phrase management (2)

EH&S Phrase Management

S AP EH&S Re lease 2 .7B

SAP Online Help 19/07/2001

EH&S Phrase Management 2.7B 2

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

Tip



Phrase Management.............................................................................................................................. 6

Phrase Editing .................................................................................................................................... 6

Function Model for Phrase Management ....................................................................................... 7

Phrase ............................................................................................................................................ 8

Phrase Search ................................................................................................................................ 9

Searching for Phrases .............................................................................................................. 10

Creating Phrases ...................................................................................................................... 11

Phrase Management Hit List ........................................................................................................ 11

Editing Phrases ......................................................................................................................... 12

Editing the Phrase Header........................................................................................................ 13

Copying Phrases....................................................................................................................... 14

Where-Used List for Phrases ....................................................................................................... 15

Creating Where-Used Lists for Phrases ................................................................................... 15

Phrase Deletion ............................................................................................................................ 16

Engineering Change Management for Phrases ........................................................................... 17

Example: Engineering Change Management ........................................................................... 18

Creation of Change Documents for Phrases................................................................................ 19

Phrase Reference......................................................................................................................... 19

Phrase Items................................................................................................................................. 20

Phrase Status............................................................................................................................ 21

Editing Phrase Items................................................................................................................. 22

Editing the Language Selection ................................................................................................ 22

Phrase Set Assignment ................................................................................................................ 23

Assigning Phrase Sets.............................................................................................................. 24

Phrase Merging ............................................................................................................................ 25

Merging Phrases ....................................................................................................................... 27

Phrase Combining ........................................................................................................................ 28

Combining Phrases................................................................................................................... 29

Phrase History .............................................................................................................................. 30

Displaying Phrase History......................................................................................................... 30

Phrase Set Editing............................................................................................................................ 31

Function Model for Phrase Set Management............................................................................... 32

Searching for Phrase Sets............................................................................................................ 32

Creating Phrase Sets.................................................................................................................... 33

Editing Phrase Sets ...................................................................................................................... 33

Editing the Phrase Set Header ..................................................................................................... 34

Copying Phrase Sets .................................................................................................................... 34

Entering Phrase Set Names ......................................................................................................... 35

Phrase Assignment....................................................................................................................... 35



Assigning Phrases to a Phrase Set .......................................................................................... 36

Phrase Set-to-Attribute Assignment ............................................................................................. 36

Assigning Phrase Sets to Attributes.......................................................................................... 37

Overview of Phrase Set-to-Attribute Assignment ..................................................................... 38

Master Data Matchup....................................................................................................................... 39

Generating Symbols ..................................................................................................................... 40

Matching Up Value Assignment Types and Characteristics ........................................................ 40

Matching Up Symbols and Phrase-Related Characteristics ........................................................ 40



Phrase ManagementPurposeThis SAP component supports the central management and translation of text modules called phrases[Page 8].You can use phrases to perform the following language-independent activities:

• Record information about a specification, such as first aid measures, or R and S phrases (seeValue Assignment [External])

• Output texts on reports (see Report Creation: Process [External])

• Output dangerous goods texts on dangerous goods documentsPhrases are managed in phrase libraries, and one library is selected for editing data. You can updateactive phrases after importing a new version of the passive library by creating phrase references fromthe passive phrases to phrases in the active phrase library. In addition, the SAP System enables you tocompose the active library from phrases from several different passive libraries.

IntegrationThe SAP EH&S component interfaces [External] supports phrase import and export in productivesystems. This means that phrases can be translated outside the SAP System, for example.You use engineering change management and change documents to assign validity periods to phrasechanges, and to record text changes as language-dependent.

Phrase EditingPurposeSee Phrase Management [] and Function Model for Phrase Management [Page 7].

Prerequisites• You have entered at least one phrase library and one phrase group in Customizing for Product

Safety. You must specify one of the phrase libraries as the active phrase library.

You can create phrase groups from the Product Safety [External] menu by choosing Tools→ Current settings.

• You have authorization to display or edit the phrases.

Process FlowTo use phrases in the SAP System, you can create them yourself or import them (see Import andExport [External]).1. You can carry out the following activities in the initial phrase management screens:

– You can enter different search criteria and start a phrase search [Page 9] (see Searchingfor Phrases [Page 10]). If the required phrase does not exist in the SAP System, you cancreate [Page 11] it.

The SAP System enables you to define further search functions as user exits inCustomizing for Product Safety.



– You can create a phrase immediately.

If you edit or create phrases with engineering change management for phrases [Page 17], youmust enter a change number on the initial screen.

2. Search results are displayed in a hit list [Page 11].

From the hit list you can call all other functions in phrase management, for example, to editphrases [Page 12]. It is also possible to create a phrase from the hit list.

3. When creating a phrase on the initial screen or from the hit list, you first enter the data for thephrase header. You can edit [Page 13] existing header data from the hit list.

In the phrase header, you can create references [Page 19] from phrases in the active phraselibrary to phrases in the passive phrase library.

From the hit list, you can copy [Page 14] an existing phrase as a template.

4. From the phrase header and the hit list, you can edit the phrase items [Page 20] and the phrase setassignments [Page 23] (see Editing Phrase Items [Page 22] and Assigning Phrase Sets [Page 24]).Phrase items enable you to create phrase texts of any length, revise phrase codes and comments,and enter file names for graphics in preset languages.

You specify the languages and the sequence of languages in the phrase items in languageselection (see Editing the Language Selection [Page 22]).

In phrase set assignment, you assign phrases to phrase sets to enable phrases to be used asvalue assignments [External] for characteristics.

5. The following functions are available in the hit list for existing phrases:

Phrase merging [Page 25] is useful if you have imported a more recent version of a passivephrase library (see Merging Phrases [Page 27]). You can:

– Update the active library for existing phrase references, as long as the passive phrases areused as phrase references

– Create phrases from the passive phrase library in the active library

If you want to select one representative phrase for several similar phrases, choose phrasecombining [Page 28] (see Combining Phrases [Page 29]).

Changes made to phrase texts, codes, and graphics in the SAP System are logged in thephrase history [Page 30] (see Displaying Phrase History [Page 30]).

Before you delete phrases, you should use a where-used list [Page 15] to check if the phrasesare used as value assignments or in a report (see Creating Where-Used Lists for Phrases[Page 15]). How and if phrases are deleted depends on whether phrases are used or not, andwhether they belong to the active or passive phrase library (see Phrase Deletion [Page 16]).

Result• You can export phrases from the hit list (see Import and Export [External]).

• To use phrases as value assignments, you assign the phrases to phrase sets (see Phrase SetEditing [Page 31]).

Function Model for Phrase ManagementThe phrase search result is displayed in a hit list from which you can call phrase managementfunctions:• Phrase header• Phrase items



• Phrase set assignmentYou can use the Create function on both the initial screen and the hit list.

Search

Selection

Edit

PhraseheaderPhrasePhraseheaderheader

Phrase item(= translations)

Phrase itemPhrase item(= translations)(= translations)

Phrase setassignmentPhrase setPhrase setassignmentassignment

PhrasePhrase

Edit/displayEdit/Edit/

displaydisplay

Hit listHit listHit list CreateCreateCreate

Function Model for Phrase Management

PhraseDefinitionStandardized text that can be used as follows:

• In value assignment [External] of specifications

• As a text module in reports

• As a dangerous goods textYou can translate phrases into all languages defined in Customizing for Product Safety. In addition, youcan also use a phrase to create a link to a graphic.Phrases are managed in phrase libraries, and grouped together in phrase groups.

Structure• A phrase library defines phrase assignment and origin.

You can only use phrases from the active phrase library for value assignment. The SAPSystem enables you to import purchased or company-specific phrase libraries into the SAPSystem, and to merge [Page 25] them with the active phrase library.

In the standard system, the back-up phrase library is delivered in which the SAP System storesdeleted phrases from the active phrase library.

• A phrase group is specified for each library so that phrases can be classified more precisely. Eachphrase belongs to exactly one phrase group.

• A phrase code is a language-dependent abbreviation for a phrase (C for corrosive).

• You can enter any number of phrase references [Page 19] for an active phrase and thus create alink to phrases in passive phrase libraries.

IntegrationPhrase management is integrated with phrase set management.See also:Phrase Set Editing [Page 31]



Phrase SearchUseThis function enables you to search for phrases. You use the search functions to define criteria forphrases on the initial phrase management screen. All search criteria on the initial screen are linked byAND operations.

The results of the search are displayed in a hit list where you can restrict or extend the search resultsfurther. You can also create a phrase in the hit list.

FeaturesSearch functions are delivered in the standard system that you can check in the IMG activity ManageUser Exits in Customizing for Product Safety. To define your own search functions, copy theappropriate search function and tailor it to your requirements.

You can use the following search fields and functions:

Search Field Result

Ref. phrase The system determines the phrases with a particular reference phrase.

Phrase set The system determines the phrases that belong to a particular phrase set.

Search Function Result

Phrase in languagenot available

The system determines the phrases that have not yet been translated in thelanguage specified.

Phrase without phraseset assignment

The system determines the phrases to which no phrase set has yet beenassigned.

Phrasecreated/changed

The system determines the phrases that are valid for a particular timeinterval, and were changed or created.

You can restrict the search to different areas:

• Phrase header• Phrase reference• Phrase set assignment

You can search for the phrases of a passive phrase library that havebeen created again in the SAP System by a phrase import.Using phrase merging [Page 25], you transfer the new passive phrases toyour active library.In addition, you can search for phrases in a passive phrase library thatwere changed by a phrase import and are also used as referencephrases in the active library.Using phrase merging [Page 25], you update the corresponding activephrases.

ActivitiesSearching for Phrases [Page 10]

Creating Phrases [Page 11]



Searching for Phrases1. In the Product Safety [External] menu or in Dangerous Goods Management [External] choose one

of the following paths:

− Phrases → Edit phrases

− Phrases → Display phrases

The initial screen appears. You can start phrase search from here. During the search, allentries are linked with AND.

The system supports the language-dependent full-text phrase search in the Phrase code andPhrase text fields.

Search strings in language-dependent search fields are not converted by EH&S NativeLanguage Support [External]. Consequently, you can only enter search strings inlanguages that can be mapped using the active code page [External] for the applicationserver.

If the symbol for a generic search (*) is placed to the right of the search string in the Phrasetext field, then only the first 132 characters of a phrase are searched for (Physician*, forexample). If not, a full-text search is run (Phys*ician*, for example, or *Physician*).

2. Enter the required data, insofar as it is known to you. The SAP System supports the search for anymissing data as follows:

– Right and left delimitation for phrase key with “*”, for example, <*A15*>, for example.

– Generic search by right and left delimitation with *, <*First*>, for example, for language-dependent texts.

– Placeholder in the middle of a key, for example, <BC+EF > stands for BCDEF or BC1EF.

– Combination of search methods, <*1234+678*>, for example

The search distinguishes between upper and lower case letters. You must thereforeobserve upper and lower case letters in the key.

The language field is automatically set to the logon language. You can change it asrequired. If the phrase does not exist in the required language, it will be displayed in thelanguage in which it was created.

3. Use the search functions under Limiting criteria for phrase selection (see Phrase Search [Page 9]).

4. Choose .

ResultIn the hit list, the SAP System lists the phrases that correspond to the search criteria.

If the SAP System does not find the required phrase, you can enter new search criteria, or create thephrase yourself.

See also:Editing Phrases [Page 12]



Creating Phrases1. In the Product Safety [External] menu or in Dangerous Goods Management [External] choose

Phrases → Edit phrases.

The Edit Phrase: Initial Screen appears.

2. Enter a change number, if necessary, and check the key date.

The change number has higher priority than the key date.

3. Choose .

The Create Phrase: Header screen appears.

4. You must edit the phrase header (see Editing the Phrase Header [Page 13]).

You can create phrases from within the hit list after a phrase search by choosing .

Phrase Management Hit ListUseThe phrase management hit list is the starting point for other functions in phrase management.

PrerequisitesYou have started a phrase search [Page 9] from the Edit Phrase: Initial Screen or Display Phrase: InitialScreen. If the SAP System finds phrases that correspond to your search criteria, the hit list appears.

FeaturesIt is displayed in two lines. You can configure the columns using the Column selection function.

ActivitiesGeneral

Function Choose

Phrase History [Page 30] Utilities → History

Language selection (see Editing the LanguageSelection [Page 22])

Utilities → Language selection

Displaying the search parameters that led to thecurrent hit list

Utilities → Search parameters



For selected phrases

Function Choose

Phrase Header [Page 13]

Phrase Items [Page 20] Item

Phrase Set Assignment [Page 23] (for phrases inthe active phrase library)

Phrase set

Where-Used List for Phrases [Page 15] Extras → Where-used list

Change document log (see Engineering ChangeManagement for Phrases [Page 17])

Extras → Change document log

Phrase Combining [Page 28] (for phrases in theactive phrase library)

Extras → Combine

Phrase Merging [Page 25] (for phrases in apassive phrase library)

Extras → Merge

Administrative information (on the first selectedphrase), for example, about the data origin[External] and data provider [External]

Extras → Administration info

Exporting Phrases [External] Phrase → Data exchange → Export

Distribution (ALE) of Specifications and Phrases[External]

Phrase → Data exchange → ALE with recipientselection

Distribution (ALE) of Specifications and Phrases[External]

Phrase → Data exchange → ALE according todistribution model

For more information on other general functions in SAP EH&S hit lists, see Basic Functions in the HitList [External].

See also:Phrase Editing [Page 6]

Editing Phrases1. In the Product Safety [External] or Dangerous Goods Management [External] menu, choose

Phrases → Edit phrases.

The initial screen appears.

2. On the initial screen, specify your search criteria (see Searching for Phrases [Page 10]) and choose.

The hit list appears (see Basic Functions in the Hit List [External]).

– If a long text exists for a phrase, the long text icon is displayed. You can displaythe long text by double-clicking the icon.

– You can display a phrase list with the complete phrase texts in all availablelanguages by choosing Utilities → Long text print list. The list can be printed in A4portrait form.

3. Select the phrases that you want to edit.



Selected phrases can be edited using the functions from the Edit menu.

4. You can edit the phrases further by choosing Goto and Extras.

If you have selected more than one phrase on the hit list, choose to navigate to the nextphrase.

See also:Phrase Management Hit List [Page 11]

Editing the Phrase HeaderPrerequisitesIf you want to change phrases using a change number, you need to enter it on the initial phrasemanagement screen.

See also: Engineering Change Management for Phrases [Page 17]

Procedure1. Choose one of the following steps:

− If you want to create a phrase header, choose from the Edit Phrase: Initial Screen or fromthe hit list in phrase management.

− If you want to change a selected phrase, choose from the hit list, the phrase setassignment, or the phrase items.

The relevant phrase header screen appears.

You can also select a phrase in the hit list and use it as a copy template for a new phrase(see Copying Phrases [Page 14]).

2. Enter data as required. You can change the note, the phrase group, and reference phrases in thephrase header of an existing phrase.

Note the following:

Phrase If you have not entered a key, the SAP System assigns a key to thephrase after you have made the required entries and confirmed them.

If you want to use the phrase as a characteristic value, you must enterthe active phrase library. This is highlighted in the input help.

Phrase code You can enter a phrase code when creating a new phrase.Alternatively, you can create, edit, and translate phrase codes under Item.

Phrase text Enter a phrase text of up to 132 characters. You can edit the phrasetext under Item and create other long texts.

User exit name For more information, see the documentation in Customizing forProduct Safety for the IMG activity Manage User Exits under Furthernotes: User exits for phrase texts



This user exit is also used by the SAP component Dangerous GoodsManagement (see Outputting Dangerous Goods Standard Texts atHeader Level [External] and Outputting Dangerous Goods StandardTexts at Item Level [External]).

Reference phrases If you want to use a reference phrase text, set the OT (original text)indicator.

3. Choose and then .

ResultThe SAP System completes the administration data.

The validity period is set depending on the change number specified. If no change number wasentered, the validity period is unlimited.

Copying PhrasesPrerequisitesYou copy phrases within one library.

Procedure1. In the Product Safety menu [External] or in Dangerous Goods Management [External] choose

Phrase → Edit phrase.

2. Enter your search criteria (see Searching for Phrases [Page 10]) and choose .

3. In the hit list, select the phrases you want to copy.

You can only copy one phrase at a time.

4. Choose Phrase → Copy template.

The Copy from... screen dialog box appears.

5. In the Target phr. field, enter a new phrase key or leave the Target phr. field blank if the SAPSystem is to assign a key.

6. Choose .

The phrase copied is added to the hit list with the new phrase key.

7. Choose .

ResultThe phrase is copied together with all phrase texts.

Assignments to phrase sets and phrase references are not copied.



Where-Used List for PhrasesUseThis function determines if a phrase is used:

• As a characteristic value assignment or field

• As a phrase on a report template

Before deleting a phrase, the SAP System produces a where-used list for the entire time axis. Thephrase is not deleted if it is used as a characteristic or field value or on a report.

See also: Phrase Deletion [Page 16]

FeaturesThe where-used list supplies the following information:

• For characteristics:

− Specification key and identifiers

− Value assignment type with description

− Validity period, person responsible for changes, sort number, characteristic

• For report templates:

− Document number of template with version

− Generation variant with description

− Validity period, person responsible for changes, validity area, report category

• For dangerous goods masters:

− Material and dangerous goods regulation

− Field and field description

− Validity period and person responsible for changes

ActivitiesCreating Where-Used Lists for Phrases []

Creating Where-Used Lists for Phrases1. In the phrase management hit list, select the phrases for which you want to create a where-used

list.

2. Choose Extras → Where-used list.

The SAP System carries out an authorization check. An expandable tree appears. Allcharacteristics and report templates containing the marked phrases are shown.



Phrase DeletionUseThis function controls the reaction of the SAP System when you attempt to delete phrases. The functiontakes into account whether:

• The phrases are used as value assignments

• The phrases come from the active or passive phrase library

• The phrases are used in the Dangerous Goods Management SAP component

Before you delete a phrase, you should create a Where-Used List for Phrases [Page 15]. Inthis way, you can, for example, determine the report templates on which the phrase isused.

FeaturesIf you want to delete a phrase, one of the following system reactions will occur:

Thephrasebelongsto theactivelibrary

Thephraseis inuse

Reaction of the SAP System

Yes Yes All assignments of the phrase to phrase sets are deleted. The phrase itself is notdeleted.

The following behavior results: If the phrase is used in a value assignment, thesystem continues to display the phrase. The value assignment can only then beedited and saved again if a phrase is assigned that actually exists in the phraseset.

Yes No All assignments of the phrase to phrase sets are deleted.

• If a phrase has a reference to a passive phrase and the OT (transfer originaltext) indicator is set (origin of phrase is a phrase in the passive library), thephrase with phrase references from the active library is deleted and isretained in the passive library.

• If the phrase has no reference with the OT indicator (phrase was created orimported in the active library), the phrase is moved together with itsreferences from the active library to the backup library.

No Yes Phrases from a passive library that are in use may not be deleted.

A user has up to now been using the system DEMO. In this system,specifications are present that have been assigned characteristic values fromthe DEMO phrase library First, the user imports the DEMO phrase library as thepassive library into the production system. Then, the user imports the DEMOspecifications that could contain value assignments that refer to the passiveDEMO library. These DEMO phrases are thus used in the productive system.

No No The phrase is deleted from the passive library. If the phrase is used as areference phrase, the key of the passive phrase remains in the header of therelevant active phrase. The fact that the passive phrase no longer exists isirrelevant.



• Phrase reference with indicator OT: The phrase items are copied from thereference phrases and are retained.

• Phrase reference without indicator OT: The key of the passive phrase isdisplayed only.

This results in the following:

• The origin of the phrase is documented.

• Phrase conversion can be used when importing specifications.

Engineering Change Management for PhrasesUseThis function enables you to make data changes using a change number. In this way, you can, forexample, now enter data that is only valid in the future. Each change number is valid from a particularvalidity date so that the data has a validity period in accordance with the change number.

• If you make changes without using a change number, the standard validity period used goesfrom 01/01/0001 to 12/31/9999. The system enters the current date as the key date.

• When you use a change number to change a phrase for the first time, the SAP System divides theoverall validity period into two adjoining validity periods. Whenever you use other change numbersthat have different validity dates, the system further subdivides the validity periods.

See Example: Engineering Change Management [Page 18]

The SAP System writes phrase change documents [Page 19] irrespective of whether youuse engineering change management or not.

For more information on the Engineering Change Management (LO-ECH) SAP component, see SAPLibrary → LO - Logistics → LO - Logistics General → LO – Engineering Change Management.

PrerequisitesYou have created a change number on the initial screen of the SAP System by choosing Logistics →Central functions → Engineering change management.To use change management for phrases, you must have set the Active indicator for the object phraseunder Object types in the change master record you want to use. You do this by choosing Logistics→ Central functions → Engineering change management.

FeaturesYou can use engineering change management within phrase management to:

• Import a more recent version of a phrase libraryYou must enter the change number in the phrase import dialog box.

• Create and process phrasesYou must enter the change number in the initial phrase management screen.

By choosing Extras → Administration information on the phrase management screens, you can findmore information about, for example, the current validity period, the date of the last change, the nameof the person who last changed the specification, the data origin [External], and the data provider[External].You can work with or without engineering change management depending on your requirements. If youhave used engineering change management to change the data of a data record, you must make surethat the right key date is entered when you call the data or enter the relevant change number.



The change number has higher priority than the key date (see Example: EngineeringChange Management []).The Change number, From date, and To date fields in the phrase header refer exclusivelyto the data of the phrase header.

Example: Engineering Change Management1. A phrase is created without a change number; phrase item and phrase set assignment are edited.

The data for the phrase header, the phrase item, and the phrase set assignment is thereforevalid from 01/01/0001 through 12/31/9999.

You can also create a phrase with a change number, for example, with a valid-from date inthe future (01/01/2005). The data for the phrase header, the phrase item, and the phraseset assignment is therefore valid from 01/01/2005 through 12/31/9999.

2. A change is made in the phrase item with the change number A5 (valid from 01/01/1999).If you navigate to the corresponding phrase item with the key date 06/01/1999 after saving, thedata valid on this date is displayed. Under Extras → Administration information the validityperiod 01/01/1999 through 12/31/9999 is displayed.

Key date 1Key date 1

Phraseitem

01/01/0001 01/01/1999 06/01/1999 01/01/2000

A10A10TimeTime

A5A5 Change number

12/31/9999

Phrase setassignment

Phraseheader

Validity of the phrase EHS_DEMO:

06/01/2000

Key date 2Key date 2

3. A change is made in the phrase item with the change number A10 (valid from 01/01/2000) and inthe phrase set assignment.

If you start with the key date 06/01/2000 after saving, the data valid on this date is displayed inthe corresponding phrase item and in the phrase set assignment. Under Extras →Administration information the validity period 01/01/2000 through 12/31/9999 is displayed.If you start with the key date 06/01/1999, the data valid on this date is displayed. Under Extras→ Administration information, the validity period 01/01/1999 through 12/31/1999 is displayed inthe phrase item and the validity period 01/01/0001 through 12/31/1999 is displayed in thephrase set assignment.



Creation of Change Documents for PhrasesUseThe SAP System logs all changes that are made within phrase management.

Creation of change documents for phrases is independent of the Engineering ChangeManagement for Phrases [Page 17].

Activities1. In the phrase management hit list [Page 11], select the phrases for which you want to create

change documents.

2. Choose Extras → Change document log

The documents start from the key date minus 7 days. Date and time of, and person responsiblefor changes made to a phrase are recorded in the log.

Phrase ReferenceUseUsing phrase references, you can create a link between phrases whose contents are similar oridentical.

In general, you can only assign a phrase from a passive library (“passive phrase”) to a phrase from anactive library (“active phrase”) as a phrase reference.

FeaturesThe following rules apply when creating phrase references:

• You can define one or several phrase references for one phrase.

• The SAP System can only evaluate single-level references.

• Phrase references cannot be defined manually between phrases in passive libraries. The links arecreated by the SAP System when the phrases are imported, and can be exported and copied.

You can define phrase references between a passive and an active phrase as follows:

• You create a phrase reference for an active phrase without setting the OT (Transfer original text)indicator.

The SAP System continues to use the text of the active phrase for value assignment.

• You create a phrase reference for an active phrase, and set the OT (Transfer original text)indicator.

The SAP System overwrites the text of the active phrase with the text of the passive phrase,and copies the other language-dependent attributes to the active phrase. Phrase history [Page30] enables you to display earlier valid versions.

Any languages contained in the active phrase but not in the passive are not deleted. Thesechanges can be made using change numbers.



• You use phrase merging [Page 25] to create a phrase from a passive phrase library in the activephrase library. The SAP System retains the phrase origin via the phrase reference, and sets the OT(Transfer original text) indicator.

You can assign any number of phrase references to a phrase. However, you can only setthe OT (Transfer original text) indicator once.

ActivitiesEditing the Phrase Header [Page 13]

Phrase ItemsUseThis function assists you in translating phrases.

Each language for a phrase exists as a phrase item containing the phrase text, phrase code, andpossibly a link to a graphic.

Prerequisites• You have defined the translation languages in the IMG activity Specify Language Selection in

Customizing for Product Safety.

• You have authorization to edit the phrases in a particular language. Phrases in languages for whichyou have no authorization are shown in display mode.

Features• You use a long text editor to enter texts of any length for each phrase item.

• You can also use the Language selection function to restrict the translation languages, and choosethe comparison language for translation. When you edit phrases, the text in the comparisonlanguage is displayed in display mode above the long text editor.

In addition, you can specify the sort sequence used for the languages.

ActivitiesEditing Phrase Items [Page 22]



Phrase StatusUseYou can assign a phrase status to each phrase item of a phrase. For each status you can definewhether a phrase item with this status can be:

• Edited

• Output on a report

• Used for specification value assignment without a warning being issued

• Changed to another status

IntegrationWhen importing [External] and exporting [External] phrases, you can set the Phr. itm status indicator inorder to transfer the phrase status from the import file when importing and from the SAP System whenexporting. You can set this indicator in the exchange profile thereby making it a default setting. You setup exchange profiles in Customizing for Product Safety in the IMG activity Specify Exchange Profiles.

If you have set the Phr. itm status indicator on the screen for phrase import or phrase export, you canadditionally specify a status for each language using the language selection function. This has thefollowing effects:

• In phrase import, the phrase status specified in language selection is imported and not the phrasestatus from the file.

• In phrase export, the phrase status specified in language selection is exported and not the phrasestatus from the SAP System. At the same time this new status is also set for the relevant languageitem in the SAP System.

You must make sure that you only specify permitted statuses in language selection.

For more information on importing and exporting phrases, see the application help for Product Safetyunder Interfaces → Import and Export → Import: Process or Export: Process.

FeaturesSAP provides the following standard settings:

Status Editing Options

01 (Inprocess)

You can edit the phrase item [Page 22] and set another status.The contents of the phrase item is not expanded on reports.

02 (Externalprocessing)

The phrase item has been exported.You cannot edit the phrase but you can set another status.The contents of the phrase item is not expanded on reports.

03 (Released) The phrase item is released.You cannot edit the phrase but you can set another status.The contents of the phrase item is output on reports.

04 (Historical) The phrase item is historical.You cannot edit the phrase item and you cannot set another status.The contents of the phrase item is output on reports.

You can check the standard setting for the phrase status in Customizing for Product Safetyin the IMG activity Specify Phrase Status and edit it as required.



Editing Phrase Items1. In the hit list for the selected phrases, in the phrase header, or in phrase set assignment, choose

Item.

The Edit Phrase: Items screen appears.

In the Changed on field, the SAP System displays the date of the last change made to aphrase item.

2. Enter the first 132 characters of your text in the Phrase text field in the languages specified.

3. To create a long text, double-click the Phrase text field to open the text editor for editing long texts.

4. Enter the long text as required and choose and .

If you have entered a long text, the system indicates this by displaying the icon at theend of the Phrase text field. In this case, you can edit the phrase text in the long text editoronly.

5. If necessary, edit the Phrase code, Note, and Graphics fields.

Enter the complete file name of your graphic with the file extension in the Graphics field.The system uses these file names when you generate a report.

Check whether the file exists in the subdirectory GRAFICS in the WWI directory on yourWWI PC.


7. If you want to change the language selection [], choose Utilities → Language selection.

Editing the Language SelectionPrerequisitesIn language selection, the system proposes the languages that you have defined in the IMG activitySpecify Language Selection in Customizing for Product Safety.

Procedure1. On the Edit Phrase: Items screen, choose Utilities → Language selection.

The Language Selection for Phrase Texts dialog box appears.

2. Select the languages that you want the system to display in the phrase items.

You can set the C (comparison language) indicator for the language that is to be used ascomparison language for translation in the long text editor. The phrase is then displayed in thecomparison language in the long text editor. If you do not set the indicator, the source languageof the phrase is used as the comparison language.

3. In the Sequence field, select the required language display item for each language.



4. Choose .

ResultThe settings made are transferred to the Edit Phrase: Items screen. The settings remain until you haveexited the phrase editing transaction.

Phrase Set AssignmentUseThis function provides support for the assignment of phrases from the active phrase library to phrasesets.

The phrases in a phrase set can be used as the value set for the value assignment of a characteristicor field in the SAP EH&S components (such as Dangerous Goods Management and WasteManagement). The exact assignment of the phrase set to a characteristic or a field is made in PhraseSet-to-Attribute Assignment [Page 36].

Prerequisites• You can only assign phrases from the active library to phrase sets.

• You have defined the phrase sets in phrase set management.

FeaturesIn phrase management, the SAP System enables you to assign phrases to phrase sets as follows:

• In phrase set assignment, you can assign any number of phrase sets to a phrase.

• You can select any number of phrases in the hit list and assign these to a phrase setsimultaneously.

If you delete a phrase’s assignment to a phrase set, but assign the phrase as a value to acharacteristic, you can only change and save the assignment if you assign another value tothe characteristic. Otherwise, you can simply cancel the value assignment altogether.

ActivitiesAssigning Phrase Sets [Page 24]



Assigning Phrase SetsPrerequisitesThe phrases must belong to the active phrase library.

ProcedureAssigning a phrase to multiple phrase sets:

1. In the hit list for the selected phrases, in the phrase header, or in the phrase item, choose Phrase set.

The Edit Phrase: Phrase Set Assignment screen appears.

2. In the Phrase set field, enter the key for the phrase set to which you want to assign the phrase.


Assigning multiple phrases to one phrase set:1. In the phrase hit list, select the phrases you want to assign to a phrase set.

2. Choose Edit → Assign to phrase set.

A dialog box appears.

3. Select the phrase set key.


To check the assignment, choose Phrase set.

The phrase set assignment screen appears.

If you call the phrases you selected previously using or , the system automaticallydisplays the assigned phrase set in the Phrase set field.



Phrase MergingUseThis function supports the following activities:

• If phrase references have been defined between active and passive phrases, the active phrasescan be updated after a more recent version of the passive phrase library has been imported. Youuse the Phrase changed/created search function to select the changed phrases within a passivephrase library. The phrases selected can then be updated in the active library using the Mergefunction.

• If a new version of a passive phrase library has been installed, you can search for the phrasescreated using the Phrase changed/created function. The phrases can be selected and transferredto the active library using the Merge function.

In this way, you can construct an active library from phrases from different passive libraries, forexample.

Phrase merging is also available for the SAP Industrial Hygiene and Safety component.

Example:

The active phrase library EHS with phrase EHS-INJ01 and the passive phrase library CONwith phrase CON-INJ01 exist. The passive phrase CON-INJ01 is used in theincident/accident log after a phrase import. The phrase CON-INJ01 is converted to phraseEHS-INJ01 through merging. The SAP System automatically replaces the phrase CON-INJ01 with the active phrase EHS-INJ01 in the incident/accident log.

PrerequisitesThe phrases you want to merge must belong to a passive phrase library.

You can select the phrases to be merged or updated using the Phrase changed/created searchfunction.

FeaturesAssigning a Phrase Key• To update active phrases, you can select the key for the particular active phrase as follows:

− If the passive phrases are used as phrase references, the function automatically lists thecorresponding active phrase for each passive phrase.

The SAP System then searches for phrase references with original text transfer. If it doesnot find any, it searches for phrase references without original text transfer. The first activereferencing phrase is displayed.

− If the SAP System could not assign an active phrase via the phrase reference, you can alsouse the Determine target phrase function to look for active phrases whose contents areidentical to the passive phrases.

Phrases with identical contents are all phrases whose first 132 characters correspond inthe language displayed (without taking case or special characters into account).

− You can enter the phrase key for an existing active phrase manually.



On the merge screens, you can also decide which of the passive phrases with the OT (transferwith original text) indicator should be merged. For reference phrases that are already beingused with the OT indicator, the SAP System automatically proposes the OT indicator.

• To create passive phrases in the active library, you can create the key for a new active phrase asfollows:

− Transfer the passive phrase key

− Reassign the phrase key in the SAP System

− Assign the phrase key manually

The SAP System checks the phrase key against the external number range interval that isdefined in Customizing for Product Safety.

If the phrase group is not entered for a new phrase, this is obtained from the passivephrases. If the phrase group does not yet exist in the active library, the phrase group iscreated in the active library.

Processing• When updating existing active phrases, the data is processed as follows:

If a passive phrase was not already entered as a phrase reference for the assigned activephrase, the SAP System creates the phrase reference. Further processing depends on whetherthe OT indicator has been set on the merge screen or not.

If Then

The OT indicator is set, The Merge function overwrites all phrase items(phrase text, code, remark) that exist in thelanguages for the passive phrase. You shouldcheck the other languages.

The OT indicator is transferred.

The OT indicator is not set, The phrase items for the active phrase areretained.

The OT indicator is not set.

You can display the former phrase text using the phrase history.

• When creating active phrases, data is processed as follows:

The Merge function creates a phrase reference for the new active phrase to the passive phrasewith the OT (transfer original text) indicator, and adopts its phrase items.

ActivitiesMerging Phrases [Page 27]



Merging PhrasesPrerequisitesYou can only merge phrases in the passive phrase library.

You can carry out specific searches for changed or newly-created phrases on the initialphrase management screen. To do this, choose the Phrase created/changed searchfunction (see Phrase Search [Page 9]).

Procedure1. In the hit list, select the phrases of a passive phrase library that you want to merge.

2. Choose Extras → Merge.

A dialog box appears in which the selected passive phrases are listed. The fields for the activetarget phrase are displayed below each passive phrase.

To update active phrases, proceed as follows:3. Check and complete the assignment of active phrases. The SAP System helps you do this as

follows:

− If a passive phrase is used as a phrase reference, the SAP System assigns the correspondingactive phrase automatically.

− If a passive phrase is not used as a phrase reference, you can assign an existing active phraseor execute the Determine target phrase function. The SAP System searches the first 132characters of all phrases in the active phrase library and lists the first phrases that it finds withcontents identical to those in the passive library. This can take some time.

Choose to update the dialog box.

Choose to compare the phrase texts of the passive and active phrases.

4. Decide if you want to select or deselect the OT (Transfer original text) indicator.

5. Select the passive phrases you want to merge.

6. Choose .

To create active phrases, proceed as follows:3. If the SAP System lists passive phrases in the dialog box to which no existing active phrases can

be assigned, you can assign keys for new active phrases as follows:

− You transfer the passive phrase key by choosing Adopt phrase ID.

If you do not enter a phrase group for the new active phrase, the phrase group for thepassive phrase is used. If the phrase group does not already exist in the active library, it isthen created.

− You can assign a new key yourself.

− You leave the Phrase field empty and the SAP System assigns a key itself.

4. Select the passive phrases you want to merge.

5. Choose .



ResultThe phrases you have selected in the dialog box are either merged or created in the active library.

The changed and created active phrases are added to the current hit list. This means that you can callphrase headers ( ) and phrase items ( Item) to check the data.

For newly created phrases, the SAP System creates phrase references to the corresponding passivephrases and sets the OT indicator.

Phrase CombiningUseThis function enables you to select a replacement phrase for similar phrases in the active phrase libraryand to store the other similar phrases in a back-up phrase library.

PrerequisitesYou can only combine phrases in the active library.

FeaturesThis function takes the following cases into account:

Initial Situation Result

The phrase to be replaced has phrasereferences.

The phrase references are transferred from thereplacement phrase.

Phrase references with original text transferare transferred as phrase references withoutoriginal text transfer.

The phrase to be replaced appears in valueassignments.

The phrase is replaced in the value assignmentby the replacement phrase.

The phrase to be replaced appears indangerous goods fields.

The phrase is replaced in the dangerous goodsfields by the replacement phrase.

The phrase to be replaced has phrase itemsthat do not occur in the replacement phrase.

The phrase items are not copied to thereplacement phrase.

If a phrase that is to be replaced is used in a report, the symbol for the phrase must bereplaced manually with the replacement phrase. You can use the where-used list [Page 15]to determine the report that is affected before combining the phrases.

Before combining, you must first make sure that the replacement phrase is present in thesame language as the previous phrases.

ActivitiesCombining Phrases [Page 29]



Combining PhrasesPrerequisitesBefore combining phrases, you should generate a where-used list.

The phrases must belong to the active phrase library.

Procedure1. In the phrase management hit list, select the phrases that you want to combine.

2. Choose Extras → Combine.

A dialog box appears in which the phrase keys and texts for the selected phrases aredisplayed. To display the long text, choose .

3. Select the desired replacement phrase.

4. Choose .

Online combining of phrases used is not practical because it takes too long. From thedialog box, you can execute the function in the background and define the start time.

ResultThe SAP System adopts the phrase selected as a replacement phrase, and transfers the remainingphrases to the backup library.

See also:Features in Phrase Combining [Page 28]



Phrase HistoryUseThe function enables you to compare current phrase versions with previously valid versions.

The history is displayed in relation to the day on which changes were made according to the creation ofchange documents.

FeaturesThe function compares the current phrase text and code for all languages with the previously validphrase texts and codes. Changes to graphics are also displayed.

The phrase history is displayed in list form. You can sort the list, and configure the columns as required.

• The first line of a phrase history contains entries for:

− Phrase keys and phrase groups

− Validity periods and change dates for the phrase header

− Data origin

• The second level contains entries for:

− Language, phrase text, and phrase code

− Validity periods and change dates for the phrase text

ActivitiesDisplaying Phrase History []

Displaying Phrase History1. In the phrase management hit list, choose Utilities → History.

The history for all phrases on the hit list appears. The > symbol indicates which text is currentlyvalid.

2. If a long text exists for a phrase, choose to display it.

The current phrase corresponds to the search parameters on the initial phrase managementscreen. You can display these parameters by choosing Utilities → Search parameters.

3. To change the column selection, choose Utilities → Column selection.

The SAP System displays the current column selection. You can tailor this to suit your ownrequirements.

To return to the original setting for column display, choose Utilities → Basic list.

You can display a phrase list with the complete phrase texts in all available languages bychoosing Utilities → Long text print list. The list can be printed in A4 portrait form.



Phrase Set EditingPurposeIn this process, you group phrases from the active phrase library that are to be used as valueassignments for characteristics and fields in the SAP EH&S components (such as Dangerous GoodsManagement and Waste Management).

After a phrase set has been assigned to a characteristic or a field, you can use the phrases in thisphrase set as possible entries for value assignment of the characteristic or field (see Phrase Set-Attribute Assignment [Page 36]).

In the active phrase library, you can import assignments between phrases and phrase sets into theSAP System additively, or export them to the transfer file.

See also: Function Model for Phrase Set Management [Page 32].

PrerequisitesYou have created the phrases in the active phrase library in phrase management [Page 6].

Process Flow1. You can carry out the following activities in the initial phrase management screens:

− You can enter search criteria and search for phrase sets [Page 32]. If the required phrase setdoes not exist in the SAP System, you can create the phrase set [Page 33].

− You can create a phrase set immediately.

2. Search results are displayed in a hit list.From the hit list you can call all other functions in phrase set management. For example, youcan edit phrase sets [Page 33]. It is also possible to create a phrase set from the hit list.

3. Whether you create a phrase set on the initial screen or from the hit list, you first enter the data forthe phrase set header (see Editing the Phrase Set Header [Page 34]).

You can copy [Page 34] an existing phrase set as a template.

4. From the phrase set header and the hit list, you can edit the descriptions and phrase assignments[Page 35] of a phrase set (see Entering Phrase Set Names [Page 35] and Assigning Phrases to aPhrase Set [Page 36]).

In the description, you can translate a short description of the phrase set into the languagesyou have defined in Customizing for Product Safety. In the phrase assignment, you assign thephrases to the phrase set.

5. In the phrase set-attribute assignment [Page 36], you assign your phrase set to suitablecharacteristics or fields (see Assigning Phrase Sets to Attributes [Page 37]).



Function Model for Phrase Set ManagementThe search result of phrase set drilldown reporting is displayed in a hit list from which you can callphrase set management functions:

• Phrase set header

• Phrase set name

• Phrase assignment

You can use the Create function on both the initial screen and the hit list.

Bearbeiten/AnzeigenPhrase setPhrase set

Edit/displayEdit/Edit/

displaydisplay

Search

Selection

Edit

HeaderHeaderHeader NameNameName Phraseassignment

PhrasePhraseassignmentassignment

Hit listHit listHit list CreateCreateCreate

Function Model for Phrase Set ManagementSee also:Phrase Set Editing [Page 31]

Searching for Phrase Sets1. In the Product Safety [External] or Dangerous Goods Management [External] menu, choose one of

the following paths:

− Phrases → Edit phrase sets

− Phrases → Display phrases

The initial screen appears. You can start the search from here. During the search, all entriesare linked with AND.

2. Enter the data known to you.

– The SAP System supports generic search, *K15*, for example.

– If you want to find all phrase sets assigned to a particular phrase, specify searchcriteria for this phrase. The phrase must belong to the active phrase library.

– In the Phrase set name, Phrase code, and Phrase text fields, ensure you use thecorrect lower and upper case letters.

3. Choose .

The hit list appears (see Editing Phrase Sets [Page 33]).



Creating Phrase Sets1. In the Product Safety [External] or Dangerous Goods Management [External] menu, choose

Phrases → Edit phrase set.The Edit Phrase Set: Initial Screen appears.

2. Choose .The Create Phrase Set: Header screen appears.

3. You must edit the phrase set header [Page 34].

You can also create phrase sets from within the hit list by choosing .

Editing Phrase Sets1. In the Product Safety [External] menu or in Dangerous Goods Management [External], choose one

of the following paths:

− Phrases → Edit phrase sets

− Phrases → Display phrase setsThe initial screen appears.

2. On the initial screen, specify your search criteria (see Searching for Phrase Sets [Page 32]) andchoose .

The hit list appears.

Choose Utilities → Search parameters to display the search parameters used to generatethe current list.

If the search result does not meet your requirements, choose Phrase set → Other selectionto trigger a new search.

3. Select the phrase sets that you want to edit.

Selected phrase sets can be edited using the functions from the Edit menu.

4. To carry out further editing, choose Goto, or the following symbols:

– : Editing the Phrase Set Header [Page 34]

– : Entering Phrase Set Names [Page 35]

– Phrases: Assigning Phrases to a Phrase Set [Page 36]

If you have selected more than one phrase set on the hit list, choose to navigate to thenext phrase set to be edited.

You can display additional information for a phrase set by choosing Utilities →Administration info.

To display the phrase set-to-attribute assignment [Page 36], choose Utilities → Attributeassignment.



Editing the Phrase Set Header1. Choose one of the following steps:

− If you want to create the header data for a phrase set, choose from the Edit Phrase Set:Initial Screen or from the hit list in phrase set management.

− If you want to change the header data for a phrase set, choose from the phrase set hit list,the phrase set name, or from phrase set assignment.

The Create Phrase Set: Header or Edit Phrase Set: Header screen appears.

When you create new data, you can use an existing phrase set as a template (see CopyingPhrase Sets []).

2. Enter data as required.

When you create new phrase sets, you can enter a user-defined key in the Phrase set field.If you have not entered a key, the system assigns a key to the phrase set after you havemade the required entries and chosen .


ResultThe SAP System completes the administration data.

Copying Phrase Sets1. In the Product Safety [External] or Dangerous Goods Management [External] menu, choose

Phrases → Edit phrase sets.

The Edit Phrase Set: Initial Screen appears.

2. Enter your search criteria (see Searching for Phrase Sets [Page 32]) and choose .

3. In the hit list, select the phrase sets you want to copy.

4. Choose Edit → Copy.

The Create Phrase Set: Header screen appears.

5. Assign a new key, and enter the required data.

6. Save your entries.

ResultThe SAP System copies the phrase set you have selected, together with:

• The names for the phrase set

• The phrases assigned to it



Entering Phrase Set Names1. From the hit list for the selected phrase sets, in the phrase header or in phrase set assignment,

choose .

The Edit Phrase Set: Names screen appears.

2. Enter the desired language key in a field in the Lan column.

3. Enter the translated name for the phrase set in the Phrase set name field.

You can use the functions from the Edit menu for selected lines.


Phrase AssignmentUseThis function enables you to define the value set for phrase sets.

IntegrationAfter a phrase set has been assigned to a characteristic or a field of the SAP EH&S components (suchas Dangerous Goods Management or Waste Management), you can use the phrases in these phrasesets as possible entries for value assignment of the characteristic or field (see Phrase Set-to-AttributeAssignment [Page 36]).

Features• The Phrase assignment function lists the phrases in the phrase set. You can:

− Assign more phrases or delete existing assignments

− Specify the sort sequence

• The SAP System ensures that you only assign a phrase once to the same phrase set.

• However, you can assign a phrase to several different phrase sets at the same time.

You can also define assignments between phrases and phrase sets in phrasemanagement (see Phrase Set Assignment [Page 23]).

ActivitiesAssigning Phrases to a Phrase Set [Page 36]



Assigning Phrases to a Phrase Set1. From the hit list for the selected phrase sets, from the phrase header, or phrase set name, choose

Phrases.

The Edit Phrase Set: Phrase Assignment screen appears.

2. Enter the desired phrase in the Phrase field.

3. In the Sort field, enter the sort sequence of the phrases within the phrase set.

If you have selected more than one phrase set on the hit list, choose to navigate to thenext phrase set.


Phrase Set-to-Attribute AssignmentUseThis function enables you to assign a phrase set to a characteristic of a value assignment type or a fieldin the SAP EH&S components (such as Dangerous Goods Management or Waste Management). Thismakes the phrases in the phrase set available as a value set for assigning values to characteristics orfields.

You can also assign characteristics to a user-defined text type. This enables you to assign user-definedtexts [External] as values to this characteristic in the relevant user-defined text type.

See also: Overview of Phrase Set-to-Attribute Assignment [Page 38]

Prerequisites• You have created the phrase sets (see Phrase Set Editing [Page 31]).

• Before assigning phrase sets to new characteristics or fields, you must have executed the Activatephrase assignment to characteristic function in master data matchup [Page 39].

For Characteristics• The characteristics to which you want to assign phrase sets must be of data type CHAR30 and

belong to a value assignment type in the property tree (see Value Assignment Types andCharacteristics Setup [External]).

• To ensure that the SAP System updates the display of characteristics to which phrase sets can beassigned, you have executed one of the following functions:

– The Match up value assignment type and characteristic function in master data matchup[Page 39]

– The Match up characteristics function in phrase set-attribute assignment

When you set up your system, you can execute the IMG activity Generate Standard PhraseSets. The system then creates a phrase set for each characteristic of the data typeCHAR30, which has the same key as the corresponding characteristic.



• To assign user-defined text types, you define in Customizing for Product Safety which user-definedtext types may be assigned to a characteristic.

For FieldsThe fields in the SAP EH&S components are only available for assigning phrase sets once you haveexecuted the Activate phrase assignment to fields function in master data matchup [Page 39]. Thefunction writes the relevant fields to the table TCG66.

The dangerous goods management fields to which phrase sets can be assigned areprogrammed especially for this purpose.

FeaturesYou can choose the value assignment type or table for the field using the property tree:

• All characteristics to which you can assign phrase sets or user-defined text types are listed for theselected value assignment type.

• For a selected table, all fields are listed to which you can assign a phrase set.

ActivitiesAssigning Phrase Sets to Attributes []

Assigning Phrase Sets to AttributesPrerequisitesSee Phrase Set-to-Attribute Assignment [Page 36].

Procedure1. Choose one of the following:

− In the phrase set header, from phrase set names, phrase assignment, or from the phrase sethit list, choose Utilities → Attribute assignment.

− In the Product Safety [External] menu or in Dangerous Goods Management [External] choosePhrases → Edit phrase set-attribute assignment.

The property tree appears.

2. Double-click the required value assignment type or table that contains the required field.

The SAP System lists all characteristics of the value assignment type or all relevant fields of thetable.

You can use the value assignment type - characteristic matchup function from master datamatchup on this screen as well. Choose the function if you want to update the display ofthe characteristics.

3. Enter the key for the required phrase set in the Phrase set field for a characteristic or field.



In addition, you can assign a user-defined text type to each characteristic if you have setthe characteristic-dependent indicator for the user-defined text type in Customizing forProduct Safety (see User-Defined Texts and Documents [External]).


5. Choose .

Overview of Phrase Set-to-Attribute AssignmentPhrase set-to-attribute assignment links phrase-related characteristics and fields with phrase sets. Thephrases that are assigned to a phrase set constitute the value set that you can use for valueassignment of a characteristic or field.

Phrase-rel.characteristic

Phrasemanagement

Phrasemanagement

Char...

Density

pH value

Specification management

Phrase setmanagement

Value assignmentcategory

Value assgmt type

Category BListing

Category AProperty

Category CComposition

Phrase set-charac.assignment

P. setChar...Char...Char...

Char...Char...Char...Char...

Valueassignment

Phrase...Phrase...

Phrase...

Phrase...Phrase...

Phrase...

P. set

P. set

Phrase Set-to-Attribute Assignment



Master Data MatchupUseThe SAP Product Safety component provides the following functions in master data matchup:

• Matching up value assignment types and characteristics [Page 40]

This function determines all characteristics with data type CHAR30 to which phrases cantherefore be assigned. These characteristics are transferred to characteristic - phrase setassignment where you can assign corresponding phrase sets (see Phrase Set-to-AttributeAssignment [Page 36]). At the same time, the system deletes all characteristics that still exist inthe assignment but no longer in the SAP System.

Use this function if you have created new characteristics for a class of class type 100 (valueassignments) in the SAP Classification System.

• Activating phrase assignment to characteristics

This function assigns a special dialog box as possible entries function to all characteristics towhich a phrase set was assigned in phrase set-characteristic assignment. You use this dialogbox to assign phrases of the assigned phrase set to the characteristic.

• Activate phrase assignment to fields

This function activates all fields that are available for technically assigning phrase sets. (Thefunction writes the relevant fields to the table TCG66.) The relevant fields are currently part ofthe SAP components Dangerous Goods Management and Waste Management, for example.

• Generating symbols [Page 40]

You define report templates using symbols [External].

Master data matchup enables you to automatically generate symbols for each characteristic,table field, and structure field. For example, if you have created new characteristics for a valueassignment type, you can use this function to generate symbols for these characteristics.

When generating symbols, the system takes all table fields into account that have beenentered in the IMG activity Specify R/3 Tables for Report Symbol Generation inCustomizing for Product Safety.

For information on important table and structure fields, see Output Data in SD [External].

• Regenerating symbol descriptions

When you choose the Generate symbols function, the SAP System generates the symboldescriptions in the logon language. To generate the description subsequently in a differentlanguage, you can use the Regenerate symbol descriptions function.

• Matching up symbols and phrase-related characteristics [Page 40]

This function updates the symbol definitions for characteristic symbols that have been changedfrom non phrase-related to phrase-related (or vice versa).

For phrase characteristics, the system sets the report symbol group to 00 in Product SafetyCustomizing.

(You can check the Customizing entries in the detail screen of the IMG activity Check andSpecify Report Symbols.)

From SAP EH&S Release 2.5A, you execute the functions Set delete indicator and Deletephysically in Customizing for Product Safety using the IMG activity Set Up Job for DeletingData.



Generating Symbols1. In the Product Safety [External] menu, choose Tools → Match up master data.

The EHS: Match Up Master Data screen appears.

2. Choose Generate symbols and then choose Execute.

When generating symbols, the system takes all table fields into account that have beenentered in the IMG activity Specify R/3 Tables for Report Symbol Generation inCustomizing for Product Safety.

The system displays a result message after it has completed the program.

Choose Program → Execute in background to display the Background Print Parametersdialog box. Use this dialog box to specify your print parameters. Now choose Save. Thesystem schedules the print job and prints the results of the job after its completion. In themeantime, you can continue working in the system.

Matching Up Value Assignment Types andCharacteristics1. In the Product Safety [External] menu, choose Tools → Match up master data.


2. Choose Match up ValAss type and char. and then choose Execute.

The system generates a message about the:

− Number of new value assignment type-characteristic combinations

− Number of unchanged value assignment type-characteristic combinations

− Number of deleted value assignment type-characteristic combinations

Choose Program → Execute in background to display the Background Print Parametersdialog box. Use this dialog box to specify your print parameters. Now choose Save. Thesystem schedules the print job and prints the results of the job after its completion. In themeantime, you can continue working in the system.

Matching Up Symbols and Phrase-RelatedCharacteristics1. In the Product Safety [External] menu, choose Tools → Match up master data.


2. Choose Match up symb.-phr-rltd char. and then choose Execute.The system generates a message informing you of the number of changed symbols.