document attributes z Support search functions
z A catalog has the following functions z Processing of keywords z Free form entry of keywords
z The system allows you to define keywords as "allowed" or "not allowed."
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The setup of a keyword catalog is an activity in Customizing. Every processor has the right to edit the catalog. (You can define the authorizations for the key word catalog using the authorization object S_SRMKCMNT.)
Every user must enter the personal keywords that he intends to store in the document in the keyword catalog.
Keywords must always be entered in capital letters! Set the corresponding flag in Customizing!
In the keyword catalog, you store the terms that are to be allowed for the assignment of attributes and search functions. You also store the terms that are not to be allowed.
Search hierarchies are possible
Keywords can also be maintained directly from the record or the document.
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Document templates z You can use document templates to create standard documents in Records Management z MS Word documents contain form fields (text fields) z Form fields are supplied with values in two different ways: z With selected attributes of the record to which the document belongs (default)
Form fields are filled with values
z With a user-defined function module
z Document templates are not stored as MS Word templates (.dot), but as MS Word documents (.doc).
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To use document templates, follow these steps: • ORGANIZER: Create a document template in Records Management. To do so, use an element type of the service provider for document templates • Obsolete: SRMREGEDIT: Create and change an element type of the service provider for documents and maintain the connection parameter TEMPLATE with the ID of the template you have created. Use the F4 help for support. • New: SRMCUSTOMIZING: Create a template profile that connects all document templates that should be displayed in the same context. SRMREGEDIT: Specification of the connection parameter TEMPLATE_PROFILE for the service provider for documents using the template profile that has just been created.
You can use parameter CREATE_ONLY_VIA_TEMPLATE to ensure that the user can only create documents using document templates (set the value to 'X'). The system then no longer offers the user the activity Create for the element type for documents.
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Connection Parameters to the Service Provider for Documents TEMPLATE_PROFILE z This template profile merges several templates (0-n). z When you enter at least one template profile, the system offers the user the activity 'Create with Template' for the element type.
TEMPLATE_SPS_ID z Name of an element type in which the template documents were created. You must create all templates in this element type.
TEMPLATE_PROPERTY_PRINT z This parameter determines the printing layout of the attributes of a document (Smart Forms form). If you enter no value here, the system uses the standard form SRM_DOC_PROP_PRINT_FORMULAR.
STATE_PROFILE_ID z If the user creates a document of this element type, the system offers the attribute 'Status' for maintenance in the attribute maintenance dialog.
FUNCTION_GET_FORM_DATA z See the graphic "Fill form fields automatically". © SAP AG 2006
The connection parameters TEMPLATE_ID and CREATE_ONLY_VIA_TEMPLATE are described on previous pages.
Further information is available from the online help or the IMG.
If you want to transport document templates, note that you must enter a transportable content model (such as SRM_DOC05) in the element type for the service provider for document templates. After you create a template, you can only assign it to a transport request using the history and the element context menu.
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Using Form Text Fields in MS Word Templates z In the context menu in the toolbar, open the “Forms” icon bar z Place the cursor at the position in the text where you want to insert the form text field, and choose “ab” from the form icon bar. z Click the form field and take note of the name in the field Bookmark (such as Text1). z Choose Properties in the File menu and choose the tab Custom. z In the field Name, enter the technical name of the record attribute that you want to use as an entry for your form field z Select the checkbox Link to contents and enter the name of the bookmark that you noted in the field Source z Choose Create and then OK.
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The transaction DMWB calls the Document Modeling Workbench, in which the attributes for records and documents are defined (Content Model)
The DMWB contains the technical names of the attributes (the type should be "normal text").
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Filling Form Fields Automatically
FUNCTION Z_SAMPLE_GET_FORM_DATA. *"---------------------------------------------------------------*" IMPORTING *" VALUE(IM_DOC_PROPS) TYPE SRMGS_PROPERTY_TAB OPTIONAL *" VALUE(IM_CONTEX_PROPS) TYPE SRMGS_PROPERTY_TAB OPTIONAL *" VALUE(IM_DOC_TEMPLATE_ID) TYPE STRING OPTIONAL *" VALUE(IM_DOC_PROXY) TYPE REF TO I_OI_DOCUMENT_PROXY OPTIONAL *" EXPORTING *" REFERENCE(EX_FORM_DATA) TYPE SOI_FORM_LIST *"---------------------------------------------------------------TYPE-POOLS: soi, srmgs. DATA: wa_form_data TYPE soi_form_item. * * * *
wa_form_data-type = 'P'. wa_form_data-name = 'Z_ROOM'. wa_form_data-value = 'I1.21'. APPEND wa_form_data TO ex_form_data.
ENDFUNCTION. © SAP AG 2006
In general, record attributes are not adequate to fill form text fields; as a rule you implement a function module to dill your form text fields.
You have to enter the name of your function module in your element type for documents in the connection parameter FUNCTION_GET_FORM_DATA. The interface of the function module must be the same as the interface of the function module SRM_BDV_GET_FORM_DATA.
This function module is called when the value transfer to the document takes place.
The example code of this function module shows which fields in the transfer table EX_FORM_DATA must be filled. EX_FORM_DATA is a table with name-value pairs. You fill the table with the names of the form text fields and the values that you want to add to the form.
To enable the reading of all relevant contents, the table IM_DOC_PROPS contains the document attributes and the table IM_CONTEX_PROPS the attributes of the record in which you create the document.
Refer to Note 740017 for information about dealing with record attributes.
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Relationship between Document Templates and Element Types Concrete instances
SP for document templates has assigned
Element type for document template
has concrete instances
doc Element type 1 e t e Service provider cr for con for documents s documents Element type 2 e us has assigned with template for documents with template
um
Document Document template template Grp 2 Grp 1
te pla m e t ent
…..
s
Document1 with template Document2 Document3 with template with template
has concrete instances
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To use document templates, an element types for document templates has to be implemented.
The relationship between document template and document is exactly analogous to the relationship between record model and record.
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New Functions:
SAP Records Management 2.4: z Status management for records and documents
SAP Records Management 3.0: z Service providers for documents that are managed using the Business Document Service (BDS) z Transparency for the service providers ArchiveLink, Documents, BOR and Case z Integration of the Registry with the Class Builder (direct navigation) z Archiving records, operations and documents using the archiving object SRMGSP © SAP AG 2006
You define the status values and the permitted sequence of the status values in Customizing (IMG activity: Status Management -> ...): • Definition of status values • Define status profile • Define status network • Assign a status profile to an element type (connection parameter STATE_PROFILE_ID)
When you process the relevant elements, the system offers the attribute Status in the attribute maintenance dialog. The input help contains the status values that you have created. (You require the following three authorization objects: S_SRM_STAT, S_SRM_ST_P, S_SRM_ST_N.)
You can archive all elements that are based on the "back end" generic service provider. (These elements are all referred to as 'documents' below.) You can archive the document content as well as all of the document's attributes.
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Configuration Details: Unit Summary
You now understand: z How to activate the application log z How to define rules for generating
record numbers z How to work with the keyword catalog z How to use document templates z New functions for SAP Records Management
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Exercises Unit:
Configuration Details
Topic:
Rule for Generating the Record Number
At the end of this exercise: • You will be able to create a record number generation rule and apply it to records In this exercise you define a rule for generating a record number
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Defining a rule for generating the record number 11-1 Create the record number generation rule Z_RECORDNUMBER_##. 11-2 The record number should be a string composed of the following sections in the specified order: Fixed text (definite text) RN-##Current date For example, 07/13/04 separator (definite text) 4 digit counter (unique) For example, 0001 Here, replace ## with your group number. As the record number, you should, for example assign RN-01-07/13/04-0001. The four digit counter should ensure uniqueness depending on the current date (for example, for a new date, start counting at 0001 again). 11-3 Apply your new role to your record model Record model ## (unique name Model ##). 11-4 Test your rule by creating a new file for your element type Customer records ##.
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Exercises Unit:
Configuration Details
Topic:
Document Template Using Document Templates
In this exercise you will learn to: • Use document templates in records
You want to store standard documents as templates in your records. This task is the prerequisite for the optional exercise for document templates with form fields.
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Using document templates 12-1 Use MS word to create a document template in the organizer. Create this based on the Document templates element type in Records Organizer. For example, enter the following text in your document template: This is the document template for a pay letter of group ##. Assign the following attributes: Short description: Pay letter template ## Unique name: Pay letter template ## 12-2 Create a new element type ZRM_SPS_PAYLETTER_## in the service provider for documents. The elements (documents) of this type are created on the basis of your new document template. Tip: Use element type SRM_SPS_DOCUMENT_DEMO as the copy template for your new element type. Assign the following entries: Element Type ID: ZRM_SPS_PAYLETTER_## Short description: Pay letter with template ## Enter your document template Pay letter template ## as the value for the connection parameter TEMPLATE_ID and assign Z_RMS_BIT640 as the RMS. 12-3 Create a new Pay letter ## document based on your new document template.
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(Optl) Exercises Unit:
Configuration Details
Topic:
Document Template with Form Fields Using Document Templates
In this exercise you will learn to • Automatically supply form fields in document templates with values
You want to create standard documents as templates in your records and facilitate working with form fields.
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Using form fields in document templates 13-1 Change your document template Pay letter template ##. Insert a form field that is to be supplied with the description of the record when the document template is used. The technical attribute name is DESCRIPTION.
13-2 Test whether the description of the record is copied into the form field when you create a document for the template from a record. The value transfer can only work in the context of a record!
Create a new record for the Test records ## element type. Maintain the attributes (so that the DESCRIPTION attribute has a value) and save your record. Short description: Test record with document template ## Record number: Test record with document template ## Now create a document based on your document template. The form field is filled automatically.
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Unit:
Configuration Details
Topic:
Rule for Generating the Record Number
Defining a rule for generating the record number 11-1
Create the record number generation rule Z_RECORDNUMBER_##. 11-1-1 Call the Implementation Guide (transaction SRMCUSTOMIZING) and start the activity Create or Change Rule for Generating Record Numbers in the section Customizing for Record Models, Records and Documents. 11-1-2 Select Record number as the type of rule and enter Z_RECORDNUMBER_## in the generation rule field. Also enter the description text Record number group ##. Choose Create.
11-2
The record number should be a string composed of the following sections in the specified order: Fixed text (definite text) RN-##Current date For example, 07/13/04 Separator (definite text) 4 digit counter (unique) For example, 0001 The four digit counter should ensure uniqueness depending on the current date (for example, for a new date, start counting at 0001 again).
11-2-1 Select the New generation rule with the cursor. In the context menu, choose Create rule element. Double-click to select rule element type SRM_FIXED_TEXT. Enter the following values in the dialog box that appears then: Name Text 1 Description Fixed Text Output text RN-##- (## = group number Confirm with the green checkmark (Accept input).
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11-2-2 Select the first rule element and choose Create rule element (after) in the context menu. Double-click to select rule element type SRM_REF_MARK_BEG. Enter the following values in the dialog box that appears then: Name REFCOUNTER Description Initial marker reference counter Confirm with the green checkmark (Accept input). 11-2-3 Select the second rule element and choose Create rule element (after) in the context menu. Double-click to select rule element type SRM_ACTUAL_DATE . Enter the following values in the dialog box that appears then: Name Date Description Current date Output sequence DD.MM.YY Confirm. You find valid output sequences by positioning the cursor on the output sequence field and calling up help (F1). 11-2-4 Inserting the next rule element. The rule element type is SRM_REF_MARK_END. Select the following values and then confirm: Name REFCOUNTER Description End marker reference counter 11-2-5 Inserting the next rule element. The rule element is SRM_FIXED_TEXT. Select the following values and then confirm: Name Text 2 Description Separator Output text - (only a hyphen as separator) 11-2-6 Inserting the next rule element. The rule element type is SRM_REF_COUNTER. Select the following values and then confirm: Name REFCOUNTER Description Reference counter First assigned number 1 Maximum Length 4 Select the key figure Fill Out with Initial zeros, leave the key figure Use Placeholder blank. 11-2-7 Exit the maintenance of the rule with the green arrow (Back).
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11-3
Apply your new role to your record model Record model ## (unique name Model ##). 11-3-1 Access the organizer, search for your Record model ## record model and open it in change mode. 11-3-2 Open the attributes for the record model and enter your rule Z_RECORDNUMBER_## in the Generation rule for unique record number field. Save your record model.
11-4
Test your rule by creating a new file for your element type Customer records ##. 11-4-1 Restart the organizer. Create a new record for the Customer records ## element type and maintain the new record attributes. According to your rule, an indicator is assigned as the record number.
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Solutions
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Unit:
Configuration Details
Topic:
Document Template Using Document Templates
Using document templates 12-1
Use MS word to create a document template in the organizer. Create this based on the Document Templates element type in Records Organizer. For example, enter the following text in your document template: This is the document template for a pay letter of group ##. Assign the following attributes: Short description: Pay letter template ## Unique name: Pay_letter_template_## 12-1-1 Open the Documents folder in the organizer, select Documents Templates and choose Create from the context menu. 12-1-2 On the right part of the screen, choose Application - Microsoft Word. MS Word starts in the right subscreen. In MS Word, write the text This is a document template for a pay letter for group ##. 12-1-3 Choose Save and enter the following attributes in the screen that appears then: Short description: Pay letter template ## Unique name: Pay letter template ## The document template is thus known to the Records Management framework. 12-1-4 In the history, choose Information from the context menu for the document template that you have just created. Copy the value in the line Document ID to the clipboard (CTRL+C).
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12-2
Create a new element type ZRM_SPS_PAYLETTER_## in the service provider for documents. The elements (documents) of this type are created on the basis of your new document template. Tip: Use element type SRM_SPS_DOCUMENT_DEMO as the copy template for your new element type. Assign the following entries: Element Type ID: ZRM_SPS_PAYLETTER_## Short description: Pay letter with template ## As the value for connection parameter TEMPLATE_ID, enter your Pay letter template ## document template. 12-2-1 Use SRMREGEDIT to call up the registry, open the S_AREA_RMS area, open the service provider for documents SRM_SP_DOCUMENT, select element type SRM_SPS_DOCUMENT_DEMO and choose Copy from the context menu. 12-2-2 Assign the following entries: Element Type ID: ZRM_SPS_PAYLETTER_## Short description: Pay letter with template ## 12-2-3 Choose Save and save as local object. Assign your document template to connection parameter TEMPLATE_ID. To do so, add the value loaded in point 11-1-4 in the temporary storage in the relevant input field (Ctrl + V): Example: SRM_DOC05 222B432DD89DCB45939DE3A6B20C934D Under Classification assign RMS Z_RMS_BIT640. Save your element type.
12-3
Create a new Pay letter ## document based on your new document template. 12-3-1 Call up the organizer with the ORGANIZER transaction and open the Documents folder. Choose Create with Template. Your new template should now be returned.
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(Optional) Solutions
13
Unit:
Configuration Details
Topic:
Document Template with Form Fields Using Document Templates
Using form fields in document templates 13-1
Change your document template Pay letter template ##. Insert a form field that is to be supplied with the description of the record when the document template is used. The technical attribute name is DESCRIPTION. 13-1-1 Start the organizer by calling transaction ORGANIZER. In your history, search for your document template Pay letter template ##. Double-click to display the template. 13-1-2 Enter RECORD as the text. Position your cursor on the toolbar and show the form icon bar using the Form context menu. Place the cursor behind your record text and select the from button from the toolbar (from stands for form text field). 13-1-3 Double-click on the field and hold the value in the Bookmark field. Choose File -> Properties -> Adjust. In the name field, enter the technical name of the attribute, which you would like to use as the form text field. DESCRIPTION. Set the Link to content flag and, in the Source field, choose the bookmark that you noted. Choose Add and then OK. Save your new template and choose Save > as new version.
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13-2
Test whether the description of the record is copied into the form field when you create a document for the template from a record. The value transfer can only work in the context of a record! Create a new record for the Test records ## element type. Beneath that the Free records record model is located, which allows you to create any type of content for testing purposes. Maintain the attributes (so that the DESCRIPTION attribute has a value) and save. Short description: Test record with document template ## Record number: Text record with document template ## Save the record so that the short description can be transferred (it is only saved to the database after you save)! Now create a document based on your document template. The form field is now filled automatically. 13-2-1 To create the document, use the grey Worklist element model node and position the cursor on the Worklist folder and choose Create one level lower in the context menu. Then, from the offered list, double-click to choose your element type Pay letter with template ##. For further steps proceed as described previously.
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Process Route and Floating File
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Process Route and Floating Files: Unit Objectives At the conclusion of this unit, you will know: z What options the floating file offers you in Records
Management z How to use process routes for ad hoc definition of
record-based activities
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Example Business Process: Pay Increase Check, assign system maintenance
HR department
HR
E-form Letters
Personnel officer
E-record or
Supervisor
“Pay increase”
Employees
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Records offer a rather static view of the life of the business.
The “Floating file” function adds a process flow view. With the “floating file" function of SAP Records Management you can depict all of the steps of the process described above.
A floating file is sometimes called a "circular." This is a synonymous term from the public sector. Demand for floating files is chiefly in the public sector, but the function is industry-independent.
You use the floating file (and process route) function when you want to send individual elements from a record along a process route to several employees in a sequence.
You can specify the task an employee is to perform individually. (signature, final signature, print, send,...)
A floating file can only be created from a record, not directly from the Records Organizer.
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Process Information with Electronic Records z Using the Business Workflow, you automate complex business processes z SAP provides the additional service “floating file” for business processes that are based on records. z Floating files support approval and review processes, for example. z Elements of a record can be made accessible to other employees in the course of the circulation process. z A business route (process route) defines what elements are accessible to which employees and what actions can be done with them.
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There are two ways to integrate process view into records: •
For processes with complex logic, the application creates workflows that are called from within the record
•
For processes with few rules, ad hoc functions are available to the user, which are used to define workflows that run according to a process route.
The process route is based on the WebFlow Engine. You model a workflow and assign each step to an agent. Just as for other aspects of a workflow, you can specify not only the agent, but also positions and organizational units. You can create process route items sequentially or parallel.
The specified process can be changed at any time. This ad hoc function enables the user to react flexibly to changes.
Using the authorization object S_SRMDISP1, you can define authorizations for circulars (floating files). The following fields are available: RMSID (RMS), SPSID (element type), ACTVT (create, change, display, delete, output of circulars)
The authorization concept for the process route has three levels. Level 1: Authorization object S_SRMPATH1 Level 2: Authorizations in the header data of the process route Level 3: Authorizations when creating an item in the field Authorization item The authorizations from level 3 can both extend or restrict those from level 2..
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How You Use a Floating File (1) z Create a new floating file in a record z Select all the elements that you want to distribute in the floating file z Define a process route z Tasks are assigned to functions. The functions represent options available to the agent who receives the element via a process route.
ad hoc
z Start the floating file
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You define a process route by entering the process route items and their agents as well as the desired actions. You can also set deadline monitoring.
The functions of activities can be, for example: sign, do not sign, final signature, not responsible, take note,…
To define a process route, do as follows: 1.
Move the cursor to a model node that is assigned an element type for circulars. In the example records this is the node Processes. Choose Create in the context menu. The system displays the elements of the record. 2. Select the elements that you want to put in the floating file and choose Continue.
2.
Choose Create process route. Maintain the header data of the process route using Display/change process route header data. There you can maintain, for example, who can change the process route, who the recipients are for messages in case of missed deadlines etc.
3.
Insert process route items. You can choose sequential or parallel steps. Enter the recipient(s) of the floating file for a given step. You can also specify how long the recipient may have the floating file before being required to pass it on (section Latest end)
4.
Save the floating file and choose Start circular.
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How You Use a Floating File (2)
z Agents receive their activities through a work item in their workflow inbox. You can then z View the record and the elements that were selected by the creator of the floating file z Execute functions on the element
ad hoc
z Change the process route, e.g. add another agent z Create attachments (documents, business objects, reports,...)
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The agents specified in the process route receive a work item in their workflow inbox when the run is started.
When you execute a work item, you go to a screen on which the elements (e.g. documents or business objects) are listed that were selected when the floating file was created. The agent can display these elements by double-clicking them. Using buttons on the right side of the screen, which correspond to the activities that were assigned when the floating file was created, you can execute the activities. It is also possible to add attachments to the elements.
At the bottom of the screen you see the attachments that are available. The floating file is always sent with a link to the record from which the floating file was started.
In this area you can also create your own attachments, should you wish to do so. To do so, choose the symbol for Create and in the dialog window that appears select the elements you want to use for an attachment.
With Finish circular step and exit you exit the work item in your inbox. The employee who is next on the process route now receives a work item. If you are the last agent, you receive a button Exit circular.. With Circular →Exit any other agent in the process route can also close the circular. Whether and by whom a circular was closed is stored in the header data of the circular.
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Using Floating Files: Process Route Model z A floating file is defined and can then be sent once z A process route can be stored in the system as a process route template z You can then use it again in a new floating file
ad hoc
z You can change the process route that you called up using the template when you use it again
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You can save a defined process route using Process route → Save as template.
Process route templates must be assigned to groups for process routes.
These groups serve to sort the process routes by theme and are created in Customizing. To do this, choose SRMCUSTOMIZING and set up groups for process routes.
Using the activity area, you can separate process route groups for different applications. If you are using a process route within Records Management (circular), enter the abbreviation SRMDP. If you are using a process route within Case Management (circular), enter the abbreviation SCMG. These fixed values are at present not documented in the system.
The two-character, user-defined abbreviation uniquely identifies a process route group in an activity area. Example: A1
The description can be stored in several languages and serves to explain the meaning of a group. You specify the language in which the text is stored using the language abbreviation.
To use a process route template in a new circular, choose Load Process Route Template, start the search for the template and select it.
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Floating File/Circular: Basic Settings z Perform Basic Customizing for Business Workflow z Activate event linkage for the workflow template WS75500107 z Maintain possible agents for the following tasks or select them as general: TS75507961und TS75507962. z Refresh the organizational environment z Maintain activities and activity functions for the process route in the IMG
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You use transaction SWU3 for Basic Customizing of the Workflow Engine.
Activate event linkage: Call the transaction PFTC_DIS. As the task, choose Workflow template and enter the number 75500107 Choose Display Open the tab Triggering Events and activate event linkage by clicking the symbol in the first column (red/gray rhombus). The symbol will turn green.
Maintenance of possible agents: Call the transaction PFTC_DIS. As the task, choose Workflow template and enter the number 75507961 In the menu Extras, choose Maintain agents Maintain your agent assignments. Choose "general task" if you do not want any restriction of agents (Choose the Attributes button and General Task) Repeat the procedure for task 75507962.
Refreshing the organizational environment: Choose the transaction SWUS and enter WS75500107 as the task Choose Environment -> Refresh the organization environment
You maintain the settings for the business route in the IMG under SAP WEB Application Server Basis Services - Records Management or using SRMCUSTOMIZING
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Process Route and Floating Files: Unit Summary You now understand: z The process route as an ad hoc workflow. z The functions offered by floating files in Records
Management to support record-based business processes.
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Exercises Unit:
Process Route and Floating File
Topic:
Working with floating files
In this exercise you will learn to: • Use and configure floating files
You want to execute record-based, dynamic approval processes.
14
Working with floating files. 14-1 In your personnel record BIT640-## record Anja Mueller, create a floating file containing the employment contract, resume and reference elements from the record. Define a process route. When you do this, use your user and those of the two groups next to you in the class room as the processors of the steps. Use a parallel step sequence and choose co-signature and final signature. Start the floating file. 14-2 Create a second floating file with the employment tax card. As the first recipient, define your own user (activity: final signature) and add your two neighboring groups (activity: For your information) in further sequential steps. Specify that persons involved in the process may change the process route. Start the floating file. Please change the process route before you finish processing your floating file. Delete the first of the other two processors. Exit processing and ensure that only one processor has received the floating file as a consequence to your change.
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Solutions
14
Unit:
Process Route and Floating File
Topic:
Floating Files
Working with floating files 14-1 In your personnel record BIT640-## record Anja Mueller, create a floating file containing the employment contract, resume and reference elements from the record. Store a process route. When you do this, use your user and those of the two groups next to you in the class room as the processors of the steps. Use a parallel step sequence and choose co-signature and final signature. Start the floating file. 14-1-1 Start the organizer with the ORGANIZER transaction. Call the record BIT640-## Record Anja Mueller from the history by double-clicking on it. Close the organizer with Show/hide organizer icon. 14-1-2 Open the Processes node, select Circulates and choose Activities -> Create from the context menu. 14-1-3 The system displays the record elements that are available for a floating file (circular). Choose employment contract, resume and reference. 14-1-4 Define a process route. In order to specify the recipients of the floating file, select Start in the middle section of the screen and click on Insert sequentially. Enter your system user as the Processor ID and Co-signature as the activity in the dialog box. Your user appears in the process route. Select your user, then choose Insert in parallel another two times, to enter your neighboring groups as recipients for the file. Choose Save. 14-1-5 Start the floating file with the Start circular button. The system asks you whether you want to save and start the circular. Choose Yes and exit the record.
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14-1-6 Display the floating file in the Business Workplace. Start the Business Workplace in the basic menu by choosing Office – Workplace. Open the Inbox folder. Double click Workflow. On the right part of the screen, you see a work item that represents the floating file. 14-1-7 Double-click to execute the work item. You see the circular and, on the left side, the activities. Select the content of your floating file and choose the activities you want. Exit the task by choosing Complete circular step and Exit icon. Answer the question whether you want to complete the step and exit with Yes. 14-1-8 The work item has disappeared from your Inbox. As you have defined a parallel recipient sequence, the folder should have arrived at your neighboring groups at the same time. Check this by displaying the Workflow log. To do so, open the Outbox folder on the left part of the screen and then Work items executed by me. Select the line with your floating folder and choose the Display workflow log icon (paper roll). The ‘Circular for record...’ line 1., which represents a work item for users, appears three times. One has the status completed (the work item you just executed), two have the status ready. Search for the lines with the status Ready and click the icon. Click on the top entry in the Processor section. The system displays the processor in whose Inbox the folder is now located. The processors should correspond to your process route definition.
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14-2
Create a second floating file with the employment tax card. As the first recipient, define your own user (final signature activity) and add your two neighboring groups (activity: For your information) in further sequential steps. Specify that persons involved in the process may change the process route. Start the floating file. Please change the process route before you finish processing your floating file. Delete the first of the other two processors. Exit processing and ensure that only one processor has received the floating file as a consequence to your change. 14-2-1 Start the organizer with the ORGANIZER transaction. Double-click in your history to call up record BIT640-## record Anja Mueller and switch to change mode. Close the organizer with Show/hide organizer icon. 14-2-2 Open the Process node, select Floating files and choose Activities -> Create from the context menu. 14-2-3 The system displays the record elements that are available for a floating file (circular). Choose the employment tax card as the content of your floating file. 14-2-4 Define a process route. In order to specify the recipients of the floating file, select Start in the middle section of the screen and click on Insert sequentially. Enter your system user as the Processor ID and Final signature as the activity in the dialog box. Your user appears in the process route. 14-2-5 Select your user, then choose Insert sequentially another two times, to enter your neighboring groups as recipients for the file. Under Processing time, enter 3 days for both users. Choose Save. 14-2-6 Specify who may change the process route. To do so, call up the header data of the process routes using Display header data. Maintain the entry under Change and select Persons involved in the process by using the input help. Choose Save. 14-2-7 Choose Start Circular. The system asks you whether you want to save and start the circular. Choose Yes. Exit your record and return to the basic menu. 14-2-8 Display the floating file in the Business Workplace. Start the Business Workplace in the basic menu by choosing Office – Workplace. Open the Inbox folder. Double click Workflow. On the right part of the screen, you see a work item that represents the floating file. Double-click to execute the work item. The system displays the circular and, on the left side, the activities. Select the content of the floating file and choose Final signature. 14-2-9 View the process route in the middle of the display, and delete the first of your two further recipients. Return to the basic screen and complete your task with the Complete circular step and exit icon. Answer the question whether you want to complete the step and exit with Yes.
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14-2-10 The work item has disappeared from your inbox and should by now have arrived at the second of your two neighboring groups. Check this by displaying the Workflow log. To do so, open the Outbox folder on the left part of the screen and then Work items executed by me. 14-2-11 Select the line with your floating folder and choose the Display workflow log icon (paper roll). Search for the line with the status Ready and click the icon in the processor section. Click on the top entry. The system displays the processor in whose Inbox the folder is now located. The processor should correspond to your process route definition. Double-click the appropriate line to show the work item.
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Business Scenarios
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Integration Scenarios: Unit Objectives At the conclusion of this unit, you will be familiar with: z The integration of an electronic record in an
application using Generic Object Services z The business objects RECORD, DOCUMENT and
SCASE z The possibilities of implementing enhancements
in Records Management z The use of the Document Finder to find records
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Integrating Records Integration using business objects
HR master record
Event
Material Contact Invoice HR master record
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Use events or user exits to define for which actions your set of records must be automatically updated.
Use the following BAPIs, for example, to update your set of records
BAPI_RECORD_CREATE
BAPI_RECORD_CHANGE_PROPERTIES
BAPI_RECORD_ADDELEMENT
Use GOS (Generic Object Services) or available user exits to integrate electronic records in an application.
You have already learned about integrating application information in the previous units (service provider for transactions, reports, BOR and so on).
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Calling from the Application Calling records using Generic Object Services
2
1
3
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Procedure when using Generic Object Services:
Implement and register a separate GOS class (parent class: CL_GOS_SERVICE)
The system implements two methods • CHECK_STATUS: Checks whether the service is available for the currently published business object; this is executed before the GOS control appears • EXECUTE: Executes the service; this is executed when you choose the defined icon
Maintain the two tables SGOSCUST and SGOSATTR
You can also implement a record link implementation using SAP enhancement options such as user exits, BAdIs, enhancements and so on.
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Generic Object Services: Overview z GOS = Generic Object Services z A collection of functions that are available for all "published" business objects z Functions are always available centrally under the menu path "System - Services for Object". z In addition, Generic Object Services are integrated as a control in some applications. z In some applications, Generic Object Services are integrated using a context menu (for example transaction CIC0) z User-defined functions can be integrated as a service in Generic Object Services
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Automatic Record Storage Material Event
Contact Invoice
HR master record
z Use events or user exits to define for which actions your set of records should be automatically updated z Use the following BAPIs, for example, to update your set of records z BAPI_RECORD_CREATE z BAPI_RECORD_CHANGE_PROPERTIES z BAPI_RECORD_ADDELEMENT
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A typical project requirement is to automatically log processes in the SAP system in records. For example, when a new HR master record is created, a new personnel record must be created in HR and the record attribute personnel number set. When creating infotypes for the employee, these must be automatically integrated into records.
You can also find the relevant BAPIs as methods of the business object RECORD.
Use the BAPI Explorer (transaction BAPI) to find BAPIs that are helpful for the current project task.
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Integrating Records and Documents Using Business Objects You use the business objects RECORD, DOCUMENT and SCASE z BOR object type RECORD z Dialog methods: find, display, edit, delete z BAPIs for reading and processing contents and attributes z ArchiveLink integration
z BOR object type DOCUMENT z Dialog methods: find, display, edit, delete z BAPIs for reading and processing contents and attributes
z BOR object type SCASE z Dialog methods: find, edit, display z BAPIs for reading and processing contents and attributes
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You can display the methods of the RECORD business object type in the Business Object Repository Browser (transaction SW03). In the BOR Browser, choose Basis Components → Basis Services / Communication Interfaces → SAP Records Management.
The BAPIs are entered and identified as methods in the business object.
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Service Provider for Workflows z Using the service provider for workflows you can start any workflow from Records Management z Workflows can also run in a remote system z They can integrate project-specific function modules into the service providers in order to z Start workflows and supply them with the necessary information z Provide search dialogs in which you can select the workflow you want to start z Display the workflow log z Maintain the description of the workflow that is used in Records Management, for example in the record
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Because the workflow can run in a remote system, the record can be used for cross-system handling of information. The process can also run in all systems.
Using function modules, you can store non-standard source code in the service provider. Therefore you can transfer non-standard data when starting a workflow. Usually, the import elements of the workflow container are filled.
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ArchiveLink Documents and Records z Ideally, you should create an element type for each ArchiveLink document type z The following convention is useful: Use the technical name of the ArchiveLink document type as an anchor in the record model z ArchiveLink documents must always be linked to a business object z To optimize the search for ArchiveLink documents, we recommend that you implement a corresponding document area with the Document Finder z To enter ArchiveLink documents in records automatically, respond to the event ASSIGNED of the relevant business object and implement an event receiver
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The event receiver reads the relevant data from the event container in order to establish the assignment to a record.
The system then calls the BAPI BAPI_RECORD_ADD_ELEMENT for the record into which the document is to be checked-in.
In this case, the use of the anchor with the ArchiveLink document is useful.
Even if they are set in another record, ArchiveLink documents should always be linked to a business object so they can be given attributes and found.
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Document Search with the Document Finder
Implementing a separate document area
Customizing: Searching for documents that were created using the generic service provider
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The implementation of a document area for the Document Finder is described in the ArchiveLink developer documentation. You must implement the interface IF_ALINK_QUERY and possibly IF_ALINK_HITLIST_CALLBACK in your own class.
Implement three methods • INITIALIZE: Actual constructor of the classes, structures the SAP Document Finder search dialog with search criteria • PERFORM_SEARCH: Executes the search query against the search engines • PROCESS_DOUBLE_CLICK: This is executed when the user double-clicks a hit
The simplest solution is to use the template class CL_ALINK_QUERY_TMPL.
When you search for records using only Customizing: • Use the standard search class CL_DOCF_KPRO_QUERY • Maintain the SRMDOCSPSPS table to assign your new document area to a record element type and a content model (LOIO and PHIO class).
For a full-text search, the ECM component TREX must be connected
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Integration Scenarios: Unit Summary You now understand: z The integration of an electronic record in an
application using Generic Object Services z The business objects RECORD, DOCUMENT and?
SCASE z The possibilities of implementing enhancements in
Records Management z The use of the Document Finder to find records
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Exercises Unit: Integration Scenarios Topic:
Record Integration in the Application
At the end of these exercises, you will be able to: • Call your customer record from the transactions used to process customer master records. You want to implement a link between the customer master record (XD01, XD02, XD03) and the corresponding customer record.
15-1 Implement your own class based on the parent class CL_GOS_SERVICE. Check whether a link to the record has to be displayed, and if so, how it takes place. 15-1-1 Call the Class Builder (transaction SE24), and enter the parent class CL_GOS_SERVICE in the input field. 15-1-2 Choose Display mode, then Edit -> Create Subclass. Assign the following attributes: Class: Description: Instantiation:
ZCL_GOS_SERVICE_KNA1 Calls a customer record Public
Additional information: [Instance constructor: Yes Class constructor: No Instantiation: Public Interfaces: None] Choose Save, and assign the class to a package and a transport request. 15-1-3 Switch to change mode, and redefine the two methods CHECK_STATUS and EXECUTE. CHECK_STATUS: Checks whether the service is available for the currently published business object; this is executed before the GOS control appears EXECUTE: Executes the service; this is executed when you choose the defined icon. Select one of the methods and choose Redefine (the button is directly above the displayed methods).
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Create an attribute at the level of the class: Attribute: RECORDID Type: INSTANCE Visibility: PRIVATE Associated type: BAPIDOCTAB The following source code should be used as an example: METHOD check_status. DATA: lv_kunnr TYPE string. DATA: line_properties TYPE bapipropqy, tab_properties TYPE TABLE OF bapipropqy, line_result TYPE bapidoctab, tab_result TYPE TABLE OF bapidoctab, rms_id TYPE bapirmsid, sps_id TYPE bapispsid.
rms_id = 'Z_RMS_BIT640'. sps_id = 'ZSRM_SPS_RECORDMODEL_TEST_00'. ep_status = mp_status_invisible. IF gs_lporb-typeid = 'KNA1'. lv_kunnr = gs_lporb-instid. line_properties-propname = 'ZRM_KUNNR'. line_properties-sign = 'I'. line_properties-option = 'EQ'. line_properties-propval_lo = lv_kunnr. APPEND line_properties TO tab_properties. CALL FUNCTION 'BAPI_RECORD_GETLIST' EXPORTING rms_id = rms_id sps_id = sps_id TABLES property_selection = tab_properties resulting_list = tab_result EXCEPTIONS OTHERS = 4. READ TABLE tab_result INTO line_result INDEX 1. recordid = line_result. IF NOT recordid IS INITIAL. ep_status = mp_status_active. ENDIF. ENDIF. ENDMETHOD. METHOD execute.
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CALL FUNCTION 'SRM_RECORD_DISPLAY' EXPORTING = recordid-objectid objectid documentclass = recordid-docclass EXCEPTIONS not_authorized = 1 internal_error = 2 parameter_error = 3 =4 not_found OTHERS = 5. IF sy-subrc <> 0. MESSAGE ID sy-msgid TYPE sy-msgty NUMBER sy-msgno WITH sy-msgv1 sy-msgv2 sy-msgv3 sy-msgv4. ENDIF. ENDMETHOD.
15-1-4 The following values are used in the class referred to above: Æ is_lporb: Business object ID Instid: Specific object ID Type ID: Object type Cat ID: ‘BO’ (for a Business Object) Æ ep_status (Icon display is active/inactive/not visible) Mp_status_active Mp_status_inactive Mp_status_invisible Æ ep_icon (Overrides the displayed icons)
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15-2 Register the class you have just created for the generic object services. To do this, use the GOS Customizing tables – SGOSATTR and SGOSCUST. 15-2-1 The table SGOSATTR is used to register classes, while the table SGOSCUST contains their settings (for example, for each client). Registration using transaction SM30 (the table SGOSATTR): - Name of the service - Class that implements the service - Name of the icon displayed in the GOS control (for example: ICON_CLAIM for records) - Define the icon's position by specifying the subsequently displayed service (for example, CREATE_ATTA) - The icon’s quick info text in the GOS control.
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Delivery of SAP Records Management
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Implementing SAP Records Management: Unit Objectives
At the conclusion of this unit, you will be familiar with: z Necessary project requirements z Relevant initial questions for a project in
Records Management z General presentation of the required project steps
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Implementation Topics
The implementation of SAP Records Management as a document management solution includes a wide range of themes: z Changes to the work process of the department z Strong integration of document processing in the applications z Archiving z Scanning/incoming post processing
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Technical Environment of SAP Records Management
Users mySAP
• FI • HR • CRM • Public Sector ...
ArchiveLink and Knowledge Provider
External storage system
SAP Content Server
Web
Legacy
© SAP AG 2006
Documents are usually stored on the SAP Content Server or a third party content server.
The ArchiveLink or Content Management Service interfaces handle the communication between the external storage system (third party provider and SAP Content Server) and the SAP system.
Electronic records consist not only of documents but also of information from the applications.
SAP Records Management is based on an open infrastructure for enhancements. All integration options of SAP Web Application Servers or SAP NetWeaver can be used to connect external systems such as legacy systems.
Electronic files can refer to Web contents.
For all users who are not occasional users of SAP Records Management, we currently recommend the SAP GUI for Windows as the user interface.
A browser-based UI is already available for certain purposes (for example: an employee views his own personnel record).
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Project Know-How z For projects with SAP Records Management you must have a basic knowledge of the following areas z
Records and Case Management
z
SAP Business Workflow
z
ArchiveLink and Knowledge Provider (KPro)
z To implement enhancements you require expertise in z
ABAP and ABAP Objects
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If customer-specific enhancements are executed in a project in addition to the available SAP Records Management functions, you must consider the service provider framework and its implementation in more detail.
Attachment 1 provides additional information about the service provider framework.
SAP offers the following courses concerning the expertise mentioned above (for more information, go to the Education area on the SAP home page): •
SAP Business Workflow
BIT600, BIT601, BIT610, BIT603, DBITWF
•
SAP ArchiveLink
BIT615
•
ABAP
BCxxx
•
ABAP Objects
BC401
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Initial Questions in a Project (1) z Is the project focus on records/operations? z Which types of records/operations do you want? How do you want to use the records? z Which attributes do you want the record to have? Æ Content model (set of attributes in the record or document) or attribute set for operations z Which attribute links the record with the application? Æ Content model z What must the record contain? Æ Record model for record or operation record z Which documents are to be used in the record? Æ Record model z How is the record content to be structured? Æ Record model
© SAP AG 2006
Departments define requirements that will be included in records management (for example: every month, the pay slip must be integrated in the personnel record). Therefore, you must collect the requirements for electronic records first.
The important thing here is that a complete final picture of how the record is to look is created in the design phase. This means that all people who are to work with the records must be involved in the project. Avoid concentrating on special cases during the design phase.
Prototypes have proven very valuable for quickly achieving a good project result. Prototypes also help convince end users and include them in the project in a useful manner.
Important questions are: •
Are the record contents located in non-SAP systems or remote systems that must be integrated?
•
How many/which business objects are to be managed in the records
•
How many Office documents?
•
Are you going to work with ArchiveLink documents?
•
How many other objects have to be managed?
•
Does the record content have to be versioned?
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Initial Questions in a Project (2) z Who should be able to access records and record contents? ÆRole-based views z Where do you want to store the records and documents that are created? Æ Archive systems, SAP Content Server, (system database) z Do you want to control business processes from the file? And, if so, which business processes? Æ Integration of workflow (floating files and standard workflows) z Can these processes be optimized?
© SAP AG 2006
You must clarify the following for documents
Where the documents are stored (SAP Content Server, file system, external storage system,…)
How long they will be required
Which legal requirements exist for the documents
In which format they are stored
You must also address the question of access rights. Authorizations are often attached to structures also.
For example, you can optimize processes by using workflow and document management (such as ArchiveLink).
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System Landscape: Records and Document Storage
SAP Records Management as a central server for records and document management SAP R/3 Release 4.6C
SAP Records Management
Content Server
SAP Records Management as an integral part of the SAP system, for example, SAP ERP 2005 SAP ERP 2005
Content Server
© SAP AG 2006
You can run SAP Records Management on your own system without losing integration functions:
SAP Web Application Server 6.20 corresponds to SAP Records Management 2.0
SAP Web Application Server 6.40 corresponds to SAP Records Management 2.4
SAP NetWeaver Application Server corresponds to SAP Records Management 3.0
Business objects can be integrated using RFC. Therefore, you do not have to migrate to SAP R/3 Enterprise to use records management.
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Records Management Project Steps (1) z Define and describe the work processes to be supported z Layout and structure of the electronic records z Define the basic types for records z Record structure z Link records with (SAP) applications and work processes z Storage strategy and scanning strategy z Archive z Scanning scenarios z Digitalization of storage
© SAP AG 2006
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Records Management Project Steps (2) z Automatic record maintenance z Access to records/research strategy z Workflows/automatic processing step z Authorization concept z System landscape z Higher-level functions z Interfaces for special systems z Reports z Migration
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Use of SAP Records Management z In general, two approaches for using record management have developed z
Electronic files as the starting point for everyday work (operational view)
z
Electronic files as an option for making the work with operations traceable (administrative view)
z In projects, you must clarify which approach applies or whether there are mixed requirements. z To fill records automatically, you must implement appropriate process automation steps in the project
© SAP AG 2006
Operational view: • The file is the starting point for everyday work • Application transactions, reports and so on are triggered from the record. • The record content is maintained manually. That means, for example, that documents are explicitly accepted into the file.
Administrative view • You keep using your application as before. There are no changes to the processes in the organization. • In the context of an operation, the system documents all relevant steps in the electronic record. • The records and the record contents are generated externally, for example using BAPIs. The user does not fill the record manually.
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Implementing SAP Records Management: Unit Summary You now understand: z Necessary project requirements z Relevant initial questions for a project in
Records Management z General presentation of the required project steps
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Appendix 1: Examples from the Applications
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Examples from the Applications: Unit Objectives At the conclusion of this unit, you will be familiar with: z SAP Financials Dispute Management z SAP CRM Case Management z SAP HCM Digital Personnel File
as examples for applications that are based on Records & Case Management.
© SAP AG 2006
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Application Example 1
SAP Dispute Management © SAP AG 2006
SAP Dispute Management is part of the SAP Financials solution, or more precisely of SAP Financials Supply Chain Management (FSCM).
FSCM helps companies to
Reduce working capital and outstanding payments
Improve payroll and payment processes
Increase the precision of capital requirement estimates
Improve handling of exception situations
Track documents as they circulate through the company
The core themes of the SAP FSCM solution are Biller Direct, Dispute Management, Collections Management, Credit Management, Cash and Liquidity Management, Treasury and Risk Management as well as Contract Accounts Receivable and Payable.
In this course we shall concern ourselves with clarification and dispute cases that are handled with Case Management in the system.
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Example Process: Clarification Case Harry Miller Goods Issue employee
2
1
•Reads e-mail •Performs workflow task •Confirms late delivery •Sends case back to ? coordinator
•Sets Harry Miller as ? processor •Asks Harry to check late delivery •E-mail is sent and ? workflow task generated
3
•Sets Thomas Swift as? next processor Thomas Swift •Asks Thomas for ? Account manager a decision •E-mail is sent and ? workflow task generated
4 •Reads e-mail Sarah Smith Dispute manager (coordinator) •Performs workflow task
•Decides on credit memo? of customer •Sends case back to coordinator
6
•Reads e-mail •Performs workflow task •Posts credit memo •Sends case back to ? coordinator
© SAP AG 2006
© SAP AG
5
•Sets Hugo Vincent as next processor •Asks Hugo to post the credit memo •E-mail is sent and workflow task ? generated
Hugo Vincent Accounts receivable accountant
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Processing using SAP Business Workflow
Link to clarification case
Attached documents
Link to billing document
© SAP AG 2006
In the case attributes there is application-specific information such as the clarification amount and a link to a billing document
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Example: Manually Creating Customer Correspondence
Recipient: accept or change Select correspondence type Select correspondence
Select external notes
© SAP AG 2006
Special feature: As a rule, Dispute Management does not use the process route for routing cases through the company.
Dispute Management requires SAP Web Application Server 6.20 as a base.
Dispute Management 2.0 can be used in SAP R/3 Enterprise 4.7.
Dispute Management 3.0 is delivered with SAP ERP 2004.
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Application Example 2
CRM Case Management © SAP AG 2006
Case Management is part of the solution SAP CRM in the Service area.
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Case Management with SAP CRM Process case Create case
Structure case
2 3
1 Analyze cases
7
Confirmation of service
Effect settlement
4 Close case
5
6 © SAP AG 2006
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Business Scenario (1)
The Interaction Center agent performs various process steps that refer to general questions. By way of a system message, the agent knows that a case must be created in which all information is managed. The case is then assigned to a caseagent.
1
The case agent evaluates the preceding development of the case and assigns it to the responsible team. Here the case is processed. Case notes refer the agents to all the electronic documents of the case. The case agent sets access authorizations.
2
While the log is being checked, the case agent must know if additional cases refer to existing cases. He links these cases with the current case as a sort of sub-case.
3
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Business Scenario (2)
4
The process agent creates order confirmations with the date of receipt and the expenses generated by the case.
5
The process agent closes the case after ensuring that all steps for linked business transactions and sub-cases have been processed and closed.
6
Calculation of time and costs associated with the case.
7
Use of predefined questions and reports. The Service Manager performs case analyses in order to ensure the transparency of the case processes in his or her area of responsibility. © SAP AG 2006
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Case Management in the CRM
© SAP AG 2006
The CRM Case Management uses only the back end of Case Management, which is provided as part of Basis.
The user interfaces are based on the People Centric UI. A further variant-end framework.
For the SAP Interaction Center, there is an additional browser-based user interface available for use.
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Application Example 3
© SAP AG 2006
© SAP AG
HCM Digital Personnel File
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Digital Personnel Record with SAP HCM
The personnel file is, as before, one of the important resources for the personnel work of HR administrators
Technological developments (ERP systems, personnel systems) cause media gaps in this personnel work (paper + data processing (EDV))
The electronic record can seamlessly bridge this gap and, in addition, it has the potential of optimizing and modernizing the personnel processes if it must be integrated into a leading system.
© SAP AG 2006
These components provide a central storage for all documents that affect the employees of your organization. Here, for example, you can store documents concerning work relationships, remuneration, life events or certificates and other legal documents. You can choose the structure of the Digital Personnel File (DPF).
The DPF can be filled with documents manually by a HR administrator or it can by filled using the processes within HCM Processes and Forms. In the latter case, the system automatically creates the DPF for the relevant employee after completing a process. With the relevant authorization in the DPF, a HR administrator can search for, display, insert and delete documents, and display process forms and process steps.
The DPF provides you with central access to all documents. Therefore you can simplify and optimize the tasks of your HR administrators and structure your document storage more effectively.
For more information about the DPF, go to the Implementation Guide (IMG) and choose HR Administrative Services, Digital Personnel Files (DPA).
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Personnel File User In organizations, who uses and works with the personnel file?
Employees in the Human Resources department
Managers
Employees
© SAP AG 2008
The DPF is part of the HR Administrative Services component (PA-AS) and is optimized for use within this component. To enable you to use all functions of the DPF, you should also use the subcomponent HCM Processes and Forms of HR Administrative Services. Nevertheless, you can also use the DPF independently.
The DPF is based on SAP Records Management. The DPF is based on the record model that structures the different folders of the DPF and determines which documents the system stores in which folder.
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Displaying the Personnel File
Record header with HR data
Document Record structure
© SAP AG 2006
The digital personnel file is managed in the ORGANIZER under the RMS ASR_DPF. In the service provider framework (registry), separate service providers were implemented for the DPF.
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Displaying a Document
Adobe Forms Simple form-based creation and display
© SAP AG 2006
There are two types of document in the DPF: •
Process documents: These documents result from a process within HCM processes and forms, which an HR Administrator executes for an employee, and consist of different attachments or forms. The system inserts the process documents in the DPF.
•
If an administrator executes the process for maternity leave for an employee, the system generates a maternity leave form and the attachment for a doctor's medical certificate. The system stores these documents in the DPF.
•
Archived documents: Archived documents are documents that are already stored. The system does not insert these documents in the DPF, instead it only displays them using the personnel file.
In Customizing, you set up SAP Records Management to use the DPF.
More information is available in SAP Library under SAP NetWeaver Library → key areas of SAP NetWeaver → key areas of the Application Platform → Business Services → SAP Records Management.
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Document Creation
© SAP AG 2006
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Examples from the Applications: Unit Summary You now know examples of applications that use integrated Records & Case Management: z SAP Financials Dispute Management z SAP CRM Case Management z SAP HCM Digital Personnel File
© SAP AG 2006
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Appendix 2:
The Service Provider Framework
© SAP AG 2006
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The Service Provider Framework: Unit Objectives
At the conclusion of this unit, you will be familiar with: z The service provider architecture z The structure of the service provider framework
and know how to use it The chapter is designed for technically-oriented project members with ABAP object expertise.
© SAP AG 2006
The online documentation provides a programming guide for service providers.
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Why use a Framework? Material
z SAP Records Management integrates different information from different sources
Contact Invoice
Business objects from SAP and non-SAP systems
z Records Management should not be restricted to a predefined number of information objects
HR master record processes
z Flexibility for enhancements, which are used to integrate the objects of a customer or to integrate an application in a record
Desktop documents and templates
Web content
?
etc …
© SAP AG 2006
Questions that have to be clarified: • Where does the data come from? • How should it be formatted? • Which operations can be carried out on objects?
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Application Programming and Application Modeling
Application programming Object Object Object
Object Object
Application modeling Object
Object
Object
Object
Object
Framework © SAP AG 2003
When new applications are developed, objects are often put directly into relationships by programming.
A framework approach has been chosen for Records Management: Objects communicate via an arbitrating instance (the framework). To enable this, objects are lagged in such a way that they correspond to the specified interfaces (in the sense of object orientation).
The openness for integrating new objects that is thus achieved means high protection of investment. In customer projects you can make enhancements to this architecture anytime. SAP can react to new trends in the form of new object anytime.
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Why Use a Framework? - The Solution
Every InfoObject type can be viewed as a service provider (SP)
... By • Using standard interfaces to describe properties and responses Î Class roles • Publishing properties and responses Î SRM Registry • Creating an abstract reference to every information object Î Element
© SAP AG 2006
The service provider framework • Provides general access to the objects of the different service providers • Instantiates and manages elements at runtime • Handles the communication between service providers (client framework) • Offers services
Technically, a service provider is defined by: • A number of ABAP OO classes • A number of SP POID parameter definitions • A number of SP connection parameter definitions • A number of SP context parameter definitions
The SP uses SP POID parameters to uniquely identify an own data object. Connection parameters can refine this identification further. The unique identification number of an invoice is the invoice number; this can be a POID parameter. An invoice can be stored in 1-n SAP systems that are addressed via an RFC destination. The RFC destination can be a connection parameter.
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Service Provider: Components
AREA
POID directory Parameter (definition)
Service provider types
Instance of
Class roles
Interfaces
Classes POID parameter (definition)
Service provider Instance of
Element type
Context parameters (definition) Connection parameter (definition) Connection parameter (values) Parameter (values)
Instance of
POID parameter (values) Element
Context parameter (values)
© SAP AG 2003
The graphic shows the components of the service provider framework architecture and their relationships.
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Class Roles
Class roles describe the properties and the behavior that service providers can offer z Technical implementation: z
Object, stored in the SRM registry
z
The definition of a class role consists of the basis class and a set of mandatory and optional interfaces
z
A service provider fulfills a class role by inheriting the basic class and implementing all mandatory interfaces at least
© SAP AG 2006
A class role is an object oriented interface definition for classes that serve a certain purpose (‘role’).
Technically, a class role is defined as a number of interfaces. Interfaces are either optional or mandatory.
A class can implement any number of class roles
A class role must be completely implemented by the class of the service provider (no distribution of interfaces of the class roles to different classes)
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Service Provider for BOR Objects
Class roles identified by the interfaces of the classes
Implemented classes
© SAP AG 2006
If you want to implement a service provider, this provider must fulfill the class roles specified by the framework. To do so must define classes that inherit the classes specified by the framework and implement the mandatory interfaces of the class role.
The class roles that have to be implemented in any case are (if you are working with WINGUI): • IS_SP_SYSTEM_CLASS Function: Publishing the SP parameters • IS_SP_CONTENT_CONNECTION_CLASS Function: Connection to the SP repository • IS_SP_VISUAL_QUERY_WIN Function: Visual search for WINGUI • IS_SP_VISUALIZATION_WIN_CLASS Function: Displaying an object in WINGUI
The completely implemented classes must be registered in the registry of the RM framework. This is done using transaction SRMREGEDIT in area S_AREA_RMS.
Procedure: 1.
Create service provider (type SRM_GENERAL)
2.
On the Properties tab page choose the icon for Elements and Element types
3.
On the Classes tab page, enter the classes you previously implemented. The system enters the class roles based on the interfaces used in the classes.
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Service Provider for Flight Data
Class roles identified by the interfaces of the classes
Classes implemented by customers
© SAP AG 2003
Methods that are called at the time of registration: IF_SRM_SP_SYSTEM_PARA~Get_Attr_Sp_Poid The interface bundles the methods for publishing the parameters of the service providers. The method provides a description of the POID parameters. Method Get_Attr_Desc_Connection of the interface provides a description of the connection parameters. Method Get_Attr_Desc_Context provides a description of the context parameters.
Methods that are called at runtime: IF_SRM_CONNECTION bundles the methods that regulate the lifespan of the back end object.
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Service Provider: Class Roles
A service provider is defined by the classes it implemented in the RM registry Registry Definition of Class Roles
Definition of Service Providers
IS_SP_CONTENT_CONNECTION_CLASS Basis class: CL_SRM_SP_CONNECTION Interfaces: IF_SRM_CONNECTION (mandatory)
Service Provider for BOR Objects
IS_SP_VISUALIZATION_WIN_CLASS Basis class: CL_SRM_SP_CLIENT_OBJ Interfaces: IF_SRM_SP_CLIENT_WIN (mandatory) IF_SRM_SP_ACTIVITIES (mandatory) IF_SRM_SP_AUTHORIZATION (mandatory) IF_SRM_SP_CLIENT_OUTPLACE (optional)
Class roles
Classes
IS_SP_CONTENT_CONNECTION_CLASS IS_SP_SYSTEM_CLASS IS_SP_VISUALIZATION_WIN_CLASS IS_SP_VISUAL_QUERY_WIN_CLASS IS_SP_VISUAL_VALUE_HELP_WIN ...
CL_SRM_SP_BOR_INSTANCE CL_SRM_SP_BOR_INSTANCE CL_SRM_SP_BOR_INSTANCE_CLIENT CL_SRM_SP_BOR_VISUAL_QUERY CL_SRM_SP_BOR_VALUE_HELP ...
Service Provider for Records Class roles
IS_SP_CONTENT_CONNECTION_CLASS IS_SP_SYSTEM_CLASS IS_SP_VISUALIZATION_WIN_CLASS IS_SP_VISUAL_QUERY_WIN_CLASS IS_SP_VISUAL_VALUE_HELP_WIN ...
Classes
CL_SRM_SP_RECORD CL_SRM_SP_RECORD CL_SRM_REC CL_SRM_GENERIC_SP_QUERY_VIS CL_SRM_REC_VALUE_HELP ...
© SAP AG 2006
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Service Provider: Connection Parameters
The Repository of a Service Provider is segmented by connection parameter maintenance
Entire repository of a service provider The subarea is created by maintaining the values in the connection parameters
© SAP AG 2003
Example of subareas: For the service provider of workflows, for example, the ID of the workflow definition is a possible segmentation of the repository
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Service Provider: SP POID Parameters
POID = Persistent Object ID The POID uniquely identifies an element of a service provider
Entire repository
Identification of individual elements
Subarea is identified by entering values in connection parameters
© SAP AG 2003
In order to uniquely identify an element of a service provider, you have to specify the connection parameters AND the SP POID parameters
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Service Provider: Context Parameters
Context parameters enable different service providers to exchange any type of information
You want to display a document from a record in Japanese. If the service provider for documents has a language context parameter, it can be set by the service provider for records and the corresponding information is transferred.
© SAP AG 2006
The framework imparts the contexts information. This is where you can see the mentioned principle of application modeling.
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POID / Connection / Context Parameters Service Provider for BOR Objects
Service Provider for Flight Data
POID parameters:
POID parameters:
BOR_Objekttyp BOR_ObjektID
CARRIER_ID CONNECTION_ID
Connection parameters (selection):
Connection parameters:
Object type Logical system Display method Create method Edit method Delete method Subtype ...
None
Context parameters:
Context parameters:
Anchor
None
© SAP AG 2006
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Element (1/2)
In the SP Framework, all elements of the service provider are represented by an element
The element consists of three parts: 1.
POID area: Specifies parameters for the framework area In Records Management this is always the RMS ID.
2.
SPS ID (element type).
3.
SP POID: Specifies the unique identifier(s) for an element of a certain element type.
© SAP AG 2006
A document is identified by the document class (connection parameter RMF POID) and the document ID (SP POID parameter).
The same document can be accessed in different RMS (POID area)
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Element (2/2) Technically, each part of the element is represented by a table with name/value pairs
SP Documents SPS ID AREA POID SP POID
SP URL
Name SPS ID
Value SRM_SPS_DOCUMENT
Name SPS ID
Value SRM_SPS_URL
Name RMS ID
Value S_RMS_DATA
Name RMS ID
Value S_RMS_DATA
Name URL
Value http://www.sap.com
Name DOCID VERSION VARIANT
Value 112411234093274752 0 0
J Definition by Framework J Definition by AREA J Definition by SP
© SAP AG 2006
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Model and Instance POIDs Æ Model POID z
SP POID is initial
z
Only represents a reference to the element type, not an element
z
Only those methods are possible that do not have to have an instance: CREATE, QUERY, ...
Æ Instance POID z
SP POID is set
z
Refers to an element in the SP
z
Only instance methods are possible: DISPLAY, MODIFY, DELETE, ...
© SAP AG 2003
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Questions Before You Develop a Service Provider z What data is to be displayed? How is this to be addressed clearly? z Is there already a function that finds data in the system? z Is there already a function that displays the data? z Is there already functionality? Does it have to be lagged so that the RMS can call it up?
© SAP AG 2006
The question about identifying the data refers to POID ID and connection parameters.
It is often the case that search and display functions for objects exist already, which then just have to be integrated into the framework. If they do not exist yet, they are written externally or in the context of implementing the interface in the framework.
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Service Provider: Architecture Æ Service providers consist of:
SP client
Client framework
z
SP client(s)
z
SP back end
z
SP Repository
Æ SP Client
Back end framework
z
Presentation layer
z
User interaction
Æ SP back end
SP back end
z
Encapsulates the data for the SP client
z
Accesses the SP repository
Æ SP repository
SP Repository
© SAP AG 2006
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z
Persistent data storage
z
Generally not part of Records Management
z
Examples: R/3 application data, KPro, external applications
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Service Provider Client Classes Class role IS_SP_VISUALIZATION_WIN_CLASS • is used to visualize activities in SAPGUI Interfaces
Basis classes
IF_SRM_SP_ACTIVITIES
CL_SRM_SP_CLIENT_OBJ
IF_SRM_SP_CLIENT_WIN
CL_SRM_<...>_VISUAL_WIN
IF_SRM_SP_AUTHORIZATION optional
IF_SRM_SP_CLIENT_OUTPLACE
Class role IS_SP_VISUAL_QUERY_WIN_CLASS • is used to visualize activities in SAPGUI
Basis classes
CL_SRM_SP_CLIENT_OBJ Interface
IF_SRM_SP_VISUAL_QUERY_WIN
CL_SRM_<...>_VISUAL_QUERY_WIN
= must be implemented by the service provider © SAP AG 2003
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Service Provider Back-End Classes
Class role IS_SP_CONTENT_CONNECTION_CLASS • Class role for the connection to the repository Interfaces optional
Basis classes
CL_SRM_SP_CONNECTION
IF_SRM_CONNECTION_NEW IF_SRM_CONNECTION
CL_SRM_SP_<...>_CONNECTION
Class role IS_SP_SYSTEM_CLASS • Class role for publishing SP POID connection and context parameter declarations CL_SRM
Basis classes
Interface
CL_SRM_SP_<...>_SYSTEM
IF_SRM_SP_SYSTEM_PARA
= must be implemented by the service provider (naming proposal) © SAP AG 2006
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Service Provider Framework: Conclusion Registry Services SP application
Class-role resolution
Class roles
Interface resolution
Interfaces / Basis classes
AREA Case
Record
CL_SRM_SP_CLIENT_OBJ
SAPGUI Visualization
Document Workflow
BOR
SP CASE
IF_SRM_SP_ACTIVITIES IF_SRM_SP_AUTHORIZATION
Content Connection
IF_SRM_SP_CLIENT_SAPGUI
Note
System Parameter Publication IF_SRM_SP_MENUE
URL
SP …
SP Framework Client Services
SP Framework Foundation
UI Service
Object Factory
Protocol Service
Property Service
Generic Key Service (POID)
Key Relation Service
© SAP AG 2003
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Overview of RCM with SAP NetWeaver 04
© SAP AG 2003
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Appendix 2: Unit Summary You now understand: z The service provider architecture z The structure of the service provider framework
and know how to use it
© SAP AG 2006
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Appendix 3: Document Management Infrastructure
© SAP AG 2008
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Document Management Infrastructure: Unit Objectives
After completing this unit, the participant will be able to: z Identify the various components of the
document infrastructure z List the basic characteristics of the interface and the
different scenarios for Archive Link z Describe the functions of the new retrieval tool
Document Finder z Identify the essential concepts of the Knowledge
Provider z Discuss the SAP product range in the
document management area
© SAP AG 2006
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Infrastructure for Document Management
SAP NetWeaverTM Knowledge Provider
General services implemented in ABAP for storing and managing attributed and versioned documents
ArchiveLink
Inbound document processing Storing outbound documents Print lists Document Viewer Document Finder
Content Management
Services by CM implemented in Java for research, storage and classification of documents
A JAV
Content Management Service / ArchiveLink Interface
SAP Content Server
SAP Cache Server
Index Server / TREX
© SAP AG 2003
SAP Records Management uses the tried and tested document infrastructure of SAP NetWeaverTM.
ArchiveLink or the SAP HTTP content management service offers a standard interface to external archive systems (optical archives).
ArchiveLink controls inbound documents including scanning and integrates outbound documents (print, fax, e-mail, ...).
Document Viewer enables the display of different document formats such as TIFF, PDF, JPG, … offers annotations et cetera.
Document Finder facilitates an efficient search for documents across several folders.
Index Server TREX offers full text search.
Knowledge Provider (KPro) takes care of versioning, assigning attributes, …
You make the settings for the Knowledge Provider in the Document Modeling Workbench.
SAP Content Server can be used as an economical alternative to a storage system.
SAP Cache Server minimizes the network load in case of distributed locations. Cache Server can also cache external archive systems.
Interactive forms eliminate the boarders between document processing and process handling by avoiding an integration gap.
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SAP Content Server 6.30 At the moment SAP Content Server is only available for Windows operating systems z
Bis. documents are physically stored on an SAP DB
z
SAP Web Application Server communicates with SAP Content Server via HTTP
SAP Content Server 6.30 supports Unix as the operating system
© SAP AG 2003
More information can be found in note 622509 (availability, platforms)
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Complementary Software Products: Certification For information on certified partner products, see www.sap.com/icc Software category: Archiving, Imaging Software Interface: BC-AL
Software category: HTTP Content Server Interface: BC-HCS Software category: Computer Aided Design Interface: PP-CAD © SAP AG 2003
SAP's CSP program offers certification for a large number of integration scenarios. This includes the connection of the external archive systems (ArchiveLink or HTTP content server interface), the connection of CAD systems or the certification of a repository manager to the knowledge management in the portal.
For more information on the content of certification, scenarios and certified partner products, see www.sap.com/icc.
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ArchiveLink Linkage ArchiveLink Material
Business objects
Print lists
Customer contacts
Incoming documents
Originals, stored documents Invoice/quality notification Outgoing documents Employee
Integration of business objects and business documents © SAP AG 2003
ArchiveLink is a service of an SAP system that connects external storage systems (optical archives and document management systems). It is a general cross-application interface, which makes the storage functionality available to SAP applications. ArchiveLink is technically based on the RFC interface, OLE automation, BAPIS and from 4.6 also on the HTTP protocol.
The following functions are supported: • Storing and displaying scanned documents • Storing documents and entering the corresponding business objects using the SAP business workflow • Storing, displaying outbound documents • Storing, displaying and searching in print lists
The business object and the stored documents are linked through link records in ArchiveLink tables. To do this, a unique document ID (DocID) is exchanged between the SAP system and the storage system. If the HTTP log is used, then the SAP system can generate a GUID and the unique ID.
ArchiveLink takes care of the entire communication with the storage system. There is no need for user-defined programming.
© SAP AG
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Overview of ArchiveLink Scenarios z Storing incoming documents z Storage using the business workflow Outgoing documents
z Storage using the barcode z Stored manually (ad hoc)
z Storing outgoing documents Print lists
z SAPscript, Smart Forms, Print Workbench
z Storing print lists z Reporting in the SAP DB Incoming documents
z Working with non-SAP documents z Document Finder (additional interface to an external content server)
Non-SAP documents
© SAP AG 2003
© SAP AG
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Inbound Processing with Business Workflow Incoming document
Invoice entry
Invoice release
Mail Scanner Fax Document
Release for clearing
External storage system © SAP AG 2003
This graphic depicts a typical incoming document process with ArchiveLink and business workflow.
© SAP AG
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Central Document Search: Document Finder Invoices in system A
Head office
Sales order in system B
Query options
Document
SAP DMS © SAP AG 2003
© SAP AG
External storage system
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Document Search with Document Finder Document Finder z Generic search client Combines full text and attribute search Enhanced attribute search using new document areas Can be enhanced using the implementation of a new document area z Search for documents in SAP and non-SAP system Search in external archive systems using a new RFC retrieval interface z Standard document areas for Document Management Systems ArchiveLink documents and print lists © SAP AG 2003
The ArchiveLink search functions are based significantly on business objects. The processor displays an object, for example, an invoice and can then display the linked documents for that.
Sometimes, however, you want to search for documents directly. This is made possible by a new tool for 6.20, the Document Finder.
Documents are categorized by document areas. The document area specifies: • The index structure in the SAP system the search is to occur • What attributes are to be used to search these index structures • Whether the search is carried out locally or via an RFC destination • How the hit list is to be visualized (hit list or tree) • What actions are possible on the respective hits
The Document Finder client interface offers a full text search, if this function is supported by the document area.
The search in external storage systems must be supported by the provider. This interface is currently not part of the ArchiveLink certification yet.
© SAP AG
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Knowledge Provider: The Concept of Logical and Physical Documents z Logical documents are: z Representations of the characteristic role of a document z Abstractions depend on, for example, the following criteria:
Medium and format
(sound file, photo, HTML text, ...)
Language
(original language or translation)
Content version
(preliminary version, final version)
z Logical documents comprise 1-n physical documents
Administration level Logical document
1
*
Physical document
© SAP AG 2006
A logical info object represents a logical bracket around an object in all its instances, that is, it describes the abstract aspect of a document.
A logical document could be, for example, the Declaration of Independence of the United States.
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Physical Documents z Physical documents: z Represent the physical documents z Correspond to exactly one logical document z Belong to the same logical document, can differ in language, format and content
z Represent the corresponding logical document in a special context z Contain one or more components A component corresponds to a file on the content level
Administration level Logical document
1 *
Physical document
1 *
Content Component
1
1
File
© SAP AG 2006
Physical object means the concrete document. The Declaration of Independence is available in numerous translations and in spoken form as a sound object. Every translation and the sound file are each individual physical objects.
The application determines which physical document is appropriate for a given context; a context resolution takes place.
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Information Objects z All objects have the following things in common: z GUIDs (globally unique identifiers) – technical keys z Attributes
Standard attributes, such as Created by, Last changed by, Document format, Expiration time, Storage type, ...
Application-specific attributes
z Document classes z Classes for relationships
© SAP AG 2008
The Document Modeling Workbench classifies logical and physical info objects using their characteristics in order to facilitate processing.
You can use content models to fulfill an application's requirements regarding the attribution of documents, versioning and the relationships between documents.
Attributes describe the characteristics of instances of logical and physical objects. There are standard attributes that are always available and application-specific attributes in which the application can store additional information.
Information objects of the same type are summarized in classes.
The info classes provide information on the characteristics of an info object. The IO class of a logical object is called LOIO class, the IO class of a physical object is called PHIO class.
Dependencies between documents are depicted using relationships. A relationship links two documents according to certain criteria. The distinction between the different types of relationships, the relationship classes, depends on these criteria.
© SAP AG
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Knowledge Provider: Relationships z Relationships map dependencies between documents z There are predefined relationship classes Examples for types of relationships z Collection relationship z Template relationship z Description relationship z Structure relationship z Hyperlink relationship z Version relationship
z Relationships can be application-specific
z The result is a net of documents and their relationships
© SAP AG 2003
Examples for relationships are: • A link from a physical document to its logical document • A link from a translation to the original • A link from a revises document to the original • A link from a format version to the original
Collection relationship A physical document belongs to precisely one logical document.
Template relationship Only between physical documents: One can be the template for another
Description relationship An InfoObject is a description of another object (possible, for example, for a graphic object)
Hyperlink relationship Shows a hyperlink to a logical document if the context resolution is set. At runtime, a physical object is retrieved that suits the context of the call.
Structure relationship Models a hierarchical relationship between the contents of documents. (for example relationships between chapters and sections in a book)
© SAP AG
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Versioning z Relationships between two documents z Types of versioning z Format versions z Language versions z Content versions z ... others?
z Principles of strict versioning z The content of a physical document cannot be overwritten z Whenever the content is changed, a new document is created with a separate document ID z Documents that are no longer required are deleted
© SAP AG 2003
Format versions save a document in a new format
Content versions mean the content of documents is updated
The advantages of strict versioning are • New versions cannot be overwritten by older ones • There are no synchronization problems during buffering
© SAP AG
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Four Product Groups / SAP NetWeaverTM Knowledge Knowledge Management Management • Central access
• Full text search
• Classification
Knowledge Knowledge Management Management Content Content Management Management Collaboration Collaboration
SAP Records Management
SAP Knowledge Warehouse
mySAP Product Lifecycle Management
z Personnel records z Customer records z Project records z ...
z Documentation z Training z Translation z Quality handbooks
z Research and development, production
z Records Management
z SAP Knowledge
z Document Management
z Case Management z ArchiveLink
Warehouse App Server zKnowledge Workbench
z Engineering z Logistics
System z cFolders z Web documents
z Business Workflow,
z Easy DMS
Floating File, ... © SAP AG 2003
The SAP product range in the document management area can be divided into four product families/ subject areas. Three of the product groups are developed in the context of the SAP NetWeaver technology.
Knowledge Management focuses on the central access to all document repositories, full text searches and classification. The range is complemented by tools for collaborative scenarios.
SAP Records Management maps digital documents, digital records and digital operations. You use ArchiveLink and Business Workflow in the context of Records Management.
The SAP Knowledge Warehouse is a specialist for training materials and documentation and contains tools to support the translation process.
Especially for the area of mySAP PLM (but also relevant for other areas), SAP offers the Document Management System with Web interfaces (WebDocuments), integration in MS Office (Easy DMS) and cFolders for collaborative development.
The individual products are integrated or can be integrated with one another to a certain degree.
In course BIT614 (WDE614) SAP also offer a detailed overview of the SAP document infrastructure in the document management area.
© SAP AG
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Appendix 3: Unit Summary You are now familiar with: z The various components of the document
infrastructure z Main features of the interface and different scenarios
for ArchiveLink z The functions of the new retrieval tool,
Document Finder z The basic ideas underlying the Knowledge Provider z The SAP product range in the
document management area
© SAP AG 2006
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© SAP AG
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Appendix 4: Additional Information
© SAP AG 2008
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Courses in the Records Management Environment z SAP Business Workflow z BIT600
Terminology, Dealing with Workflow Patters, Reporting, Workplace
z BIT601
Business Workflow - Customized Implementation of Workflows
z BIT610
Workflow – Programming
z Document Management z BIT614
Documents at SAP – An Overview
z BIT615
Document Management with SAP ArchiveLink
z SAP Records Management z BIT640
SAP Records Management in Detail
© SAP AG 2003
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Links to additional sources of information z News, presentations, brochures ... z
z
E-learning material (learning maps) in the context of a ramp-up knowledge transfer z
z
z
Service Marketplace alias /recordsmanagement http://service.sap.com/recordsmanagement
Service Marketplace alias /rkt-netweaver > NetWeaver 04 Special Topics > Records & Case Management
Records Management Documentation and Implementation Guides z
http://help.sap.com
z
also available on Service Marketplace
Additional references z
http://service.sap.com/workflow
z
http://service.sap.com/archivelink
z
http://service.sap.com/contentserver
© SAP AG 2006
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Ramp-Up Knowledge Transfer, June 2004 Now available!
a.k.a.: /RKT-NETWEAVER > NetWeaver 04 Special Topics > Records & Case Management © SAP AG 2003
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