sap records management

SAP Records ManagementPurposeRecords Management is a standard solution for the electronic management of records.Quick access to information is a key factor for performing business successfully. Records Management guarantees this quick access. In one record, all information objects of a business transaction are grouped together in a transparent hierarchical structure.By converting paper records to electronic records, you can enjoy all the advantages of a paper-free office: No storage costs for records, no cost-intensive copying procedures, and optimal retrieval of information.However, SAP Records Management not only provides an electronic representation of the conventional paper record, but also offers functions that far exceed those available for conventional records management: you have fast and secure access to archived documents. You can enter Office documents and notes directly in a record, using document templates if required. You can include Internet or intranet pages in a record. In addition to documents, you can also integrate other diverse electronic elements (the elements can originate from the local SAP system, from other SAP systems, or from non-SAP systems): Business objects Transactions Reports

These integration options mean that the record provides a universal view of all the information objects that exist for a business process. Access to information is facilitated. The user no longer has to navigate through systems to find information objects, because all the information objects for the whole record are available in one structured view. Clicking on an object in this view displays it directly. In addition, the integration of the WebFlow Engine and an ad hoc workflow tool enables you to efficiently control your processes from the record: Predefined workflows can be included in a record and started from the record. Users can, however, also define ad hoc workflows in the record. If they do so, users send record elements in an electronic circular to employees and determine the employees’ tasks. This process is logged and can be traced from within the record.

How To Use This DocumentationThis documentation is divided into the following sections:

First Steps

This section contains a procedure for using the example Customizing to use the system for the first time.

Introduction to Terms

The technical terms and their definitions are explained here.

Records Management Interfaces

Read this section if you are an end user who wants to use a system that has already been completely set up. Only the sections Editing Tool for Record Models: The Records Modeler and Editing Tool for File Plans: The Records Planner are not relevant for the end user (instead they are relevant for the persons responsible for Customizing and administration).

Activities for Element Types and Elements

This section is intended as a reference guide for all users.

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You can open a context menu for every element/element type. This context menu is different depending on which element or element type the cursor is positioned. This section describes all of these activities.

Customizing

Read this section if you want to perform Customizing for Records Management. This section contains important background information. The main Customizing documentation is contained in the SAP Reference Implementation Guide (IMG).

Role Maintenance

Read this section if you want to maintain authorizations for roles.

Integration in SAP Applications

Read this section if you are a developer and you want to integrate Records Management into an application.

First StepsEach Records Management shipment contains example Customizing. You can use this Customizing to get to know the system without having to create your own Customizing.

Do not use the example Customizing in your production system. We recommend that you copy the element types from the example Customizing and make your own modifications to the copied versions.

The following is a step-by-step description of how to create a record. This is explained in detail in the subsequent sections of this documentation. Prerequisite: The example role for Records Management SAP_BC_RM_USER (or SAP_BC_RM_ADMINISTROTR) is assigned to you, or a role with similar authorizations.

Call transaction ORGANIZER.

A dialog box is displayed where you have to select a Records Management System (RMS).

Choose RMS_DEMO.

The Records Organizer is displayed.

In the Role-Based View area, expand the Records node.

Select the element type Example Records and choose Create in the context menu.

A dialog box is displayed where you have to choose in which record model to create the record.

Choose Example Record Model.

The system branches to the Records Browser. The new record is displayed. The structure of the record corresponds to the underlying example record model.



Expand Structure Node 1.

Open the context menu of the model node Any Element.

No element type is assigned to the model node. For this reason you first have to decide which element you want to create. A dialog box is displayed where all the element types are listed according to type (yellow folders).

Expand a yellow folder and double-click the element type for which you want to create an element.

The context menu of this element type is opened.

Choose Activities Create.

You create an element. The next steps depend on the element type that you selected. For more information, see Activities for Element Types and Elements in the section of the corresponding element.

Create multiple elements. To create more than one element for structure node 1, position your cursor directly on this node and choose Create in the context menu.

Save the record.

A dialog box is displayed, in which you can enter values for the attributes of the record. Write a short text and assign a unique ID; all other entries are optional.

Introduction to TermsThis section explains some important concepts in Records Management, followed by an overview diagram of how these concepts interact with one another.

Element

An element is a piece of information that is checked into Records Management. Elements can be integrated into records, but do not have to be. A record itself is also an element, and at the same time contains elements. This means it is possible for a record to contain other records as subrecords. Record models and file plans are also elements.

Record model

A record model is a template for records, which is created in Customizing. The template defines the structure of the records. Records that are based on the same record model always have the same structure. This improves user orientation within the records. The assignment of the record to a record model is made in Customizing when the element types for records are created.

Element type

An element type groups similar elements together. Element types are the starting point for checking new elements into Records Management or searching for them in Records Management. From a technical point of view, an element type is a division of the elements of a service provider (see below) by assigning parameters to the service provider. Every service provider has connection parameters that have to be filled with values when an element type is created.You can only use a service provider if at least one element type exists in this service provider. A service provider can contain any number of element types. To create element types according to customer-specific requirements,



use the IMG activityRegistry Maintenance. Note: In technical contexts, an element type is also called a service provider space (SPS).

The following terms are only relevant for persons who need to be involved in the customizing, administration, or development of Records Management.

Service provider

Service providers enable integration of elements into Records Management and access to elements. Each service provider is responsible for a particular group of elements (for example, service provider for documents, service provider for notes, or service provider for business objects). Within a service provider, you can adapt element types to further subdivide this group.

Area

Records Management has an underlying framework that can also be used for other applications outside of Records Management. Each application has its own framework area. An area contains a group of service providers. It defines attributes for the element types of these service providers.SAP supplies the area S_AREA_RMS, which contains all the service providers implemented by SAP. This must be used for Records Management.

Records Management System (RMS)

An RMS is a discrete unit within Records Management. The RMS divides various business units logically. Dividing the records of a company into discrete units means that is it possible to provide particular groups of users with access to particular records.

Example: In a hospital there are personnel records and patient records. Employees in the personnel department only have access to the "RMS for personnel records"; nurses and doctors only have access to the "RMS for patient records".

RMS is a classification parameter of the area S_AREA_RMS. You assign values to this parameter using the Customizing activity Maintain Registry. You separate the different RMSs by assigning element types to one or more RMS. An RMS can contain any number of element types. Elements can only be displayed in the RMS in which they have been entered.

Type

The type classifies elements according to their semantic content. It provides the user with orientation when searching for records (for example: The types “documents”, “record models”, and “business objects”). In the Records Organizer, types are displayed as yellow folders in the standard setting of the role-based view.

The type is a classification parameter of the area S_AREA_RMS. You assign values to this parameter using the Customizing activity Maintain Registry. SAP recommends that you only create a new type if you are implementing a new service provider whose elements cannot be assigned to one of the types supplied by SAP.

Overview Diagram

The following diagram provides an overview of the architecture of Records Management. The arrow shows the direction of reading.



Note that in this graphic you see the elements that cannot be integrated into the Records Management standard. In theory, any elements can be integrated into Records Management if the corresponding service providers are implemented.

Records Management InterfacesThe following tools are available within Records Management: Initial Screen: The Records Organizer

The Records Organizer is the initial screen for all activities in Records Management: The most important functions of the Records Organizer are:

Creating/checking in new elements

Searching for elements that have already been checked in (attribute search, full text search)



Accessing the 30 elements last edited

Managing Favorites

Displaying a where-used list for elements

Editing Tool for Records: The Records Browser

The Records Browser is the tool used for displaying and editing records. The most important functions of the Records Browser are:

Displaying a record in a hierarchical structure (the record structure is specified by the record model)

Displaying/creating/editing elements

Entering attribute values for the elements

Displaying a record as a list

Editing Tool for Record Models: The Records Modeler

The Records Modeler is the tool used for creating record models. A record model is a template for records, which is created in Customizing. The template defines the structure of the records. Records that are based on the same record model therefore always have the same structure. This improves user orientation within the records.

Editing Tool for File Plans: The Records Planner

The Records Planner is the tool used for creating file plans. A file plan is a central registry used for the management of records. Use of the Records Planner is optional.

Circular and Process Route

You can use circulars and process routes to select individual elements from a record and send it around for circulation in a particular folder. (The term circular comes from the public sector.) You can determine who receives the elements and which activities the corresponding person is to perform on these elements.

You can also use the following functions: Assigning Attribute Values Search Displaying on the Web Exporting Records

Initial Screen: The Records OrganizerTo navigate to the Records Organizer, choose the following in the SAP Easy Access Menu: Records Management Start Records Management(transaction ORGANIZER).

UseThe Records Organizer is the initial screen in Records Management. You can navigate from the Records



Organizer to all the other tools: To edit records, go to the Records Browser (see Navigating to the Records Browser). To edit record models, go to the Records Modeler (see Navigating to the Records Modeler). To edit file plans, go to the Records Planner (see Navigating to the Records Planner).

PrerequisitesTo start the Records Organizer, you need the authorizations of the authorization object S_SRMSY_CL. This is included in the SAP role SAP_BC_RM_USER (standard user for Records Management).When you call the Records Organizer for the first time, you need to enter a Records Management System ID (RMS ID) in a dialog box before you can access the Records Organizer. There is a separate ID for each Records Management System (RMS). The RMS logically divide various business areas. Ask your system administrator which ID is relevant for you.

FeaturesThe Records Organizer is a navigation area from which you start your work in Records Management. The navigation area is split into two halves: In the upper section, you can activate the Role-Based View, Favorites, Resubmission, or the Inbox. You can switch between these areas by choosing the appropriate button at the top of the display area. The History area is displayed in the lower section.The four areas are described below.

Role-Based View

In this screen area, you can check new elements into Records Management, or search for elements that have already been checked in.The role-based view can be individually compiled in Customizing for each existing SAP role. The following only describes the standard setting, which contains three hierarchy levels. The first hierarchy level contains only one node. This specifies the name of the current Records Management

System (RMS). You can only execute all subsequent activities within this RMS.

If you are authorized to work in more than one RMS, you can choose to change to another RMS.

The second hierarchy level contains folders that group together elements under different headings. The third hierarchy level contains the corresponding element types. Element types group together similar

elements. You only see the element types that have been assigned to the current RMS in Customizing.To check in or search for an element, select the element type to which you want to assign the new element, open the context menu, and choose Activities. The activities can be different for each element type. For more information, see Activities for Element Types and Elements. After you have executed one of the activities, the element is displayed in the right-hand screen area and an entry is made in the History area.

To make room for processing of elements, you can choose to hide the Organizer. The symbol is available in the function toolbar in every Records Management tool. You can also use it to redisplay the Organizer navigation area if required.

and to navigate through the open elements.

History



This contains the last 30 elements you have edited. The element edited last always appears at the top of the list. The elements are not arranged according to a hierarchy.You can use the History as a starting point to perform activities for the elements. To do this, select an element, open the context menu, and choose one of the activities offered. The activities offered may differ from element to element. For more information, see Activities for Element Types and Elements.The Where-Used List activity is available in the context menu for all elements. A dialog box is displayed containing a list of all the records in which the element is used. If the selected element is a record, the elements that the record contains and the underlying record model are displayed.Choose to clear all elements from the History. The elements still remain in the Records Management System.To refresh the elements, you choose .

Favorites

Here you can create and organize elements and element types. We recommend that you use your Favorites to keep the elements and element types that you most frequently use. You can start all activities from the Favorites.You can use Drag&Drop, or choose Add to Favorites from the context menu to copy elements from the History into the Favorites. To integrate element types into your Favorites: In the area Favorites, position the cursor on the uppermost node

and choose Activities Create element type link. In the dialog box that is displayed, select an element type. In the next dialog box, select which folder to add the element to.To create folders for organizing your Favorites into a hierarchy, position the cursor on the element/element type and choose Activities Create folder. The new folder is created one hierarchy level lower.

Resubmission

In this area, you can set elements to be resubmitted. All elements are displayed for which the resubmission date is the current date or earlier. If the due date has passed, the elements are marked in red. You can choose

Change to change the resubmission entry at any time. To display the element, you choose .To include an element in the resubmission, place the cursor on the element in the History or the Favorites, and choose Resubmission in the context menu. A dialog box is displayed. In the Submit On field, enter the date on which the element is to be submitted. In the Due On field, enter the date by which the element must be processed. Additionally, you can enter notes for resubmission in the Action field. You fill the fields Priority and Status by using the input help.

Inbox

In the inbox area you can display your current work items and deadline monitoring items. To refresh the content of the inbox, you choose . To perform activities for the work items and deadline monitoring items, select the relevant element, and choose Activities in the context menu. The following activities are available: Display:

Displays the technical information of a work item or a deadline monitoring item.

Log:

The work item or the deadline monitoring item branches to the log display.

Execute:

Starts the execution of a work item or a deadline monitoring item.

Forward:



Work items are forwarded to another processor. This activity cannot be performed for deadline monitoring.

Include in History:

The work item or deadline monitoring item is displayed in the history.

Navigating to the Records Browser

You navigate to the Records Browser when you want to:

Create a new record Display or edit a record that you have already created

The text below describes both activities.

Creating a new record

Create the record starting from an element type for records.

In the Role-Based View area, expand the Records node.

Select an element type and choose Create.

You reach the Records Browser, in which the record is displayed. The structure of the record corresponds to the underlying record model. The assignment of the record to a record model was made in Customizing when the element type was created. For the procedure for editing a record, see Editing Records.

Editing a record that you have already created

Records that you have created in the Records Browser automatically appear in the History area of the Records Organizer.

If you edit the record regularly, we recommend that you add it to your Favorites list.

Select the record in the History or in the Favorites, and choose Change. The Records Browser is displayed and you can continue editing the record.

Navigating to the Records ModelerYou navigate to the Records Modeler when you want to: Create a new record model



Display or edit a record model that you have already createdThe text below describes both activities.

Creating a record model

In the Role-Based View area, expand the Record Models node.

Select an element type and choose Activity Create.

) to display your newly created record model. If you expand the overview tree, the default setting displays a header node and a model node History. The system creates these for elements that are inserted automatically in the record (by a workflow or a report), and which cannot be assigned to a specific node.

For the procedure for creating a record model, see Creating a Record Model.

Editing a record model that you have already created.

Record models that you have created in the Records Modeler automatically appear in the History area of the Records Organizer. If the record model is no longer in the History, (only the last 30 elements are listed), you can insert it back into the worklist at any time using Search.

If you edit the record model frequently or use it as a basis for records, it is a good idea to add it to your Favorites.

Select the record in the History or in the Favorites, and choose Activity Change. The Records Modeler is displayed and you can continue editing the record model.

Navigating to the Records PlannerYou use the Records Planner when you want to: Create a new file plan Edit a file plan that you have already created

These activities are described below.

Creating a file plan

In the Role-Based View area, expand the File plans node.

Select an element type and choose Activity Create.

The Records Planner is displayed. Use ( ) to display your newly created file plan. For the procedure for creating a file plan, see Creating a File Plan.



Editing a file plan that you have already created

File plans that you have created in the Records Modeler automatically appear in the History area of the Records Organizer.

If you edit the file plan regularly, we recommend that you add it to your Favorites list.

Select the file plan in the History or in the Favorites, and choose Activity Change. The Records Planner is displayed and you can continue editing the file plan.

Editing Tool for Records: The Records BrowserUseYou use the Records Browser for viewing or editing records.

IntegrationYou can only reach the Records Browser through the Records Organizer (see Navigating to the Records Browser). Choose to hide the Organizer navigation toolbar.

FeaturesThe screen consists of the following parts:

Overview tree of the record

The main window contains an overview tree of the record. The record structure is predefined by the underlying record model. The structure nodes ( ) mark sections in the record in the same way as index cards in paper records. Colored symbols show the inserted elements. If you are in change mode, the overview tree also contains model nodes ( ) of the underlying record model (you need model nodes when inserting new elements in the record). You can enter elements for each of these nodes. For more information, see Editing Records.)In the standard setting, the overview tree is structured from left to right as follows:

To hide or display the columns, choose Record User-Specific Settings.

Toolbar

The toolbar is above the main window. This provides the following functions for editing the record:

Column Header DescriptionRecord Entry Node symbol and IDElement Type Element type assigned to the node

(one or more element types can be assigned to a model node)Last Processing User name of the last user to make any changes, and time/date of the last

changeVisibility User roles for which the node is visibleNode ID Number of the node in the underlying record model



Use to change the editing mode (display/change).

Use to save the current status of the record. You can decide whether you want to save the status as a continuation of the current version, or as a new version. If you save the record as a new version, you can access the previous version at any time.

To access old versions, deselect the Only Current Results check box in the search dialog box (see Searching).

Choose to display the record attributes and their values. You can change the values of the maintainable attributes at any time (for more information, see Assigning Attribute Values).Choose Record to display a menu that offers functions for the whole record. The following functions are available: Other Record: The search dialog box is displayed (see Searching). You can access all records that belong

to the same element type as the current record. Load New: Update the record. Print Record: You print the attributes and the overview tree of the record. Model nodes are displayed as

an unfilled rhombus, and elements are displayed as a filled rhombus. Print Record (Including Log): You print the attributes, the overview tree, and the log of the record. Print Record + Documents: You print the attributes and the overview tree of the record, and the

documents that are contained in the record (including their attributes).

To print documents, an external conversion server must be connected to the SAP system by means of RFC. The conversion server must support the XDC interface. Only formats that are supported by the conversion server can be printed. Documents in non-supported formats are not printed. The system does not display an error message in this case. A new print request is created for each document. The parentheses around all requests form a composite request. Each new page of the printout contains the record number.

Print Record (Including Log + Documents): You print the attributes, the overview tree, and the log of the record, and the documents that are contained in the record (including their attributes).

Close/Open Record: If the record has been closed, it cannot be changed. If the record is open, it can be processed.

Administration Transport Entry: Write a transport entry for the record. This function is only offered if the element type underlying the record permits transport to subsequent systems.

Administration Display Missing Authorizations: A dialog box is displayed containing a list of the roles that you do not have, but which are necessary for displaying the rest of the nodes. Roles that are linked with ORare roles that are required for displaying one particular node. Roles that are linked by AND are roles that are required for displaying more than one node.

Administration Display Log: You display the log of all activities executed on the record. Administration XML Representation: You can display the underlying XML code of the record.

Services: An additional context menu is displayed, offering all the functions of the Generic Object Services (you can also display these functions by choosing the symbol next to the header Records Browser). For more information on the Generic Object Services, see Generic Object Services (BC-SRV-GBT).

User-Specific Settings: You can adapt the user interface to suit your requirements.



You can display the underlying record model.

For the record and the record model, you can show or hide the columns of the overview tree and determine their width.

You can use to display a context-sensitive menu offering activities. The list of activities differs according to which node you have selected. If you have selected a structure node ( ),

No activities are offered.

If you have selected a model node ( ),

Activities are offered for inserting elements into the record. The list of activities depends on which element type is assigned to the model node. (If more than one element type is assigned to the model node, a dialog box is displayed from which you have to select one element type.) For more information on individual activities, see the section Activities for Element Types and Elements.

After inserting an element, the symbol of the model node changes to that of the inserted element.

If you have selected a node that already has an element assigned to it (different symbols, according to the element),

Activities are offered that you can carry out on elements that are already inserted. The activities offered depend on the element in each case (see above).

Use to display the attributes for a node.Use to create a model node for the underlying record model. You need a model node to enable you to insert a new element in the record. Select the corresponding structure node . The new element is inserted below the model node in first position. You can position the element with Drag&Drop.To copy elements, you choose .To insert the copied elements, you choose .Use to delete a node. If the selected node has nodes beneath it in the hierarchy, the whole subtree is deleted. If the node already contains an element, only the entry in the record is deleted, and the element itself remains in the node.

Use to rename a node.

Use and to expand/collapse the sub-tree of a node.

Use to search for an element using its short description. If the search is successful, the subtree is expanded and the corresponding element selected. If you want to search for further elements using the search term entered, choose .

Status Bar

Directly below the function bar, there is the status bar, which displays the following: Tool: Indicates which tool the user is currently using (browser, for example). / : Indicates whether the record is open or closed. / : Current processing mode



Record Number: Record number of the record Version: Version number of the record : The traffic light icon indicates the save status of the element (green = saved; yellow = not yet saved). Status: If a status profile was defined for this element type, the status of the profile is displayed.

Editing RecordsPrerequisitesYou have gone from the Records Organizer to the Records Browser (see Navigating to the Records Browser).The newly created record is displayed as the symbol ( ). When you expand the overview tree, the underlying record model is displayed as the basic structure for the record.

To display the underlying record model for the record, choose Record User-Specific Settings.

ProceduresThe following text describes how to insert an element into the record, and how to duplicate and move nodes.

Inserting an Element

To insert a new element in a record, you need a model node ( ) of the underlying record model. The model node specifies the element type to which the element to be inserted belongs. Proceed as follows:

Select the model node for which you want to insert an element, and choose . A menu that contains activities is displayed.

For some model nodes, there may be more than one element type assigned. In this case, a dialog box is displayed containing all the element types. Choose the appropriate element type for the element to be inserted.

Select an activity.

The activities offered depend on the element type assigned to the model node. The procedure for inserting an element differs according to the element type and activity selected.

For more information on individual activities, see the section Activities for Element Types and Elements.

The element appears in the record after the activity has been executed. The symbol of the model node is replaced by the symbol of the element.



Duplicating a node

In the record model, you have predefined whether a node may be generated more than once in a record. The maximum number of instances of a node is displayed in the overview tree of the record model, in the columnNumber.If you want to add another element to a model node, duplicate the model node. A model node cannot be duplicated directly, but only after it has been assigned an element. Proceed as follows:

Select the structure node of the selected model node.

Choose Create.

The model node appears repeated in the record and can have an element added to it. You can use to change the description of the node if necessary.

If you want to repeat a whole section of the record model, duplicate a structure node.

Select the record .

Choose Create.

The structure node is repeated in the record. You can use to change the description of the node if necessary.

To re-insert the sub-node belonging to the structure node, select the structure node and choose Create.

Moving a node using Drag&Drop

You can move nodes within the record using Drag&Drop. To move a node, select it and, holding the mouse button down, pull it to another node. The following restrictions apply: The node you are moving must already contain an element, and must be in the lowest hierarchy level of the

overview tree. The target node must accept the element type of the element that you are moving.

You can use Drag&Drop to move elements from the navigation toolbar in the Records Organizer into a record.

Displaying Record Elements in a ListUseAs well as the standard display in the overview tree, you can also display the record elements in a list. This differs



from the overview tree display in the following ways: Only inserted elements are displayed, with no structure information (no model nodes or structure nodes). The standard functions for lists are available using the symbols. You can sort the elements according to

their individual columns. Only display functions are available. It is not possible to switch to change mode.

ProcedureIn the Records Organizer or the Records Browser, select the node for the record and choose Display Variants Display Record Element in List.

Logging Access to RecordsUseIn Records Management, you can use a log to record each time a record is accessed.To navigate to the Record Log, choose the following in the SAP Easy Access Menu: Records Management Administration Display Log (transaction code SRMPROTOVIEW).

PrerequisitesIn content models for records, the attribute SRM_PROTOCOL of the real LOIO class must be set to “ON”. If the attribute SRM_PROTOCOL is set to “OFF” for a content model, access to records of this content model will not be logged. The standard setting for the attribute SRM_PROTOCOL is “ON”.

FeaturesThe log contains the following information: Unique record ID Operation User Date of operation Time of operation Element name

This column is only filled for the operations Insert Element, Change Element, and Delete Element.

Node ID (unique ID of the node for the element in the record)

This column is only filled for the operations Insert Element, Change Element, and Delete Element.

Exporting RecordsUseYou can use this function to export the record. The system generates a series of files that you can save in your Windows Explorer.

ActivitiesIn the Records Organizer or the Records Browser, select the node for the record and choose Other Functions -> Generate and Download Export Format.The file selection box for your hard drive is displayed. Choose the directory in which you want to save the files for the record.



If you have previously exported the same record to this directory, a dialog box is displayed that asks whether you want to overwrite the old directory for the record. Note: If you choose Yes, ensure that the directory to be overwritten is not open. If it is, you will receive an error message.

The HTML display of the exported record is displayed. The structure nodes are displayed in bold, and the elements are separated by dashes. You can use an integrated link to display the metainformation for each element. The metainformation has the same entries as the Information activity. The content of the elements themselves can only be displayed if this is supported by the corresponding service provider. Of the standard SAP service providers, the service providers for documents, ArchiveLink documents, and URLs support this function.The system generates a subdirectory in the selected directory. The name of this directory is the POID Directory ID of the record. This subdirectory contains the following files and further subdirectories: HTML document: Content of the record (for visualization) XML document: Content of the record (for further processing of the data) Text document: Log of the record export Subdirectories for the individual elements. The names of these files are GUIDs generated by the system.

These subdirectories each contain the following files and further subdirectories:

HTML document: Metadata of the element (for visualization)

XML document: Metadata of the element (for further processing of the data)

Optional: Subdirectory for the content of the element. This file is called CONTENT.

Between 0 and n files that contain the content of the element (format depends on the element and its service provider).

Optional: Subdirectory for the log information of the element. This file is called LOGDATA.

Between 0 and n files that contain the log information for the element (the format depends on the element and its service provider).

You can also export more than one record at the same time. The report SRM_EXPORT is available for this. To navigate to the input template of the report, use the transaction code SRMEXPORT.In the input template, enter the RMS ID and the element type ID for the records that you want to export. The dialog box is displayed for searching for records. In the hit list, you can select any number of records and copy the selection. This displays the file selection box for your hard drive. After you have selected a directory, the report is executed. The list output of the report is displayed, which contains the export log.

Editing Tool for Documents: Document ClientUseYou use the document client to display or edit documents.

Features

Display Mode

In display mode, you can use the following functions:Use to switch to change mode.Use to display the attributes and attribute values for the document.



Use Versions to display a list of versions of the document. You can display single versions by choosing , or by double-clicking the version. To change the version, choose .To display a list of the files, choose Components. If you saved multiple components, changes can only be made if you download the files and then upload them. Use to send the document. The SAP sending screen is displayed. For more information, see Sending a Document. The mail is sent using the SAP Mail program. You can send the document as an e-mail even if you do not use the SAP Mail system. Prerequisite: A connection to the external mail system exists. For more information, see External Sending in the SAP System.To download the current document and check it out, choose . Download

The file selection window for your hard drive is displayed. You can save the document locally on your hard drive. The document also still exists in Records Management.

Check Out

If you checked out the document, it cannot be edited by other users.

If you choose Release Checkout Lock, the document is available for editing by other users.

To upload a new document and check it in, choose . Upload

The file selection window for your hard drive is displayed. You can select one or more documents from your hard drive. This is saved as a new version of the existing document in Records Management.

You use the activity Upload if you want to integrate documents in records for which no editor is available within Records Management. You can edit these documents with your local editor, and use the activity Upload to upload individual versions into Records Management.

Check In

If you choose Check In, you have to upload the document from your hard drive again to display it in Records Management. The document is now available for editing by other users.

To open and close documents, choose . If you choose Close Document, the document cannot be changed afterwards. If you choose Open Document, the document can be edited again.

Use to display the log of all activities executed on the document.

Change Mode

In change mode, you can use the following functions:

Use to switch to display mode.

Use to save the document. You can decide whether you want to save the status as a continuation of the current version, or as a new version. If you save the document as a new version, you can access the previous version at any time (see the Versions pushbutton above).

If the document is stored on a WebDAV server, a dialog box is displayed where you have to enter your



user name and password to log on to the WebDAV server.

If you choose Set Form Fields, you can automatically set data in form fields, as long as the corresponding fields exist in the document. (The symbol is only active in change mode for Word documents.) The source of the data is determined in Customizing. For more information, see Service Provider for Documents.

Use to change the attribute values for the document. For more information, see Assigning Attribute Values.

Use to display the log of all activities executed on the document.

Creating a DocumentCreating a Document Without a Template

If you want to create the document within a record, go to a model node for documents, and choose Activities Create. If you want to create the document from the Records Organizer, position the cursor on an element type for documents under Role-Based View, and choose Activities Create.

A simple text editor appears. You can create the text here, but you can also use an Office application to create the document, or use your own files. Within Records Management, you can create Microsoft Word, Excel, PowerPoint, and Visio documents.

Choose Application.

A list appears that contains the applications registered on your PC and a From File entry.

Select an entry.

When you select an application, the appropriate editor is displayed for you to create the document.

When you choose From File, you can check in a document of your own. The file selection window for your hard drive is displayed. You can select more than one document. If you selected more than one component, you can only change the documents by downloading and then uploading them.

Create the document.

Save the document.

A dialog box is displayed in which you can enter attribute values for the document. For a description of the dialog box, see Assigning Attribute Values.

Creating a Document with a Template

If document templates have been entered in the Customizing settings for the element type, you can select the Create with Template activity. After you perform this activity, a dialog box appears, on which you can select a template. This template is then displayed for further editing.

Editing Tool for Record Models: The Records Modeler



UseYou use the Records Modeler to create record models. Before you can create record models, an element type for record models must already exist in registry maintenance.After you have created the record model, you must release it and assign it to an element type for records (which is a value for the connection parameter MODEL_ID). You can then create records for this element type. The records then adopt the structure of the record model entered.

IntegrationYou can only reach the Records Modeler through the Records Organizer (see Navigating to the Records Modeler). Choose to hide the Organizer navigation toolbar.

FeaturesThe Records Modeler screen is divided into two areas.

Left screen area

The left screen area has the following sections:

Overview of the record model

The main window contains an overview tree of the record model. In the standard setting, this is structured from left to right as follows:

To expand or collapse the columns, choose Model -> User-Specific Settings.

Toolbar

The toolbar is above the main window. This provides the following functions for editing the record model:Choose to change the mode (display/change).

Choose to save the current status of the record model. You can decide whether you want to save the status as a continuation of the current version, or as a new version. If you save the record model as a new version, you can access the previous version at any time.

To access old versions, deselect the Only Current Results check box in the dialog box for searching for

Column Header DescriptionModel Entry Node symbol and descriptionInactive Node active: No symbol

Node inactive: Symbol , node is grayed outNode ID (model) Node number in order of creationNumber of Instances Limit to how many times the node can occur in the recordElement Type Element type assigned to the nodeContext and Free Attributes

Attributes assigned to the node (see below)

Visibility User roles for which the node is visibleLast Processing User name of the last user to make any changes, and time/date of the last

change



record models. All versions will then be displayed in the hit list. Choose to display these versions.

Choose to display the attributes of the record model and their values. You can change the values of the maintainable attributes at any time (for more information, see Assigning Attribute Values).Choose Model to display a menu that offers functions for the whole record model. The following functions are available: Change Status: A dialog box is displayed, in which you can assign a new status to the record model. (for a

description of the status values, see Status Bars).

The change in status from Initial to Released is irreversible. To make nodes in released record models invalid, use the deactivation function (see below).

Other Model: You can call all record models that belong to the same element type as the current record model. The search dialog box is displayed (see Searching).

Administration Transport Entry: You write a transport entry for the record model.

This function is only offered if the element type chosen for the record model permits transport to subsequent systems.

Administration Log Entries: You display the log of all activities executed on the record model. Administration XML Representation: You can display the underlying XML code of the record model. Load Local File: The file selection box for your hard drive is displayed, from which you can select an existing

record model to upload.

Prerequisite: The record model must be saved in XML format, and it must correspond to the XML schema specified by SAP for the record model.

Note: Element instances cannot be saved, and hence cannot be redisplayed. Instance nodes are therefore displayed as structure nodes.

Save as Local File: You save the record model as an XML file on your hard drive. User-Specific Settings: Change the user interface: You can hide or display status bars, legend bars, and

columns in the overview tree of the record model.Use to create a new node. In the right screen area you reach the detailed display (see below). This is where you determine the content and attributes of the new node.

Use to delete a node. If the selected node has nodes beneath it in the hierarchy, the whole subtree is deleted.Use to edit a node. In the right screen area you can see the detailed display (see below). This is where you change the content and attributes of the node (see Creating a Record Model).

Use to rename a node.Use to select a node. If the selected node has nodes beneath it in the hierarchy, the whole subtree is deleted.

This selection is in addition to simple selection by positioning the cursor on the node. You need this selection when reassigning nodes (see below).



Use to deselect a node. If the selected node has nodes beneath it in the hierarchy, the whole subtree is deselected.

Use to insert the selected nodes or sub-tree at the cursor position. If you want to move and not duplicate the selected node, you need to delete the node or sub-tree from its previous position.

Use to activate a node or subtree that was previously inactive.

Use to deactivate a node or subtree.

If you have changed the status of a record model to Released, you can only extend it; you cannot delete any nodes. You can use the deactivation function to specify that this subtree will not be visible in any future records based on this model.

Use and to expand/collapse a subtree.

Status bars

A status bar is displayed directly under the toolbar. This shows the tool you are currently working in, the current mode (a symbol for either Display or Change), and the unique name and version number of the record model. Another status bar is displayed at the bottom of the screen. This shows the current status of the record model. The status values have the following meaning: Initial: The record model is under construction. You cannot yet create any records for this record model. Released: You cannot change existing nodes of the record model, but you can create further nodes. You

can create records using this record model. Final: You cannot make any further changes to the record model. You can create records using this record

model. Obsolete: The record model is invalid. The records that have been created using this record model still exist.

You cannot create any further records using this record model.To hide the status bar, choose the cross icon at the beginning of each line.

Right screen area

To display the detailed view of the node in the right screen area, double-click on a node in the left screen area, or choose . For information on the individual entries, see Creating a Record Model.

Creating a Record ModelPrerequisitesYou have navigated from the Records Organizer to the Records Modeler (see Navigating to the Records Modeler).

ProcedureThe following text describes how to insert a node into the record model. To insert more than one node, repeat the same procedure.Execute the first step in the left-hand screen area.



Select the node before or after which you want to insert a new node, and choose to create the new node.

The detailed display of the new node appears in the right-hand screen area.

Execute the following steps in the right-hand screen area:

In the Description field, enter a text for the title of the node.

The text appears next to the node symbol in the Records Modeler and the Records Browser. Choose an informative text to provide some orientation for end users who are editing records.

Use the check box to select the type of node. You have the following options:

Structure nodes:

Nodes that cannot have elements assigned to them in records. These nodes only act as headers for other nodes. There can be any number of these in a record, depending on the permitted amount (see below).

Model node:

Node that can be assigned elements in records. There can be any number of these in a record, up to the permitted limit. You need to assign an element type to the record model. The element type determines that the node can only be filled in the record with elements of this element type.

Instance node:

Node that already has an element assigned to it in the record model. There can only be one of these in each record.

You can use the instance node in each record to provide information necessary for editing the record.

The rest of the procedure differs according to which node type you have selected. See the sections Selecting a Structure Node, Selecting a Model Node, and Selecting an Instance Node below.

Selecting a structure node

In the Minimum Number field, enter the minimum allowable number of instances of the node in a record. In the Maximum Number field, enter the maximum allowable number of instances of the node in a record.

Enter attributes for the node (optional).

Choose (on the top right-hand side of the screen).

The new node is displayed in the overview tree of the record model (left-hand screen area).

Selecting a model node



In the Minimum number field, enter the minimum allowable number of instances of the node in a record. In the Maximum number field, enter the maximum allowable number of instances of the node in a record.

Specify one or more element type(s). The element type determines that the node can only contain elements of this element type in the record. Input help is available for selecting the element type. This displays all the element types of the current RMS, classified byType. You can also choose All Element Types.

Optional: To specify the visibility for the node, select one or more user roles. Input help is available for this selection. The node is then only visible in the record for users who have the roles entered here. In the standard setting, the node is visible for all roles. If the node is to be visible for all roles, we recommend that you create a composite role, which groups all the roles together.

Optional: Enter a relation. The relation expresses the relationship between the element and the record above it. Input help is available for selecting the relation. (You maintain relations in registry maintenance in the dialog box for Area, tab page POID Directory.)

Optional: Enter attributes for the node.

Records Management supports two types of attributes in the records: Element attributes and node attributes. Element attributes affect the inserted elements; node attributes affect the node in the underlying record model. At this point you can also determine the node attributes for the new node.

You can create node attributes with or without attribute values. If you enter an attribute value, this is displayed in all records with this record model. If you do not enter an attribute value, users can enter the value separately in each record. The user can enter a new attribute value for every instance of the node.

Example: Node attribute ANCHORThe node attribute ANCHOR is offered by default. You can enter a free character string for this attribute. This sets a marker in the record model at the position of the node. This marker can then be used, for example, so that the system can automatically insert elements in this position. In this case, the value for the attribute ANCHOR must be entered in the calling program before processing.

In addition to free attributes, you can also enter attribute values for context attributes.

Context attributes are coded in a service provider. If the service provider responsible for the selected element type has implemented context attributes, the system automatically enters these in the Records Modeler. In this case a flag is set in the Context column, and a number is entered in the List numbercolumn for each context attribute. You can enter values for the context attributes.

For more information on context attributes, see the sections on the individual service providers that have implemented context attributes (see Standard Service Providers).


A dialog box is displayed, in which you can choose to attach a note node one level beneath the new node.



A note node enables the end user to attach a note to the element in the record.

. If you do not want to include a note node, choose .

The new node is displayed in the overview tree of the record model (left-hand screen area).

Selecting an instance node

Elements that you integrate as instance nodes must already be checked into Records Management.

Choose Select Instance.

A dialog box is displayed, in which all element types of the current RMS are listed, classified by Type.

Select the element type to which you want to assign the element to be inserted.

A dialog box is displayed (see Searching).

Use the search function to select the element.

Enter attributes for the node (optional).

Choose (on the top right-hand side of the screen). To ensure that you have selected the correct element, you can display the element by choosing Display Instance.

A dialog box is displayed, in which you can choose to attach a note node one level beneath the new node. A note node enables the end user to attach a note to the element in the record.

If you want to include a note node, choose one of the element types for notes offered, and confirm with . If you do not want to include a note node, choose .

The new node is displayed in the overview tree of the record model.

Notes

You must release the record model before you can create records for it. To do this, choose Record Model Status Release. If you want to set the status back to Initial at a later point in time, remember that any records created in the record model up to this time will become obsolete if incompatible changes are made to the record model.

You can only delete record models that are in status Initial. You cannot delete record models that are in status Released, Final, or Obsolete, because records based on these record models may already exist. You can, however, assign the status Obsolete. This means that no more new records can be created for the record model.

Editing Tool for File Plans: The Records PlannerUse



The Records Planner is the editing tool for file plans.A file plan is a central registry used for the management of records. The file plan is an overview tree, and the nodes of the tree are the individual file plan positions. You can assign elements to every file plan position.There are two methods of assigning elements to file plan positions:

Assignment starting from the element: Records, documents, record models, and file plans have the attribute File Plan Position as a standard setting. You can assign the ID of a file plan position to this attribute. You can also use the file plan position to search for elements.

Assignment starting from the file plan: In the Records Planner, you can assign elements to every file plan position.

You can only reach the Records Planner from the Records Organizer (see Navigating to the Records Planner). Choose to hide the Organizer navigation toolbar.

FeaturesThe screen is divided into three sections.

Top left-hand screen area

File plan overview tree

The overview tree of the file plan is displayed. In the standard setting, this is structured from left to right as follows:

To display or hide the columns, choose Plan User-Specific Settings.

Toolbar

The toolbar is above the main window. It is the same as the toolbar in the Records Modeler (see Editing Tool for Record Models: The Records Modeler).

Status bar

The status bar is directly under the toolbar. It is the same as the status bar in the Records Modeler.

Bottom left-hand screen area

You can view the elements that are assigned to a file plan position. The file plan position is displayed on which the cursor is positioned in the top screen area in the overview tree of the file plan.The display of assigned elements is structured as follows:

Column Header DescriptionFile Plan Position Node symbol and number (file plan position)Name Node description or number Elements (assigned) Arrow: Elements are assigned. You can see

these elements in the bottom screen areaNo arrow: No assigned elements exist

Last Processing User name of the last user to make any changes, and time/date of the last change

Column Header DescriptionAssigned Elements Three-level overview tree:

First level: Selected file plan positionSecond level: Type of the assigned element



Right-hand screen areaIf you double-click a node, the node is displayed in detail in the right screen area.In the three input fields, you will see the texts that appear in the file plan overview tree in the first three columns of the line of the selected node.

Creating a File Plan PrerequisitesYou have navigated from the Records Organizer to the Records Planner (see Navigating to the Records Planner).

ProcedureThe following text describes how to insert a node into the file plan. To insert more than one node, repeat the same procedure.

Select a node in the left-hand screen area and use to create the new node.

The detailed display of the new node appears in the right-hand screen area.

In the right-hand screen area, enter a number for the file plan position, an ID, and optionally an additional explanation.


The new node is displayed in the overview tree of the file plan (left-hand screen area).

Save the file plan.

A dialog box is displayed, in which you can enter values for the attributes. For more information, see Assigning Attribute Values.

Assigning a Record to a File Plan ItemUseYou assign a record to a file plan item if you want to classify the record in a higher level registry. In addition to records, you can also assign other elements to file plan items.

If you want to be able to search for elements using the file plan item, enter the number of the file plan item as a value for the attribute File Plan Item (for more information, see Assigning Attribute Values).

Prerequisites

Third level: Assigned element Element Type Element type of assigned element



You have navigated from the Records Organizer to the Records Planner (see Navigating to the Records Planner). You are in change mode.

Procedure

In the file plan overview tree in the upper screen area, position the cursor on the file plan item to which you want to assign a record (or another element).

The selected file plan item is displayed in the lower screen area.

Choose .

A dialog box is displayed, containing a list of all element types in order of type.

If you want to assign a record to the file plan item, expand the Records node and choose the element type of the record that you want to assign to the file plan item. If you want to assign another element, expand the appropriate node and choose an element type.

The search dialog box is displayed (see Searching). You can search for all elements that belong to the selected element type.

Select an element from the hit list.

ResultThe selected element is added to the file plan item. The type of the element is displayed in the hierarchy level above the element.

Circular and Process RouteUseYou can use the circular and the process route to send single elements from the record one after another to multiple employees. You determine the process route when you create the circular. You can determine which activity each employee will execute, (for example, approve, edit, print, and so on).

Integration

A circular can only be created from a record, and not directly from the Records Organizer.

PrerequisitesYou have carried out the workflow basic Customizing. For more information, see Workflow Customizing for the Process Route.

FeaturesYou can choose all the elements in a record for a circular, and create it as a complete version.You can define a process route for these elements. The process route is based on SAP Business Workflow. You model a process, and assign an agent to each step. In addition to actual employees, you can also enter other organizational categories from Organizational Management. You can create process route items sequentially, or in parallel.For executing the assigned activity, the employees entered in the process route as agents receive a work item in



their workflow inbox. When they execute the work item, a list is displayed containing all the elements selected by the creator of the circular. The agent can double click to display these elements. They can then use pushbuttons to execute the functions provided for the activity, and can also add attachments to the elements. Once a work item has been executed, the employee in the next position along the process route receives a work item.The specified process can be changed at any time. This ad hoc functionality enables the user to react flexibly to changes (steps that have already been processed can, of course, no longer be changed).For more information, see Creating a Circular and a Process Route and Executing a Work Item for a Circular.

Creating a Circular and a Process RouteYou can create a circular starting only from a record, and not starting from the Records Organizer.

In a record, place the cursor on a model node, to which an element type for circulars is assigned, open the context menu, and choose Create.

A dialog box is displayed that contains a list of all the elements of the record that already exist as a complete version. If more than one complete version exists for an element, the most recent version is listed in the first hierarchy level, and previous versions are listed in the second hierarchy level.

Use the checkbox to select the elements that you want to send in the circular, and then choose .

The screen Create Circular is displayed. This is divided into three screen areas.

The objects for the circular are displayed in the top screen area. These are the elements that you selected in the previous step.

In the middle screen area, the processing steps and the corresponding processor of the circular are displayed.

Attachments are displayed in the bottom screen area. In the default setting, the attachments include a link to the whole record from which you have created the circular. Users can add any number of additional attachments.

To maintain the header data for the process route, choose . The dialog box Header Data for Process Route To confirm your entries, choose .

Add process route items. You have the following options:

Add Sequentially: The process route item is added after the item on which the cursor is currently placed. When the circular is executed, the work item is not sent until the agent processing the previous process route item has completed their work item.

Add in Parallel: The process route item is added parallel to the item on which the cursor is currently positioned. When the circular is executed, both employees receive a work item at the same time.

If you select Insert Sequentially or Insert in Parallel, the dialog box Add Process Route Item is displayed. In the upper screen area, the details are displayed for the preceding process route item, that is, the item on



which your cursor is currently positioned. In the lower screen area, you can determine the properties of the new process route item. For an explanation of the individual fields, use the field help.

Create Note: You can create relevant notes for the circular step.

Load Process Route Template: You can load a process route that you have created previously, if you have saved that process route as a process route template.

If you chooseLoad Process Route Template, a search template is displayed in which you can restrict the search for existing process route templates. To start the search, choose . To use a process route template, double click on it in the hit list.

Choose . The new process route item or the selected process route template is displayed in an overview tree. If you have used a process route template, you can then make any required changes to it.

When you have added all the process route items, use to check the process route, and then save.

You can save the process route you have created as a process route template, so that you can reuse it later. To do this, choose Process Route -> Load as Template. Assign the process route to a process route template group (process route template groups are used for improved user orientation, and are created in Customizing).

To refresh the process route display, choose .

To make user-specific settings for the columns, choose . The dialog box Column Selection is displayed. You can show and hide columns. Confirm your entries by choosing .

In addition, you can make user-however, save your column view by choosing so that your view is displayed the next time you call the application.

Choose the green arrow to navigate back to the circular.

Choose Start Circular.

Result

has been processed, the next agent in the route receives a work item. You can choose to navigate to the workflow log, and to navigate to the process route log.If all process route items have been completed, you receive a work item to notify you that the process has been completed.

Executing a Work Item for a CircularPrerequisitesYou are entered as an agent for a process item in a process route. The agent of the preceding process route item has executed and completed their work item.



Procedure

Open Business Workplace (transaction SBWP), and choose Inbox -> Workflow.

You have a work item in your workflow inbox that contains the processing of a process route item. The text of the work item contains an option to link to the circular and the process route.

Execute the work item.

The system displays the Circular screen. This screen is divided into three areas:

In the upper screen area, the elements for you to process are displayed. You can display the elements by double clicking on them. On the far right there are the pushbuttons with the activity functions.

In the middle screen area, the processing steps and the corresponding processors of the circular are displayed.

The lower screen area contains the attachments for the circular. In the default setting, the link to the record from which the circular has been created is always included. You can double click to open the attachments.

Select an element and execute an activity function by choosing the appropriate pushbutton.

The activity function you have selected is displayed one hierarchy level below the element. If other agents have already processed the circular before you, your entry is added under the entries of your predecessors.

Execute an activity function for each element.

If necessary, create one or more attachments in the lower screen area.

To create a new element as an attachment, choose . A dialog box is then displayed, in which you have

Management as an attachment, choose . The attachments are also visible for all subsequent processors of the circular.

Choose Complete Circular Step.

The work item is completed. You are back in the Business Workplace. The user who is entered as the next agent for a process route item receives a work item.

If you are the last processor in the process route, choose Circular and then Complete. This step explicitly closes the circular. (this replaces the button). The person who started the circular can also use this step to end the circular. This can be at any time, even if not all of the process route items have been completed. If a circular has been ended, this is displayed in the header data of the process route, along



with the name of the user who ended it.

Assigning Attribute ValuesUseYou can assign attribute values to all elements. You can then use the attribute values to search for elements (see Searching). Attributes provide the user with information on a Records Management document.The following text provides information on the dialog box that is displayed when you assign attribute values for records, documents, record models, and file plans (known collectively as “Records Management documents”). In Customizing, you determine which attributes are assigned to which Records Management documents.

IntegrationThe dialog box for assigning attribute values is displayed when you:

Save a new Records Management document for the first time.

Use to display the attributes for a Records Management document.

Features

Note for the attribute Keyword:

The keyword catalog is a standard function of a document management system. Documents can be assigned to semantic categories by means of keywords. A uniform assignment of keywords ensures that documents are found quicker and easier.For detailed information about the procedure, see Assigning Keywords.

Note for the attributes Record Number and Unique Name

You can generate the record number of a record or the unique ID of a document. The system generates the unique ID from the elements that you defined in Customizing in the generation rule. The generation rule determines the schema that the record number is based on. The procedure is described in Generating Record Numbers.

Note for the attribute File Plan Position

Choose the input help for the field File Plan Item. The dialog box Select Plan Element is displayed.

Select a file plan and choose .

The dialog box for searching for file plans is displayed. Perform a search, and select a file plan from the hit list.

to which you want to assign the Records Management document, and then choose .

The description of the file plan position is entered as a value in the input field.

By choosing or you can add or remove file plan items.



If you choose , you can check whether the specified attributes are correct. In addition, the function Print is available.

In the change mode of the record browser, choose Document Attributes.

The system displays the dialog box Create Attributes.

For the Keyword attribute, select the input help.

The system displays the dialog boxAssign Keywords.

Click the arrow on the left-hand side to select a keyword catalog in the dropdown box.

You can select the flag Superordinate Keywords to additionally include all superordinate keywords.

Double-click the relevant keyword to include it in the box Selected Keywords. You can include multiple keywords in this box.

Depending on the catalog properties, keywords can be edited and new keywords can be added.

Choose . All keywords are assigned to the selected document in the record browser.

To add keywords, choose . To delete keywords, choose .

Generating Record Numbers and Document Numbers

In change mode, or when you create records or documents, choose Attributes.

The system displays the dialog box Display Attributes.

Choose the input help for Unique ID.

The dialog box for selecting a generation rule is displayed.

Select a rule and choose .

If the type of the rule element does not require you to enter values, the record number is generated automatically. To complete the generation process, choose .

If you have to enter values, the dialog box Entry for Generation Rule is displayed.



Use the input help to select the corresponding values.

If you select Default, this value cannot be changed when record numbers are regenerated. You do not need to make an entry since the value has already been specified.

Depending on the specified generation rule, various dialog boxes are displayed for entering values.

In the dialog box Display Attributes, there are two functions that you can select in the field Unique ID:

Use Current Default: When the record number is assigned, the specified default value is used. This means that the unique ID is generated automatically.

New Default: You can change the specified default.

To activate these functions, choose or .

SearchingUseThe Find activity is offered for all element types. The search interface is the same whether you are searching for records, documents, notes, record models, or file plans. This search interface is described below. For a description of the Find activity for all other elements, see Activities for Element Types and Elements.

Activities

In the area Role-Based View, position the cursor on an element type of the type records, documents, notes, record models, or file plans. In the context menu, choose the activity Search, or choose . The search is based on the selected element type.

A dialog box is displayed. in which you can restrict your search by entering attribute values. The hit list then only contains elements that have these attribute values. If you do not enter an attribute value, the system searches for all elements that belong to the element type.

To search using attribute values, proceed as follows:

Various attribute values such as Short Description, Language, Record Number, Keyword, and Time Changed are available. Enter your attribute values, or use the input help to select the attribute values. You can also use the wild card (*) selection.

For some attribute values you can make a multiple selection. A dialog box is displayed where you can select values and intervals.

Choose Start Search.

The search result is displayed in the lower window.



Make your selection and choose . The selected element is displayed in the organizer and is added to the history.

Special Functions

Keyword catalog

Provided that a keyword catalog was created in Customizing, the attribute Keyword is available. Choose the input help for the keyword. The keyword catalog is displayed. In the keyword catalog, select one or more keywords. If you select a keyword in a lower hierarchy level, all the keywords above this word in the hierarchy are also selected. To use the key words for the search, choose .For more information, see Searching by Keywords.

Saving Search Variants

If you plan to search regularly by using the same entries, you can save the search variants by using . The search query is saved personally. This means that only you have access to the search variants. You can save any number of search queries. You can select the search variants that you saved by choosing Select Search Variant.

Access to old versions

You can use the field Only Current Versions to determine whether old versions of the elements are also included in the hit list, or only the current versions. The checkbox is selected in the standard setting. If you deselect the checkbox, all versions are listed in the hit list. The version number of the element is displayed in the Versioncolumn.

Searching by Keywords

Start...

In the Organizer, start the search query for records or documents.

The system displays the dialog box for the search.

In the Keyword field, select the input help.

A dialog box is displayed.

In the group box Keyword Catalog, use the selection list on the top left-hand side to select a keyword catalog.

The selected keyword catalog is displayed in the group box Keywords.

If you selected Permitted Terms from the selection list on the top right-hand side, the keywords that you can use for the search are displayed. If you selected Non-Permitted Terms, the keywords that you cannot use are displayed. The default setting is that the permitted terms are displayed.



In the keyword catalog, select the keyword that you want to use for the search by double-clicking it.

The keyword is copied to the group box Selected Keywords.

If you want to use the keywords of the superordinate node for the search as well, select Superordinate Keywords.

Repeat step 4 for all keywords that you want to use for the search.

In the group box Selected Keywords, select the keywords that you want to use for the search and choose .

The selected keywords are included in the attribute search.

Choose Start Search.

The hit list is displayed.

Activities for Element Types and ElementsTo access the list of activities for an element type or an element, place the cursor on the relevant node and choose

Activities, or open the context menu. The activities in the list depend on which element type or element the cursor is currently positioned. For a description of the activities for records, documents, record models, file plans, and circulars, see the relevant section about the editing tools. (The activities in the context menu match the activities in the toolbar.) The following provides you with information about the context menu activities for all other standard element types and elements.

Activities for Element Types

The activities for element types are used for checking new elements into Records Management, or searching for elements that have already been checked in.In the Records Organizer standard setting, the element types are displayed in the Role-based View area, in the second level of the overview tree, under the node of the corresponding Type. You can also include element types in your Favorites list. After one of the listed activities has been executed, the element is displayed in the Historyarea.In the Records Browser, the element types are each assigned to a model node in the overview tree of the record. After one of the listed activities has been executed, the element is moved to the position of the model node. The model node symbol ( ) changes to the symbol of the element.

The Information activity is offered for all element types. For this reason it is described here centrally. (The information contains primarily technical specifications, and is intended for the Records Management administrator.)

A dialog box is displayed that contains the following:

ID and name of the element type

Technical Information: The complete Persistent Object ID (POID) of the element type in XML format, and the POID Directory ID of the element type.



Activities for Elements

In the Records Organizer, the inserted elements appear in the History area. You can include elements in your Favorites list. Depending on your role, elements can also be inserted in the Role-Based View area.The inserted elements appear in the overview tree of the record in the Records Browser.

The activity Information is offered for all elements. For this reason it is described here centrally. (The information contains primarily technical specifications, and is intended for the Records Management administrator.)

A dialog box is displayed that contains the following:

Element Type: ID and name of the element type to which the element belongs, and the ID and name of the corresponding service provider.

General Service Provider Information: Attributes and attribute values of the element.

Specific Service Provider Information: Technical attributes and attribute values of the element.

Technical Information: The complete Persistent Object ID (POID) of the element in XML format, and the POID Directory ID of the element.

ArchiveLink DocumentsActivities for Element Types

Find

You use this activity to search for a document that has already been linked to a business object using ArchiveLink, and that is already stored in a storage system.

The Document Finder is displayed.

Use the input help to select a document area, and use the search parameters to restrict your search. Depending on the Customizing settings, some fields may already contain values.

The hit list is displayed. The documents are ordered in a hierarchy according to document type.

Position the cursor on a document and choose (export to file).

The document is inserted in the record.

Create

You create a new document in Records Management, and link it to a business object. You can create a Microsoft Word, PowerPoint, or Excel document.Proceed as follows:



Choose Application in the right-hand screen area.

A list of Office applications is displayed.

Select an application.

The Editor is displayed, in which you can create the document.

Save your data.

The subsequent procedure depends on your starting point for creating the document (from a record or from the Records Organizer), and the element type Customizing.If you are creating the document starting from a record:If no document type has been entered for the current element type in Customizing, a dialog box is displayed for you to select a document type.If no business object type has been specified for the current element type in Customizing, the standard setting links the document to an instance of the business object type Record. This business object instance is the current record. The document is stored using ArchiveLink and is entered in Records Management.

Prerequisite: You have already made the ArchiveLink Customizing settings for the business object type Record and the selected document type. For more information, see the SAP ArchiveLink documentation in the section Basic Customizing.

If you are creating the document starting from the Records Organizer:If no document type has been entered for the current element type in Customizing, a dialog box is displayed for you to select a document type.If no business object type has been specified for the current element type in Customizing, the standard setting links the document to an instance of the business object type Record. You first need to identify this business object, because the document does not yet belong to a record. In the dialog box that is displayed, enter the Document Class of the record, and the Record ID. These are the key fields of a record. The values for these fields are in the information about a record. Place the cursor on the top node in a record, right click to display the context menu, and choose Information. The ID of the record is displayed as the value Document ID.

Load Local File

The file selection box for your hard drive is displayed. Select a document. From here, proceed as from step 4 of the activity Create.

Create Using Scan Program

This activity is independent of the settings in Customizing for ArchiveLink (SAP Reference IMG: Basis Services ArchiveLink Front End Communication Customizing). You can determine that you branch directly to the scan program and select a document there. The document is then stored using ArchiveLink and is entered in Records Management. For more information, see the ArchiveLink documentation in the section Customizing Front End Communication.


Display



The document is displayed in the right-hand screen area. The viewer in which the document is displayed depends on the Customizing settings for the document format. The ECL viewer is used for many formats. For information about how this viewer works, see the SAP Library under SAP R/3 Enterprise Application Components Cross-Application Components Document Management Viewer for Displaying Original Application Files.

Display Using the ArchiveLink Document Viewer

The document is displayed in the Document Viewer in a new session.

Business ObjectsActivities for Element Types

Find

A dialog box is displayed. The dialog box is predefined by the business object type selected for the element type in Customizing.Enter the unique key for a business object instance. If you do not know the unique key, you can use to use a search template (this function is not available for all business object types).

To enable smooth running of the Find activity, the method Existence check must be correctly implemented for the business object type of the respective business object instance.

Create

Creates a new business object instance. The input template for this business object instance is displayed.The business object instance refers to the business object type that you selected for the element type in Customizing. The business object instance is created in the application system specified for the element type in Customizing.

The activity Create is only available if the method for the business object type has been activated for the element type in Customizing (see Service Provider for Business Objects).


Display, Change

Calls the appropriate method for the business object type. The screen of the business object instance is displayed.

Delete

Calls the Delete method for the business object type. Caution: A business object instance only ever has one version. This means you are deleting the entire business object instance.



The activities Display, Change, and Delete are only available if the appropriate methods have been activated in Customizing (see above).

HCM InfotypesActivities for Element Types

Search

A dialog box is displayed. The dialog box is split into three areas. These are described below. Confirm each of your entries by choosing Enter. Employees area. Enter the personnel number of the employee for whom you are creating the personnel

Confirm using . The personnel number and name are copied to the dialog box.

If you entered the personnel number as the value of the attribute Personnel Number, this number is displayed by the system in the field Personnel Number.

Validity area: Choose one of the two variants:

At the time of displaying, the current content of the infotype is always displayed.

Instead of the current content of the infotype, the content related to a key date of your choice is shown.

Area Infotype/Subtype: Open the input help and select a new infotype. Some infotypes have subtypes.If this is the case, you must also select a subtype. Example: The infotype Address has the subtypes Permanent address and Temporary address. The number of the infotype/subtype is then copied into the dialog box. If you have selected an infotype that has no subtypes, the subtype field remains empty.

Sometimes the infotype is already predetermined in the underlying record model. If this is the case, the field already contains a value.


Display

The screen of the infotype/subtype is displayed. To navigate back to the record, choose .

Workflows




Create

Starts the workflow underlying the element type, thus creating an instance of this workflow. When the workflow is started, a number (ID) is generated for the workflow instance. This is inserted into Records Management as an element. Depending on the workflow, a dialog box is displayed for you to enter the input parameters of the workflow.

Find

A dialog box is displayed for restricting the search. You can enter the following values to restrict the search for workflow instances:

Creation After/Creation Before

Enter a date for each of these values. The interval between the two dates refers to the date the workflow instance was created. Only workflow instances created between these two dates will be included in the hit list. The default value is always the current date.

Status

Use the input help to select a status. Only workflow instances in this status will be included in the hit list.

Agents

Enter the user name of an agent. Only the workflow instances that are currently being edited by the person specified will be included in the hit list.

If you do not make any entries, the system searches for all workflow instances of the element type.


Display

The workflow log is displayed for the workflow instance.

Work Items


Search

A dialog box is displayed. Here you can select criteria for searching for work items by using the input help. The search result is displayed in a hit list. Select a work item and choose .

Information

The Information screen is displayed. This screen displays general information such as the element type ID and the element name, and technical information.


Display



A new screen is displayed where the work item is displayed.

Display in new session

The screen where the work item is displayed is opened in a new session.

Log Information

The Workflow Log screen is displayed.

Execute

A new screen is displayed where you can process the work item.

Information

The Information screen is displayed. This screen displays general information such as the element type ID and the element name, and technical information.

Forward

The Select Processor dialog box is displayed. Use the input help to select the user and then choose .

Work items that require deadline action cannot be forwarded.

Transactions


Find

A dialog box is displayed. Enter the transaction code for the transaction that you want to include in the record, and confirm it. The transaction is displayed. To navigate back to the record, choose .


Display

You go to the selected transaction.

Reports Activities for Element Types

Find

A dialog box is displayed. Enter the name and, if applicable, the variant of the report that you want to insert into



Records Management (the latter is optional). The screen output of the report is displayed. To navigate back to the record, choose


Display

The report is executed. The screen output of the report is displayed.


Find

Search for a URL that has already been checked into Records Management. A dialog box is displayed. As a search parameter, enter either the URL, or a description of the URL. A dialog box is displayed containing the hit list. You can double click to copy the element to your History.

Create

You create a new URL as an element in Records Management. A dialog box is displayed. Enter the address of an Internet/Intranet page (URL) that you want to integrate, and a description for the URL.


Display

The Internet/Intranet page is displayed in the right screen area.

Change

A dialog box is displayed in which you can change the URL and/or the description.

Delete

The element for the URL is deleted from Records Management.

Notes


Create

The note editor is displayed in the right screen area.

Enter the note.

Save your entries using .



Find

A dialog box is displayed for restricting the search. For a description of the dialog box, see Searching.

Because you cannot enter any attribute values for notes, you can only search using the attributes that have values allocated by the system (Created By, Last Changed By, and so on).


Display

The note is displayed in the right screen area, You cannot change it.

Change

The note is displayed in the right screen area, and you can edit it.

Delete

All versions of the note are deleted.

Other Functions Transport Entry

A dialog box is displayed. Use the input help to select a transport request.

This function is only possible if the content model underlying the element type of this note is transportable.

Administration Data of Paper Documents


Create

A dialog box is displayed in which you can enter the attribute values for a paper document. These attribute values should include a note regarding the storage location of the paper document. For a description of the dialog box, see Assigning Attribute Values.In this way, you can electronically manage documents that do not yet exist in electronic format, and therefore group together documents that are thematically linked, independently of the media in which they exist.

Search

A dialog box is displayed for restricting the search. For a description of the dialog box, see Searching.




Display

A dialog box is displayed containing the attribute values of the paper document.

Change

A dialog box is displayed containing the attribute values of the paper document. You can change the maintainable attributes (see Assigning Attribute Values).

Convert Electronically

In the history, choose Convert Electronicallyin the context menu of the paper document. The file selection window for your hard drive is displayed. Upload your document. The paper document can now be edited in the document display. The selection Convert Electronically appears in the context menu only for paper documents without digital content.

Delete

Deletes the attribute values of the paper document.

Display in the E nterprise PortalUseYou can integrate the functions for retrieving and maintaining records and documents from Records Management into the Enterprise Portal. Alternatively, if you do not want to use the Enterprise Portal, you can access these functions directly by means of the browser.

Prereq uisitesYou have made the Customizing settings for the Web display (see Web Display).

ActivitiesWhen the iView is started, it displays a search interface that you can use to retrieve records and documents. If the Enterprise Portal is not used, you have to enter the URL specified by the system administrator in your browser (by linking to the intranet, for example).Choose Search. A list of records or documents is displayed that match the specified search criteria. You can select a document or a record in the list and display it.When you display a record, a document, or a record component, a new dialog opens that displays the selected

element. To go back, choose .

C ustomiz ing You make the Customizing settings in the Implementation Guide (IMG). In the IMG, choose: SAP Web Application Server Basis Services Records Management. For more information on executing the activities, see the online documentation in the IMG.This documentation contains important background information that you need for Customizing.The IMG is divided into the following structure nodes:

Basic Customizing

The central basic Customizing for Records Managements involves setting up element types in the registry maintenance. Creating element types requires knowledge of the service providers supplied by SAP and



their connection parameters, because you need to assign values to the connection parameters when you create element types. For more information, see Standard Service Providers Supplied and read the sections on the individual service providers.

Customizing for record models, records, and documents

Record models, records, and documents are created in Records Management. For these elements you have to determine the storage strategy and perform the relevant Customizing. For more information, see Back End of the Generic Service Provider.

To create records you have to create at least one record model. For more information, see Creating a Record Model.

All other IMG activities refer to services that you can use. For more information, see Setting Up the Keyword Catalog and Creating and Displaying Generation Rules.

Customizing for the Records Organizer

The IMG activities are not mandatory. We do, however, recommend that you set up role-based views.

Customizing for the circular

This is only relevant if you want to implement the circular. A circular is an electronic folder that contains selected elements of a record and is sent for circulation. Users select the elements when they create the circular. The user then uses the process route to determine which employees will receive the circular and which activities they will perform.

Customizing for the process route

This is only relevant if you want to implement the process route. The process route is an ad-hoc workflow that can be created from a record and that defines a circulation route for elements in the record. Each person who receives record elements as part of the process route has to execute a specified activity.

Since the process route is based on the business workflow, you also have to perform the basic workflow Customizing for the IMG activities. For more information, see Workflow Customizing for the Process Route.

Customizing for attributes

This is only relevant if you have implemented your own service provider or if you have added attributes to the default service providers.

Customizing for status management

This is only relevant if you want to implement status management.

If you want to use Web display, you need to make some additional settings. For more information, see Web Display Customizing.



Standard Service Providers SuppliedSAP supplies standard service providers, which can be split into three groups: Service providers whose elements are created within Records Management They are therefore all based on

the same back end; the generic service provider. The service providers in this category are:

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 documents

Service provider for file plans

Service providers whose elements are integrated from other SAP application systems, external systems, or the Internet. The service providers in this category are:

Service provider for business objects

Service provider for ArchiveLink documents

Service provider for transactions

Service provider for reports

Service provider for HCM infotypes

Service provider for URLs

Service providers whose elements support processes in record processing. The service providers in this category are:

Service Provider for Circulars

Service provider for business workflows

Service provider for work items

Service Provider ParametersService providers must have particular parameters before they can be registered in the Records Management Framework. These parameters belong to the implementation of a service provider. All service providers have the parameter groups described below. The parameter values of the service providers are documented in the subsequent sections.



SP POID Parameters

(SP stands for service provider, POID stands for Persistent Object ID. The SP POID parameters, the element type ID, and the RMS ID together identify an individual element. The SP POID parameters are automatically assigned values when an element is created.

Connection Parameters

The connection parameters limit the amount of elements of a service provider. They determine which element types can be created. Before you can create an element type, the connection parameters of the service provider must have values. To do this, you need to know which values are possible for the connection parameters of each service provider. This background information is provided in the individual sections on each service provider.

Context Parameters

Context parameters enable transfer of information from one service provider to another. Not all service providers publish context parameters. Assigning values for context parameters is optional, and is not carried out when creating element types. Values for the context parameters are either assigned automatically by the program, or are entered by the user in the Records Modeler when creating a record model.In the Records Modeler, context parameters are automatically displayed for which you can enter values, if an element type that you have assigned to the model node belongs to a service provider that has published context parameters. The system automatically writes the context parameters in the attribute list for this model node. Context parameters that can have more than one value are listed ten times as a standard setting. For more information, see Editing Tool for Record Models: The Records Modeler.

Back End of the Generic Service ProviderThe following service providers are all based on the back end of the generic service provider: Service provider for records Service provider for record models Service provider for documents Service provider for notes Service provider for document templates Service provider for administration data of paper documents Service provider for file plans

The elements of these service providers are all created within Records Management. The service providers differ in the visualization of the elements but they are all based on the same back end. For each element type you can decide which storage strategy to use for the elements (see below).

Connection ParametersYou need to assign values to connection parameters in registry maintenance when creating element types. The service providers listed above have all the connection parameters that are documented in the following section. Additionally, some have other connection parameters. These are described in the sections for each service provider.

DOCUMENT_CLASS

You give this parameter a value only if you choose to use the Knowledge Provider (BC-SRV-KPR) (KPro) to store your documents. KPro is the SAP generic document infrastructure. For more information, see Using the Knowledge Provider for Storage.If you do not want to use Knowledge Provider, ignore this parameter; instead, give the DOC_PROVIDER_SPACE parameter a value.



DOC_PROVIDER_SPACE

You give this parameter a value only if you choose a document storage system other than Knowledge Provider. You can, for example, use WebDAV (Web-Based Distributed Authoring and Versioning) to store documents on the portal server. For more information, see Using WebDAV for Storage.

GENSP_QUERY_EXT

This parameter refers to the display by means of Business Server Pages (BSPs). Only fill it with a value if you use this display option. As the value, enter the name of a class that configures the search attributes. For more information, see SAP Service Marketplace at service.sap.com/recordsmanagement Media Center.

TEMPLATE_PROPERTY_PRINT

This parameter is only relevant in the service provider for documents (see Service Provider for Documents) and in the service provider for notes (see Service Provider for Notes).

Context ParametersYou do not enter values for the context parameters in registry maintenance; instead, these are optional and are entered when creating record models. The service providers listed above, which are based on the generic service provider, all have the context parameter DOC_PROPERTIES. This parameter is, however, not relevant for Customizing. Additionally, some of the service providers have other context parameters. These are described in the sections for each service provider.

SP POID ParametersThe service providers listed above, which are based on the generic service provider, all have the following SP POID parameters, which uniquely identify an element:

Document ID

KPro storage option: The document ID is composed of the name of the document class (name of the content model) and the object ID (GUID) for the logical information object. (For information about content models, see Standard Content Models for Records Management.)WebDAV storage option: URL of the document

Version

Number of the content versionA document can be subject to frequent changes in content. In KPro, a new version is created each time the content is changed. The versions are numbered consecutively. You can always access the current version by entering 0.The back end of the generic service provider supports its own version concept, which is overridden by user setting versions. The user has two options when saving: Save

The current version is overwritten with the current state.

Save as new version

A new version is created from the current state, which is available on a long-term basis. To view old versions, deactivate the Only Current Results indicator in the search dialog box.

Variant

Number of the variantIn addition to different content versions, a document can also exist in different languages or different formats.



These non-content-related versions are called variants. There is no structured amount of variants. As with versions, variants are numbered consecutively. You can always access the current variant by entering 0. Records Management currently only supports one variant for each version.

Using the Knowledge Provider for StorageYou can use the Knowledge Provider (KPro) to store elements that are based on the back end of the generic. The KPro enables versions to be created and attributes to be assigned for elements. The storage location can be a content server or the SAP database.

Assigning a Value to the Connection Parameter DOCUMENT_CLASS

As this value, enter the name of the logical information object class (LOIO class) of a content model. A content model is a definition for documents with a common structure. In the content model, the attributes and the storage location are determined. For more information about content models, see Standard Content Models for Records Management.

Standard Content Models for Records Management Structure of a Content ModelA content model is a definition for documents with a common structure. You characterize a content model by assigning values to particular attributes when storing individual documents. The documents can be stored either in the SAP database, or in external storage systems. For more information on content models, see the Document Modeling Workbench documentation.A content model consists of the following parts: A logical information object class (LOIO class)

Determines the properties (including the attributes) of the logical information object.

A logical information object (LOIO) does not have any content, but it groups together all physical information objects (see below) of a document. The LOIO represents the whole document and is identified by an ID generated by the system.

A physical information object class (PHIO class)

Determines the properties (including the attributes) of the physical information object.

A physical information object (PHIO) is an information object with content. More than one PHIO can be related to a logical information object. PHIOs represent the versions and variants of a document.

A connection area

Determines possible relations.

Associated relation classes

Determine the semantics of possible relations.

Associated information object attributes (IO attributes)



Attributes that can be used for both the LOIO and the PHIO classes.

Attributes of an LOIO class (in short: LOIO attributes) apply to the whole document. For each LOIO attribute there is only one LOIO attribute value. If an LOIO attribute value is changed by the user in one version of the document, the value is also changed in all previous versions of the document.

Attributes of a PHIO class (in short: PHIO attributes) are saved for each PHIO. If a PHIO attribute value is changed by the user in one version of the document, the value is also changed in all previous versions of the document.

All classes are virtual as well as real classes. The virtual classes are identified by a V on the end of the name. The virtual class is a template class that can transfer properties to other virtual classes and to real classes.When creating element types, the name of the LOIO class must be entered as a value for the connection parameter DOCUMENT_CLASS.

Content Models SuppliedSAP supplies standard content models for elements that are based on the back end of the generic service provider. You can either use these content models unchanged, or create your own content models. For more information on creating your own content models, see Creating and Editing a New Content Model.The table below provides an overview of the content models for Records Management that are supplied by SAP. You can view the standard content models in the Document Modeling Workbench (see Displaying Standard Content Models for Records Management).

Key:

M: Client-specific T: Elements based on this content model are transportable (content models themselves are transportable). DOMEA records/DOMEA documents: Contain attributes required by DOMEA. (The DOMEA concept is a

German standard for the paper-free processing of electronic records in public authorities.) Demo records/Demo documents: Supplied by SAP as examples. Do not change these.

Note:

There are no specific content models for notes or for administration data of paper documents, because you can use the same content model as normal documents for notes and administration data.

Content ModelName

Contents M T LOIO class name

Name of virtual LOIO class from which properties are

inherited

PHIO class name

Name of virtual PHIO class from which properties are inherited

SRM_REC00 Records + - SRM_REC00 SRM_RECORDS_V SRM_RECP00 SRM_RECORDS_PH_V

SRM_REC01 Demo records

- + SRM_REC01 SRM_DEMO_RECORDS_V SRM_RECP01 SRM_DEMO_RECORDS_PH_V

SRM_RCD08 DOMEA records

+ - SRM_RCD08 SRM_RECORD_DOM_V SRM_RCDP08 SRM_RECORD_PH_V

SRM_RCP06 Personnel records

+ - SRM_RCP06 SRM_P_RECORD_V SRM_RCPP06 SRM_P_RECORD_PH_V

SRM_DOC04 Documents + - SRM_DOC04 SRM_DOCUMENTS_V SRM_DOCP04 SRM_DOCUMENTS_PH_V

SRM_DOC05 Demo documents

- + SRM_DOC05 SRM_DEMO_DOCUMENTS_V SRM_DOCP05 SRM_DEMO_DOCUMENTS_PH_V

SRM_DCD09 DOMEA documents

+ - SRM_DCD09 SRM_DOCUMENTS_DOM_V SRM_DCDP09 SRM_DOCUMENTS_DOM_PH_V

SRM_MOD02 Record Models

- + SRM_MOD02 SRM_MODEL_V SRM_MODP02 SRM_MODEL_PH_V.

SRM_FPL03 File Plans - + SRM_FPL03 SRM_FILEPLAN_V SRM_FPLP03 SRM_FILEPLAN_PH_V



Displaying Standard Content Models for Records Management

UseYou display the standard content models for Records Management when you require detailed information. This is particularly useful for finding out about the attributes assigned using a content model.

ProcedureContent models are displayed in the Document Modeling Workbench (DMWB). To navigate to the DMWB, call transaction DMWB. For more information, see Document Modeling Workbench.The default setting is a screen displaying the document spaces.All client-specific standard content models for Records Management are in the document area SRM. All standard content models for Records Management that are not client-specific are in the document area SRMU. All virtual classes, for both client-specific and non-client-specific content models, are in the document area SRM.To view a standard content model for Records Management, proceed as follows:

On the left-hand side of the screen, expand the node SRM/SRMU in the column Entity name.

Expand the node LOIO classes.

Expand the nodes of the virtual classes until you reach the relevant real class (not in the document area SRMU).

The real LOIO class is displayed (the name is the name of the SAP content model).

By double clicking a name you reach the detailed information of the LOIO class, including the name of the assigned PHIO class (tab page Free attributes: Value of attribute SRM_PHIOCLASS).

To view the attributes of the content model, open the assigned PHIO class. Proceed as follows:

Expand the node PHIO Classes.

Expand the nodes of the virtual classes until you reach the relevant real class (not in the document area SRMU).

The real PHIO class is displayed.

If you double-click the name, the detailed information of the content model is displayed in the right-hand screen area. On the tab page Instance Attributes, all the application attributes are displayed that can be assigned values when creating individual information objects.

The attributes that are selected in the Mandatory column must have values assigned.

All attributes written in blue have been inherited by the PHIO class from the virtual classes.



All attributes written in black have been specifically created in this PHIO class.

If you double-click an attribute, a screen is displayed with more detailed information on the attribute, including the short text.

Creating and Editing a New Content Model

Creating a Content ModelSAP provides a wizard for creating new content models. To access this wizard, navigate to the IMG and choose SAP Web Application Server Basis Services Records Management Customizing for Record Models, Records, and Documents Create Content Model (transaction SRMCMCREATE). You need to use the wizard once for every content model created.

Prerequisites

The following steps are prerequisites for creating a content model:

Understand the concept of inheriting from content models

For every standard service provider that is based on the generic service provider, SAP supplies at least one content model (see Content Models for Records Management). In the wizard for creating content models, these content models are used as templates.When you create a content model, you have to enter a name prefix and select an SAP-supplied content model as a template. The name prefix must be in the customer namespace. If you enter a prefix that is not yet allocated, the system creates the following objects when the wizard is run: A content model template that is exactly the same as the selected SAP content model, but which can be

changed. Changes to the customer content model template affect all inheriting content models. A content model that inherits from the customer content model template. For technical reasons, this content

model is also based on an additional content model template. If you modify the content model, you must always change the corresponding template.

If you enter a name prefix that has already been allocated, the system only creates one content model (and corresponding template). This inherits from the customer content model template that already exists with this prefix.The following graphic shows an example of an inheritance tree for content models. This illustrates the relationship between an SAP standard content model, customer content model templates, and content models.



Determine package and transport request

In the wizard for creating content models, you need to specify development packages. Therefore, a package and a workbench transport request must already exist. If you are creating the content model on the target host, the package and the request can be local – otherwise the package must be transportable, and the request must have a corresponding target.

Using the wizard

Call the IMG activity Create Content Model. The wizard is displayed, and contains the following steps:

Model description

Enter the following data: Description text for the content model Package for development objects Transport request Name prefix for development objects (must always begin with “Z” in the customer system) Prefix for the descriptions of the created tables.

SAP content model template

Select one of the standard content models supplied by SAP.

Metadata storage (optional)

A database table record is required for storing administration data (or “metadata”). You normally need to create a table record for each content model. It is, however, also possible for two content models derived from the same template to share a table record. This is useful if the individual content models only contain a small amount of data. The wizard therefore offers the option of using storage tables from an existing record.



Content storage

The content (not the metadata) of documents needs to be stored separately. This can be realized using normal database tables (in the simplest case), or an HTTP content server.When storing content in an R/3 database, the wizard performs the storage of the necessary tables and administration information. If you are using a content server, more detailed configuration is required, which the wizard cannot perform. The content server needs to be set up by an expert. The wizard only prepares the content model for connection to a server of this type.

End

The content model is created.The dialog box that is displayed after the content model has been completed contains the name of the logical document class (LOIO class) created by the wizard. This name is also used internally as the name of the content model. When creating the element type for the content model, you need to enter this name as a value for the parameter DOCUMENT_CLASS. You also have to create an element type in the system for each content model. You can use one content model for one or more element types. If you use one content model for more than one element type, the element type then becomes merely a subdivision of documents that are otherwise stored in the same way and in the same tables. To optimize performance, we recommend that you create your own content model for each element type.

Maintaining Attributes of a Content ModelCall the IMG activity Create or Change Content Model Attributes. The Document Modeling Workbench is displayed (transaction DMWB).You can maintain attributes for the customer content model, which inherits directly from an SAP content model. In this case, the changes are also valid for all content models below this one in the hierarchy. You can also only maintain the attributes for individual content models. For technical reasons, you must maintain the attributes in the template directly above the model, and not in the content model itself.For a step-by-step guide to maintaining the attributes, see the online documentation for the IMG activity.

Using WebDAV for StorageYou can use the WebDAV protocol to store the elements that are based on the back end of the generic service provider on the SAP portal server (as of version 5, Support Package 4). (Exceptions: Record models and document templates cannot be stored by using the WebDAV protocol.)

Registering a New Service Provider

To store elements by using WebDAV, you have to create a new service provider for the standard service provider. The new service provider must contain all the classes that the standard service provider contains. In addition, you have to register the class CL_SRM_GENERIC_SP2. You create the element types within the new service provider.

Assigning a Value to the Connection Parameter DOC_PROVIDER_SPACE

For the value of the parameter DOC_PROVIDER_SPACE, enter an element type service provider SGDMA_GSP_WEBDAV in the area S_AREA_GDMA. (Element types of service providers in the area S_AREA_GDMA are called document provider spaces.) You must have already created the document provider space.Creating a Document Provider Space for the Service Provider SGDMA_GSP_WEBDAV

In the registry maintenance, switch to the area S_AREA_GDMA.

Note that if you opened the registry in Customizing mode, you have to restart the transaction to select a new area.



Place the cursor on the service provider SGDMA_GSP_WEBDAV and choose Create Element Typein the context menu.

Enter values for the connection parameters BASE_URL, BASE_URL_PART2 and BASE_URL_PART3.

As the value, enter a URL that points to a folder on the WebDAV server. Since a value of a connection parameter must have a maximum of 128 characters, you can split the URL into three connection parameter values, if necessary.

Enter a value for the connection parameter LOG_FILE.

Assign a file name for storing the log. The WebDAV commands are logged. The log can only be written if you enter a file name.

Assigning Attributes to the Elements

You can assign attributes to the elements. To do so, use the IMG activity WebDAV Storage: Determine Attributes and Their Properties. In this activity you determine for each document provider space of the service provider SGDMA_GSP_WEBDAV which attributes apply to the documents, and which properties these attributes have. If you do not maintain the table, the system uses the default entries (document provider space SGDMA_DEFAULT_DPS_WEBDAV with default attributes).

Service Provider for Record ModelsThe service provider for record models provides all activities relevant to record models in the Records Modeler.

Do not use the WebDAV to store record models; instead you must use the Knowledge Provider.

Connection ParametersSee Back End of the Generic Service Provider.

Context ParametersSee Back End of the Generic Service Provider. Additional context parameter:

RELATION_ID

Not relevant for Customizing.

Service Provider for RecordsThe service provider for records provides all activities relevant to records in the Records Browser. In the service provider concept, the record is an element like any other element. For this reason it is possible that the record contains elements but at the same time can be included as an element in another record. Records can therefore be nested at any level.

Connection ParametersSee Back End of the Generic Service Provider. Additional connection parameters:



MODEL_ID

Enter the document ID of a record model. This determines that all records with this element type are based on this record model. The connection parameter MODEL_ID is obligatory and can have multiple values assigned to it. If you enter more than one record model, these are displayed in a dialog box for selection when the user creates a record.You can use the input help for entering the document ID of the record model. (A document ID consists of the name of the LOIO class of the content model and of the object ID in the form of a GUID. You can call up this Information in the activity Information on the record model.) The selection dialog box lists all the record models created in the service provider for record models. After a record model has been selected, the system enters the document ID automatically as a value for the connection parameter MODEL_ID.Note that the service provider of the specified record model must be entered in the service provider for records as a template service provider. The default setting is that the default service provider for record models (SRM_SP_MODEL) is entered as the template service provider. If you use a different service provider for your record models, you enter this as a template service provider. You make this entry in the service provider for records on the tab page Properties.

STATE_PROFILE_ID

As the value, assign the name of a status profile that you created in the IMG activity Define Status Profile. If the user then creates a record of this element type, he or she can maintain the attribute Status in the dialog box for attribute maintenance. For more information, see the online documentation in the IMG for customizing status management.

TEMPLATE_REC_PRINT

This parameter refers to the print functions of the record. When a record is printed, the structure of the record, and all printable documents including their attributes are printed, too. Enter the name of Smart Form. This form is used for printing the record. If you do not enter a name, the system uses the default form SRM_RECORD_PRINT_FORMULAR.If you want to create your own form, we recommend that you copy the default form and make changes to the copy as you require. Note that the interface must be the same as the interface of the default form.

Context Parameters

CURRENT_ACTIVITY

Not relevant for Customizing.

MODEL_ID

The context parameter MODEL_ID is related to the connection parameter of the same name.You can assign values to the context parameter MODEL_ID when creating a record model (this is optional), if you have created a model node to which you have assigned an element type of the service provider for records. It is only useful to assign values to this context parameter if you have entered multiple values for the connection parameter MODEL_ID when creating this element type. By entering values for this parameter in the record model, you establish the following: When users create records using this model node, the records created are always based on the record model that you entered as a value for the context parameter MODEL_ID. Users cannot choose between several different record models.Enter the document ID of a record model. You can only enter the ID of a record model that you have also entered in the connection parameter MODEL_ID of the corresponding element type. The document ID is composed of the document class of the record model (name of the LOIO class of the content model) and the object ID (GUID) of the record model. To find out this information, you can choose the Information activity for the record model.

Service Provider for Documents



The service provider for documents can include documents with various formats in Records Management. Office documents and simple documents in the text-edit-control editor can be edited in Records Management. Other formats can be uploaded and downloaded in a simple manner, and therefore be managed in a record and edited on the local desktop.

Connection ParametersSee Back End of the Generic Service Provider. Additional connection parameters:

CREATE_ONLY_VIA_TEMPLATE

You can use this parameter to stipulate that the user can create documents only by using document templates. If you want to do this, enter the value X. The user then no longer sees the activity Create in the element type but only the activity Create with Template.

TEMPLATE_PROFILE

As the value, assign the name of a template profile that you created in the IMG activity Manage Document Templates. The template profile groups together multiple template documents. You can enter between 0 and n template profiles. If at least one template profile is entered, the user sees in the element type the activity Create with Template. The system then displays a dialog box where all templates of the template profile are listed. The user can select one of these templates.

TEMPLATE_ID

As the value, assign the document ID of a single document that you want to use as a template. You can enter between 0 and n template documents. A document ID is composed of the name of the document class (name of the LOIO class of the content model) and the object ID (GUID). To find out this information, you can choose the Information activity for the template document.Note that we recommend that you use only the parameter TEMPLATE_PROFILE and not the parameter TEMPLATE_ID.

TEMPLATE_SPS_ID

As the value, assign the name of the element type where you created the template documents. You must have created all the templates in an element type. For the templates you can use the service provider for document templates but this is not mandatory.


This parameter refers to the print functions of the record. When a record is printed, the structure of the record, and all printable documents including their attributes are printed, too. You can use the parameter TEMPLATE_PROPERTY_PRINT to set the layout for printing the attributes of a document. Enter the name of a Smart Form. If you do not enter a name, the system uses the default form SRM_DOC_PROP_PRINT_FORMULAR. If you want to create your own form, we recommend that you copy the default form and make changes to the copy as you require. Note that the interface must be the same as the interface of the default form.

To print documents, an external conversion server must be connected to the SAP system by means of RFC. The conversion server must support the XDC interface. Only formats that are supported by the conversion server can be printed. Documents in non-supported formats are not printed. The system does not display an error message in this case.



STATE_PROFILE_ID

As the value, assign the name of a status profile that you created in the IMG activity Define Status Profile. If the user then creates a document of this element type, he or she can maintain the attribute Status in the dialog box for attribute maintenance. For more information, see the online documentation in the IMG for customizing status management.

FUNCTION_GET_FORM_DATA

The parameter refers to the icon Set Form Fields, which is available to the user when processing Word documents. You can use this symbol to enable automatic filling of form fields in the document. A common example is setting dates in the form fields of a document template.The connection parameter FUNCTION_GET_FORM_DATA offers a user exit. As a value, enter the name of a function module that reads the data that is to be set in the form fields.For example, SAP supplies the function module SRM_BDV_GET_FORM_DATA. This is entered as a value for the connection parameter FUNCTION_GET_FORM_DATA in the supplied element type SRM_SPS_DOCUMENT. A function module that you have implemented must have the same interface as this example function module. For more information, see the online documentation for the function module SRM_BDV_GET_FORM_DATA.If you do not enter a value for the connection parameter FUNCTION_GET_FORM_DATA, form fields in a document can be filled using a standard mechanism: In the standard setting, the system reads the data from the attribute values of the record in which the document is integrated. Attribute values are assigned to form fields with the same names. If you want to use this mechanism, when creating form fields ensure that you call these exactly the same names as the record attributes that you want the system to transfer into the document.

Service for MS Word DocumentsEach MS Word document has its own MS Word attributes. You can edit them in MS Word by choosing File Properties. SAP Records Management provides the following service especially for these attributes.

Description of the Service

Users can edit the MS Word attributes in MS Word. The entered values are automatically saved as attribute values for the document within Records Management. Users can then search by the attributes. The attributes are also displayed in the attribute maintenance dialog of the document, but they can only be edited in MS Word.

Required Customizing

Using the Knowledge Provider for Storage

You define the MS Word attributes in a content model for documents. SAP already delivers the MS Word attributes. They are in the Document Modeling Workbench (IMG activity KPro Storage: Create or Change Attributes of a Content Model) in the area SRM under IO Attributes. Their name is as follows: SRM_MS_DOC_<technical name of the attribute>.Users can use the service described above if they are editing a document that is based on a content model to which you have assigned the MS Word attributes.

Using WebDAV for Storage

You define the MS Word attributes in the Customizing table of the IMG activity WebDAV Storage: Determine Attributes and Their Properties for a document provider space. The names of the attributes are fixed. The names of the attributes are in the Document Modeling Workbench (IMG activity KPro Storage: Create or Change Attributes of a Content Model) in the area SRM under IO Attributes. The attribute names are as follows: SRM_MS_DOC_<technical name of the attribute>. Include these attributes in the Customizing table.



Users can use the service described above if they are editing a document that is based on the document provider space to which you have assigned the MS Word attributes.

Service Provider for Document TemplatesThe service provider for document templates corresponds to the service provider for documents except that only document templates are created here.The parameters are the same as for the service provider for documents (see Service Provider for Documents).

Service Provider for NotesThe service provider for notes includes notes in Records Management. Notes are created in the text-edit-control editor and, as opposed to documents, have no attributes that can be maintained.

Connection ParametersSee Back End of the Generic Service Provider.


This parameter refers to the print functions of the record. When a record is printed, the structure of the record, and all printable documents including their attributes are printed, too. You can use the connection parameter TEMPLATE_PROPERTY_PRINT to set the layout for printing the attributes of a note. Enter the name of a Smart Form. If you do not enter a name, the system uses the default form SRM_NOTICE_PROP_PRINT_FORM. If you want to create your own form, we recommend that you copy the default form and make changes to the copy as you require. Note that the interface must be the same as the interface of the default form.

Service Provider for Administration Data of Paper DocumentsThe service provider for administration data of paper documents enables the electronic administration of attributes of paper documents. In this way, you can electronically manage documents that do not yet exist in electronic format, and therefore group together documents that are thematically linked, independently of the media in which they exist. An element of the service provider for paper documents consists only of the dialog box for attribute maintenance. Here you can create a reference to the actual location of the paper document.If you digitalize the paper document at a later point in time, you can use the Convert Electronically activity to check the paper documents into Records Management. The document attributes are retained.The parameters are the same as for the service provider for documents (see Service Provider for Documents).

Service Provider for File PlansThe service provider for file plans is only relevant for the public sector.


See Back End of the Generic Service Provider.

For information about additional connection parameters, see the documentation for the Public Sector Records and Case Management under Enhancements: Service Provider for Record Plans (File Plans).



Service Provider for General SearchThis service provider allows you to perform a cross-element type search for elements of the service providers that are based on the back end of the generic service provider. However, this is only possible if the elements have been stored by using the Knowledge Provider.

The service provider does not have its own elements, only element types. If you choose the activity Search, thedocument finder is displayed (search interface that is also used for ArchiveLink documents). In this hit list you can choose to select a document, which is then added to Records Management.For more information, see the online documentation for the IMG activity Maintain Additional Information for Document Finder Integration.

Connection ParametersDOCUMENTSPACE: Aggregated document area of the document finderBy entering a value here, you limit the selection of the document areas in the document finder to this value. This makes the selection easier for the user. The aggregated document area must contain the document areas that you entered in the IMG activity Maintain Additional Information for ArchiveLink DocFinder Integration each be assigned to an element type. You can perform a general search of these element types.The connection parameter DOCUMENTSPACE is not mandatory. If you do not enter a document area, the user sees all existing document areas for selection in the document finder.

Within a record, the user can choose to include the selected hit in the record. When you create the record model, make sure that in addition to assigning an element type of the service provider for general search to the model node that you also assign the element types that match the hits. This is because an element can only be included in the record if the corresponding element type is defined in the model node.

Service Provider for Business ObjectsThe service provider for business objects can integrate business objects from all SAP application systems into Records Management.Business objects are instances of Business Object Types. Business object types are administrated in the Business Object Repository (BOR). The BOR is the cross-client repository for business object types, and contains their definition and implementation. It identifies and describes the available business object types, and uses a programming interface to provide information about their structure and metadata (key attributes, method names, method parameters, data types of a parameter, and so on). The runtime environment of the BOR, the Business Object Broker, is responsible for both the addressing and for calling the methods. The BOR contains business object types and organizational types (for example company code, sales organization) and more technically oriented object types (such as text, note, work item).Prerequisites for inserting a business object in Records Management: The corresponding business object type has implemented the BOR methods IFSAP~ExistenceCheck and IFSAP~Display.

SP POID Parameters

BOR_OBJECT_ID: Business object ID

BOR_OBJECT_TYPE: Business object type



Connection ParametersYou enter values for the connection parameters in registry maintenance when you create an element type in the service provider for business objects.

BOR_OBJECT_TYPE

Business object type (mandatory)

Enter the full name of a business object type. An element type always relates to exactly one business object type. For an overview of all existing business object types, see the Business Object Browser (transaction SWO3). The business object types are organized by component.

LOGICAL_SYSTEM

Logical system (mandatory)

Enter the full name of the logical system. The logical system identifies the system in which the business objects of the selected business object type are stored. To determine the name, ask your system administrator or create the logical system yourself. For more information, see Creating a Logical System and an RFC Destination.If you want to integrate business objects from the local system, enter the value “NONE” for the connection parameter “Logical system“.

SUBTYPE

Subtype of the business object (optional)

METHOD_BOR_OBJECT_CREATE

Method Create (optional). Enter the full name of the method.

METHOD_BOR_OBJECT_DELETE

Method Delete (optional). Enter the full name of the method.

METHOD_BOR_OBJECT_DISPLAY

Method Display (optional). Enter the full name of the method.

METHOD_BOR_OBJECT_EDIT

Method Edit (optional). Enter the full name of the method.

Prerequisites for the methods:

The selected business object type supports the current method. Note: To view the methods of a business object type, use transaction SWO1.

The methods can be called remotely. To test this in the IMG activity Create or Change Element Types, choose Check in the context menu for the service provider for business objects.

The methods do not have any mandatory parameters.



The methods are synchronous.

If the business object type does not support one of the methods specified above, but you need one of these methods, you have the following options:

Use one of the two user exits (see the connection parameters FUNCT_PUBLISH_CUSTOM and FUNCT_EXECUTE_CUSTOM below)

Enhance the business object type.

Write a new business object type.

Implement a new service provider for the business object, which supports the actual methods.

FUNCT_PUBLISH_CUSTOM

Function module for publishing activities (optional)Implementing this function module provides a user exit that you can use if you want to enhance the standard activities, or add your own new activities. Enter the name of a function module. For an example implementation, see the function module MY_PUBLISH_CUSTOM_TEST.The SP for business objects calls this function module when the context menu of activities is structured. The SP for business objects transfers a range of parameters that you can use as decision criteria in the function module when deciding which activities you want to offer. The function module returns a list of activities to the SP for business objects.Import parameters of the function module: BOR_TYPE, TYPE STRING: Value of the connection parameter BOR_OBJECT_TYPE BOR_ID, TYPE STRING: For instance activities, SP POID of the business object, and for model nodes,

initial. SUBTYPE, TYPE STRING: Value of the connection parameter SUBTYPE LOGICAL_SYSTEM, TYPE STRING: Value of the connection parameter LOGICAL_SYSTEM POID_STATE, TYPE STRING: For model activities “MODEL”, for instance activities, “INSTANZ” BOR_RMF_POID, TYPE SRM_LIST_POID: Name-value pair of the element type ID of the business object. AREA_POID, TYPE SRM_LIST_POID: Name-value pair of the current RMS ID BOR_SP_POID, TYPE SRM_LIST_POID: Name-value pair of the business object SP-POID

Export parameters of the function module: ACT_LIST, TYPE SRMACTBOR: Activity list as a table with the following fields: Activity ID, activity text;

indicator whether the activity is a changing activity.

FUNCT_EXECUTE_CUSTOM

Function module for executing activities (optional)Implementing this function module provides a user exit that you can use if you want to enhance the standard activities, or add your own new activities. Enter the name of a function module that is responsible for executing the previously published activities. For an example implementation, see the function module MY_EXECUTE_CUSTOM_TEST.The SP for business objects calls this function module when the user calls an activity that has been published using the connection parameter FUNCT_PUBLISH_CUSTOM. The SP for business objects transfers a range of parameters to which you can assign values for executing the activity.Import parameters of the function module: ACTIVITY_ID, TYPE SRMACTID: ID of the activity selected by the user



BOR_TYPE, TYPE STRING: Value of the connection parameter BOR_OBJECT_TYPE BOR_ID, TYPE STRING: For instance activities, SP POID of the BOR object, and for model activities, initial. SUBTYPE, TYPE STRING: Value of the connection parameter SUBTYPE LOGICAL_SYSTEM, TYPE STRING: Value of the connection parameter LOGICAL_SYSTEM POID_STATE, TYPE STRING: For model activities “MODEL”, for instance activities, “INSTANZ” BOR_RMF_POID, TYPE SRM_LIST_POID: Name-value pair of the element type ID of the business object. AREA_POID, TYPE SRM_LIST_POID: Name-value pair of the current RMS ID BOR_SP_POID, TYPE SRM_LIST_POID: Name-value pair of the business object SP-POID ANCHOR, TYPE STRING: Value of the context attribute ANCHOR

The following import parameters refer to the record containing the business object for which the activity is to be executed. You need these parameters if you want to manipulate the record, for example, using a BAPI. SOURCE_SP_POID, TYPE SRM_LIST_POID: Name-value pair of the SP-POID parameter of the

superordinate record. SOURCE_RMF_POID, TYPE SRM_LIST_POID: Name-value pair of the element type of the superordinate

record.Export parameters of the function module:RETURN, TYPE BAPIRET2: Table with the following error messages.

Manipulation of the record using BAPIs can only be carried out when the record is not in processing.

RFCDEST_CUSTOM

RFC destination of the SAP system containing both the function modules that you have defined under FUNT_PUBLISH_CUSTOM and FUNC_EXECUTE_CUSTOM (optional).

ARCHIVE_DISPLAY

By using this parameter and the parameter ARCHIVE_ORIGIN_GET, you can display archived business objects if the corresponding business object types support the Document Relationship Browser (DRB) (see also SAP Note 492938).If the business object type supports the DRB, and you want to activate access to archived objects of this object type by means of the organizer or the record, enter the value DRB_OBJECT_DISPLAY.

Archived business objects that are not connected to the Document Relationship Browser can be connected by implementing two function modules. To do this, it has to be known how the storage location can be determined and how an archived object of this type can be displayed (usually described in the documentation about the relevant object type).

For more information, see SAP Note 701300.

ARCHIVE_ORIGIN_GET

If the business object type supports the DRB, and you want to activate access to archived objects of this object type by means of the organizer or the record, enter the value DRB_ORIGIN_GET.

Context ParametersYou do not enter values for the context parameters in registry maintenance, instead, this is optional when creating



a record model, if you create a model node to which you have assigned an element type of the service provider for business objects.

ANCHOR

A marker in the record model.Enter a character string of your choice. This is a marker for the model nodes for business objects. This marker can be used when inserting business objects that are automatically entered in the record (for example, using a BAPI), to ensure that these business objects are inserted exactly in this position. To enable this, you must provide the character string to the BAPI.

Creating a Logical System and an RFC DestinationCarry out the following in both the calling system and the system being called. In each case enter the target addresses of the other system.

Setting the RFC destination for connection between SAP systems

In the SAP Reference IMG, choose SAP Web Application Server iDOC Interface/Application Link Enabling (ALE) Communication Create RFC Connection.

The screen Display and Maintain RFC Destinations is displayed.

Choose Create.

The RFC Destination screen appears.

Enter an informative name for the RFC destination (target system).

Choose the connection type ‘3’ (for R/3 connection).

Enter a description of the RFC destination (documentation) and choose Enter.

This activates the input template of the Technical settings tab page.

Enter the required data on the Technical settings tab page.

If you want to use a particular target host, choose Load distribution No, and then choose Enter. Enter the target host and the system number.

If you want to use load distribution (to utilize more than one application server), select Load distribution Yes, and then choose Enter. Enter the target system ID and the message server of the target system, and choose Enter.

Enter the required data on the Registration/Security tab page (optional), and save the RFC destination using .

Choose Test connection



to display the RFC connection test screen.

Setting the logical system in ALE customizing

In the SAP Reference IMG, choose SAP Web Application Server iDOC Interface/Application Link Enabling (ALE) Set Up Logical Systems Name Logical System.

The Display View “Logical Systems”: Overview screen is displayed.

Choose New Entries.

Enter a name and a description for the logical system.


Assigning a logical system to an RFC destination

In the SAP Reference IMG, choose SAP Web Application Server iDOC Interface/Application Link Enabling (ALE) Communication Determine RFC Destinations for Method Calls.

The screen Assign RFC Destinations for Synchronous Method Calls is displayed.

Select the logical system that you have just created.

Choose Standard BAPI destination.


Enter the RFC destination for BAPI calls, and choose .

Choose Standard dialog destination.


Enter the RFC destination for dialog calls, and choose .


As of SAP Release 4.5B, a logical system can be assigned to an RFC destination according to business object type methods (choose the “Special method destination” pushbutton). This requires that the addressed business object type is available in both systems, which is not the case in SAP Records Management. In addition, the BOR runtime environment does not support the enhanced ALE Customizing. This means that, as of Release 4.5B, you cannot use the enhancements in the ALE environment for the BOR service provider.



Service Provider for ArchiveLink DocumentsThe service provider for ArchiveLink documents can integrate all documents stored using ArchiveLink into Records Management. It can also create new documents within Records Management that can be managed and searched for by ArchiveLink. For more information about ArchiveLink, see the ArchiveLink documentation.

SP POID ParametersCREP_ID: ID of the content repository in which the document is storedDOC_CLASS: Document class of the documentDOC_ID: Document ID (assigned to the document by the content repository)

Connection ParametersYou enter values for the connection parameters in registry maintenance when you create an element type in the service provider for ArchiveLink documents.

BO_KEY: Business object key (optional)

BO_TYPE: Business object type (optional)

CLIENT: Client (optional)

CREP-ID: Content repository ID (optional)

DOCUMENTSPACE: Document area (optional)

DOC-TYPE: Document type (optional)

Entering values for these parameters restricts the element type to only include documents that fulfill the parameter values. The values must match those entered in ArchiveLink Customizing. For more information, see the ArchiveLink documentation, under Basic Customizing and Document Finder Customizing.If you do not enter values for the parameters, the system links all ArchiveLink documents that have been created within Records Management to an instance of the business object type RECORD. If you do not enter values for the parameters, the system links all ArchiveLink documents that have been created within Records Management to an instance of the business object type Record. For more information, see below.

RFC DESTINATION (optional)

Enter the RFC destination of the system from which the ArchiveLink documents are to be incorporated. To determine an RFC destination or set up a new one, navigate to the SAP Reference IMG and choose SAP Web Application Server IDoc Interface/Application Link Enabling (ALE) Communication Create RFC Connection.If the ArchiveLink document is to be incorporated from the local system, do not enter a value.

Notes About Linking with Business Object Type RECORDA business object instance that is linked with an ArchiveLink document usually contains semantic information about the ArchiveLink document. However, this is not the case if the instance is of the business object type RECORD. If an ArchiveLink document is linked with an instance of the business object type RECORD, the document has no semantic attributes. In this case, you have the following options for assigning attributes to an ArchiveLink document: You can use the node attributes.

Node attributes are defined in the record model for a model node and can be maintained in a record for an element. Disadvantage: Node attributes cannot be used for the search.



You can redefine the standard service provider for ArchiveLink documents and to extend the functions of the attributes.

For more information, see Adding Functions.

Service Provider for TransactionsThe service provider for transactions can insert transactions from all SAP application systems into Records Management.

SP POID ParametersTCODE: Transaction code of the transaction to be integrated

Connection ParametersYou enter values for the connection parameters in registry maintenance when you create an element type in the service provider for transactions.

FUNCTIONMODULE_EXISTENCE_CHECK: Function module for existence check (optional)

Enter the name of a function module for checking the existence of transactions. If you do not enter a value, the system uses the SAP function module SRM_TRANSACTION_CHECK. Function modules that you have implemented yourself must have the same interface as the SAP function module SRM_TRANSACTION_CHECK. If you do not want the system to check the existence of the transaction, you can enter the value “NONE”.

RFC-DESTINATION: RFC destination of the target system (optional)

Enter the RFC destination of the system from which the transactions should be incorporated. To determine an RFC destination or set up a new one, navigate to the SAP Reference IMG and choose SAP Web Application Server IDoc Interface/Application Link Enabling (ALE) Communication Create RFC Connection. If the transaction is to be incorporated from the local system, do not enter a value.

Context ParametersYou do not enter values for the context parameters in registry maintenance, instead, this is optional when creating a record model, if you create a model node to which you have assigned an element type of the service provider for transactions.

SPAGPAID

This context parameters enable you to transfer SET GET PARAMETERS to a transaction. Using SET GET PARAMETERS, you can enter values in advance for fields within the transaction. You can enter any number of values for the parameter.Enter a field ID of the appropriate transaction as a value for the parameter.Example: aid=2

Only enter values for the context parameter if you create an instance node, because entering values in advance can only ever apply for one particular transaction.

SKIP_SCREEN

The context parameter enables you to skip the initial screen when calling the transaction. If you want to skip the initial screen, enter X. If you do not want to skip the initial screen, do not enter a value.



Service Provider for ReportsThe service provider for reports can insert reports from all SAP application systems into Records Management.

SP POID ParametersREPORT: Name of the report that is to be integratedVARIANT: Name of a report variant

Connection ParametersYou enter values for the connection parameters in registry maintenance when you create an element type in the service provider for reports.

FUNCTIONMODULE_EXECUTE: Function module for executing a report (optional)

Enter the name of a function module that can be called remotely to execute a report. If you do not enter a value, the system uses the SAP function module SRM_RFC_SUBMIT_REPORT. Function modules that you have implemented yourself must have the same calling interface as the SAP function module SRM_RFC_SUBMIT_REPORT.

FUNCTIONMODULE_EXISTENCE_CHECK: Function module for existence check (optional)

Enter the name of a function module for checking the existence of reports. If you do not enter a value, the system uses the SAP function module SRM_RFC_CHECK_REPORT. Function modules that you have implemented yourself must have the same interface as the SAP function module SRM_RFC_CHECK_REPORT.

RFC DESTINATION: RFC destination of the target system (optional)

Enter the RFC destination of the system from which the reports should be incorporated. To determine an RFC destination or set up a new one, navigate to the SAP Reference IMG and choose SAP Web Application Server iDOC Interface/Application Link Enabling (ALE) Communication Create RFC Connection.If the report is to be incorporated from the local system, do not enter a value for the parameter RFC Destination.

Context ParametersYou do not enter values for the context parameters in registry maintenance; instead, this is optional when creating a record model, if you create a model node to which you have assigned an element type of the service provider for reports. Alternatively, you can assign values to these context parameters in a report that has already been included in a record.

CSELNAME

This context parameter allows the report parameters to be predefined when a report is executed. As the value, assign a parameter ID of the report with a value.Example: CLASSN=RECORD and CLASSTYP=BO for the report BDSFINDOnly enter values for the context parameter if you create an instance node, because entering values in advance can only ever apply for one particular report.

VSELNAME

This context parameter allows the dynamic use of the report parameters for predefining the record attributes when the report is executed. Example: CREAUSER=CREATED_BY and CHANUSER=CHANGED_BYIf the record attributes CREATED_BY and CHANGED_BY exist, the attribute values are assigned to the report



parameters CREAUSER and CHANUSER of the report BDSFIND.

Service Provider for HCM InfotypesThe service provider for HCM infotypes can integrate information types (infotypes) and subtypes from the SAP Human Capital Management application (HCM) into records. Infotypes are sets of content-related data grouped together for an employee. Infotypes can have multiple sub-infotypes. Infotypes are uniquely identified by a four-digit number. To facilitate reporting on past employee data, infotypes can be stored according to date.You can use the service provider for infotypes to create an electronic personnel record. In this record you can display documents, together with all the infotypes and subtypes maintained for a person, in one view.

SP POID ParametersINFOTYPE: Infotype numberPERNO: Personnel numberSELECTDATE: Selection dateSUBTYPE: Subtype number

Connection ParametersYou enter values for the connection parameter in registry maintenance when you create an element type in the service provider for HCM infotypes.

RFC_DESTINATION (optional)

Enter the RFC destination of the HCM system. To determine an RFC destination or set up a new one, navigate to the SAP Reference IMG and choose SAP Web Application Server iDOC Interface/Application Link Enabling (ALE) Communication Create RFC Connection.If HCM and Records Management are working in the same system, do not enter a value.

Context ParametersYou do not enter values for the context parameters in registry maintenance. Instead, this is optional when creating a record model, if you create a model node to which you have assigned an element type of the service provider for infotypes.INFOTYPE: Infotype numberBy entering values for the parameter, you can restrict the user selection options for inserting infotypes at this model node. You can enter any number of values for the parameter. If you enter only one value for the parameter and assign an infotype number, this infotype is then already displayed in the dialog box for inserting infotypes. If you enter more than one value for the parameter and assign several infotypes, only these infotypes are displayed in the input help for the Infotype field.Example: You enter the value 0001 for the parameter INFOTYPE. When a user in a record of this model type wants to insert an infotype for the model node, the infotype 0001 is already displayed in the infotype dialog box.

RECORD_DOC_ID: Unique ID of the record

You cannot manually enter values for this context parameter, or the context parameters RECORD_VAR_ID and RECORD_VER_ID. The system automatically enters these values. The values are used to identify the relevant personnel record. This identification is required to enable automatic display of the personnel number in the search dialog after the user has already entered the first infotype. When entering further infotypes, the user does not have to re-enter the personnel number.

RECORD_VAR_ID: Variant of the record

See RECORD_DOC_ID.

RECORD_VER_ID: Version of the record



See RECORD_DOC_ID.

Authorization ConceptUsers who access infotypes starting from a record have the same authorization that they have in the HCM system. Because the current user has connected to the HCM system using an RFC call, they are logged on to the HCM system with their user data that is maintained in that system. Prerequisite: The RFC destination has been set up so that it is always the current user who is put through to the called system. Before the infotype is displayed as a node in the overview tree in the record, the HCM system checks that the current user has authorization for this infotype. If the user does not have authorization for the infotype, this infotype is hidden in the overview tree. If the infotype has further subnodes, the whole subtree is hidden. In this way, you can structure the record model so that the visibility of further nodes is coupled to authorization for the infotype.

NoteIn the standard setting, the service provider for infotypes can only be used with an HCM system that runs on SAP R/3 Enterprise Release 4.7 or higher.If you use an HCM system whose release is lower than 4.7, the infotypes are included in Records Management by means of an RFC connection. You also have to make some adjustments. For more information, see SAP Note 676402.

Creating Personnel Records AutomaticallyUseSAP supplies a report that automatically creates a report for one or more personnel numbers, and inserts infotypes/subtypes. You can use this report if you are implementing Records Management and want to create personnel records for the current employees of your enterprise.

PrerequisitesYou have created element types for the record model, the personnel record, and the infotypes.If the personnel data exists in a separate system to the Records Management system, you have created an RFC destination for this system.You have assigned values to the attribute ANCHOR for one or more model nodes (for more information, see the input help for the “Anchor” field).

Procedure

Call transaction SRMRECORDSCREATE.

The report SRM_CREATE_RECORDS is started, and a dialog box is displayed.

Enter the required data.

For more information on the individual fields, see the input help for each field.

Choose .

The report is started and the screen output of the report is displayed.

ResultThe personnel records have been created. You can find and view the records in the Records Browser.



The service provider for URLs can insert any URLs into Records Management.

SP POID Parameters

GUID: System-generated ID for a URL


The service provider for URLs has no connection parameters. To create an element type, you therefore only need to enter values for the classification parameters.

Service Provider for CircularsThe service provider for circulars provides the following service: Elements from a record can be selected and sent in circulation. You can define a process route for these elements, which determines which employees receive the elements and which activities these employees should carry out. For more information, see Circular and Process Route.

SP POID Parameters

DISPOSITION_ID

Unique number of the circular.

Connection ParametersNone.

Context Parameters

DIS_ACTIVITY

This is only important for internal development.

PATH_POSITION

This is only important for internal development.

In addition to creating an element type in the service provider for circulars, you also need to perform some Customizing steps for the process route. For more information, see Workflow Customizing for the Process Route.

Service Provider for SAP Business WorkflowsThe service provider for SAP Business Workflows can insert workflows from all SAP application systems into Records Management. In the service provider for workflows, one element type corresponds to exactly one workflow definition. By assigning the element type to model nodes, you can therefore incorporate a workflow



definition into a record model. In a record that has this record model, you can start the corresponding workflow instance or search for an already existing workflow instance. The number of the appropriate workflow instance is inserted in the record. You can use this number to display the current log of the workflow instance from the record at any time.

SP POID ParametersWF_INSTANCE_ID: ID of the workflow instance

Connection ParametersYou enter values for the connection parameters in registry maintenance when you create an element type in the service provider for SAP Business Workflows.

WF_DEFINITION: Workflow definition (mandatory)

Enter the ID of a workflow definition. Every element type that you create will thus be related to one workflow definition. The elements of this element type are the only workflow instances of this workflow definition. The entry must begin with WS, followed by the 8-digit number of the workflow definition.

RFC DESTINATION: RFC destination of the target system (mandatory)

Enter the RFC destination of the system from which the workflow definitions or workflow instances should be incorporated. To determine an RFC destination or set up a new one, navigate to the SAP Reference IMG and choose SAP Web Application Server IDoc Interface/Application Link Enabling (ALE) Communication Create RFC Connection. If you are including a workflow definition from the local system, enter ‘NONE’.

RFC-DESTINATION_CALLBACK: RFC destination of the calling system (mandatory)

Enter the RFC destination of the system in which Records Management is running. The RFC destination must be specified from the system in which the workflow definition is created. This enables you to return from the target system (system where the workflow was created) to the outgoing system (system where Records Management is running). This is necessary, for example, if a workflow is defined that executes functions for a record. If you are including a workflow definition from the local system, enter ‘NONE’ as a value for the parameter.

FUNCTION_START_WORKFLOW: Function module for starting the workflow (optional)

Enter the name of a function module that starts the workflow, and therefore creates an instance of the workflow.By implementing a function module, you can include your own dialog step for entering the input parameter that may be required for the workflow. If you do not enter a value, the system uses the SAP function module SRM_SP_WFL_START_WORKFLOW. This generates a dialog step for entering a value for the workflow input parameter.

If you implement your own function module, this must have the same interface as the respective SAP function module.

The parameters listed below are automatically assigned values by the SAP function module. They are displayed in a dialog box after the workflow has started.Prerequisite: The parameters are import elements of the workflow container and are typed there as specified.

RECORD

Typing: Business object RECORD.

This parameter is always required if the workflow functions are to be performed in a record. The function module provides both the key fields of the business object. The business object is identified for the record



from which the workflow is started.

AKTID: ID of the record

Typing: Character datatype <= 255 characters.

This parameter is required if a BAPI is called within a workflow that the record manipulates. This requires the value as an import parameter. The function module provides the parameter with the ID of the record from which the workflow is started.

ACTCL: Document class of the record


This parameter is required if a BAPI is called within a workflow that the record manipulates. This requires the value as an import parameter. The function module provides the parameter with the document class of the record from which the workflow is started.

RMSID: RMS ID of the RMS in which the record was created.


This parameter is required if a BAPI is called within a workflow that the record manipulates. This requires the value as an import parameter. The function module provides the parameter with the RMS ID of the RMS to which the record belongs that is used as a starting point for the workflow.

AKTSPSID: Element type of the record


This parameter is required if a BAPI is called within a workflow that the record manipulates. The function module provides the parameter with the element type of the record from which the workflow is started.

FIRSTAGENT: "US" + current user name

Typing: WFSYST-ACT_AGENT

This parameter is required if the user who started the workflow from the record is to have the option to determine the agent for the first work item. In the standard setting, the function module provides the parameter with the current user name. You can, however, overwrite this setting in the dialog box that displays the parameter values.

AKTLOGSYS: RFC destination of the system in which Records Management is running


This parameter is required if the workflow is in a separate system to the Records Management system, and activities are to be performed using the record during the workflow. Example: During the workflow, elements are created that are to be automatically inserted into the record from which the workflow is started. The function module fills the parameter with the RFC destination that you have entered as a value



for the connection parameter RFC_DESTINATION_CALLBACK.

The following three parameters are the context parameters. For more information, see Context Parameters below. TARGET_ANCHOR: Marker in the record (value for attribute ANCHOR)


This parameter has more than one line. It is required to enable an element, which has been created within the workflow, to be automatically inserted into the record at a defined position.

The function module provides the parameter with the value/s for the context attribute TARGET_ANCHOR. Prerequisite: You have set the context attribute TARGET_ANCHOR in the record model for the model node to which you have assigned the element type of the corresponding workflow.

TARGET_SPS: Element type of the element to be inserted


This parameter has more than one line. It is required because the element type of the element must be known before an element can be inserted into a record.

The function module provides the parameter with the value/s for the context attribute TARGET_SPS. Prerequisite: You have set the context attribute TARGET_SPS in the record model for the model node to which you have assigned the element type of the corresponding workflow.

Note: The element type that you enter as a value for the context attribute TARGET_SPS in the record model must belong to the same RMS as the record from which the workflow is started, if you want to insert the elements into this record.

TARGET_TYPE: Business object type of the element that is to be inserted into the record


This parameter has more than one line. It is required because the documents that have been created within the workflow are business objects.

The function module provides the parameter with the value/s for the context attribute TARGET_TYPE. Prerequisite: You have set the context attribute TARGET_TYPE in the record model for the model node to which you have assigned the element type of the corresponding workflow.

FUNCTION_PROCESS_WF_LOG: Function module for log display (optional)

Enter the name of a function module that displays the workflow log for a workflow instance.You can implement a function module to generate your own version of the log display. If you do not enter a value, the system uses the SAP function module SRM_SP_WFL_PROCESS_LOG. This displays the log in the standard version.




FUNCTION_QUERY_WORKFLOW: Function module for search (optional)

Enter the name of a function module that searches for workflow instances.You can implement a function module to individually format the restrictions for creating a hit list, the hit selection, and the columns of the hit list. If you do not enter a value, the system uses the SAP function module SRM_SP_WFL_F4_WIID. This structures the hit list according to a standard template.


FUNCTION_INSTANCE_DESCRIPTION: Function module for assigning names (optional)

Enter the name of the function module that determines the names of the individual workflow instances incorporated in the record.You can implement a function module to determine which variables are used to form the name of a workflow instance when it is created. (Example options: Workflow instance ID, workflow description, user name of the agent). If you do not enter a value, the system uses the SAP function module SRM_SP_WFL_GET_INST_DESCR. This function module uses the ID of the workflow instance and the workflow description as variables for creating a name.


Context ParametersThe context parameters of the service provider for workflows enable you to automatically insert work itemattachments, or elements that are otherwise related to a work item, into the record. They are inserted into the record from which the workflow instance was created. Prerequisite: A step is included in the workflow definition for filtering interesting elements for the record and inserting them.You do not enter values for the context parameters in registry maintenance, instead, this is optional when creating a record model, if you create a model node to which you have assigned an element type of the service provider for workflows.

You have to assign values for all three context parameters. The entries for the three parameters are related to each other. The identical line number links them to each other. This is not checked when the parameters are entered.

TARGET_ANCHOR: Marker in the record

You can assign any name of your choice as a value. You also enter this name as a value for the attribute ANCHOR for the model node to which the element from the workflow is to be assigned.

TARGET_SPS: Element type

Enter the element type ID of the node to which you want to assign the attachments.

TARGET_TYPE: Business object type



Enter the name of the business object type underlying the element type (in the example below: SOFM).Through selection of the element type (TARGET_SPS), the business object type has already been selected, because an element type in the service provider for business objects only represents one object type. You need to specifically name the business object type again, (TARGET_TYPE), because the workflow instance only knows the business object type of the attachment, but not of the element type.

The following explains the insertion procedure using the example of attachments for a work item. The agent enters one or more attachments during processing of the work item. In the workflow definition, the subsequent step also inserts these attachments into the record. The attachments cannot be added beneath the same node as workflow instances, they need their own node. The context parameter values inform the workflow instance under which nodes the attachments are to be added. Attachments that are added to a work item are business objects, and are instances of the business object type SOFM. The following steps are required for adding attachments to records:

In the service provider for business objects, create an element type that supports the business object type SOFM.

Create a model node in the record model and assign it an element type from the service provider for workflows. For this model node, you need to assign values for the three context parameters. You can enter any number of values for the parameters. This means it is possible to insert different elements relevant to a workflow instance into the record.

TARGET_ANCHOR: Free character string

TARGET_SPS: Element type that you created in step 1.

TARGET_TYPE: Business object type SOFM.

3. Create a model node in the record model and assign it the element type that you created in step 1. As a value for the attribute ANCHOR for this model node, you must assign the name that you have already assigned to the context attribute TARGET_ANCHOR.

Service Provider for Work ItemsThe service provider for work items enables you to manage work items in Records Management. You can search for work items in your own work list to include them in your favorites, in the history, or in records.For more information, see Work Items.

SP POID Parameters

WI_ID: Work Item ID

Example of Dynamic Service Provider



Apart from the service providers whose elements come from a repository, there are service providers that generate their elements dynamically at runtime. In this way, current information can be displayed in a simple manner in the record.The implementation of a dynamic service provider requires little effort and is of great benefit. SAP does not deliver dynamic service providers, but does provide an example implementation.

Example Implementation: Service Provider for Resubmission Entries

The dynamic service provider for resubmission entries allows the user to determine in an opened record which other person(s) have set this record for resubmission.The service provider has only one element: the list of persons who have set the current record for resubmission. This list is always read again at runtime. Since there is only one element, it makes sense to include it as an instance node in the record model. In the record structure, the user then sees a node called Resubmission Entries. For this node there is only one activity: Display. If the user chooses this activity, the list is displayed. At that moment in time, the list is read, and is always up-to-date.The classes of the service provider for resubmission entries are CL_SRM_RESUB_BACKEND and CL_SRM_RESUB_CLIENT, and can be studied as an example implementation.

Keyword CatalogDefinitionA keyword catalog is a collection of keywords that the user can use to select keywords as attributes for records and documents. You can also use the keywords to search for a record or a document. Keyword catalogs are set up in Customizing. For information about setting up a keyword catalog, see Setting Up a Keyword Catalog.For information about assigning keywords as attributes of a record or document by the user, see Assigning Keywords.For information about searching for records or documents by keywords, see Searching by Keywords.

Setting Up the Keyword CatalogTo set up the keyword catalog, navigate to the SAP Reference IMG, and choose Customizing for Record Models, Records, and Documents Create or Change Keyword Catalog.Proceed as follows:

Wählen...

Choose Create Catalog.

The system displays the Create Catalog dialog box. Here you specify the name and the catalog properties. The catalog property Editing Keywords is available.

Activate this property so that the user can edit existing keywords.

If the property Free Input of Keywordsis activated, you can add new keywords.

In addition, you can activate the property Display Keywords in Uppercase, and set the catalog language.



Confirm your entries by choosing .

To edit the catalog, choose Catalog Administration.

A dialog box is displayed in which you can edit and enter the keywords.

Choose Insert Keyword as Subnode or Insert Keyword on Same Level.

The system displays a subscreen. Here you can enter the name and a description of the keyword. Confirm your entries. The keyword is now included in the catalog.

To edit the keyword, select it and choose Change.

In addition, the functions Delete, Print, and Search are available.

Record Number Generator DefinitionThe Record Number Generator is a tool that you can use to determine which information is used for the unique description of a record (record number) or a document (document number).

UseYou can create generation rules for records or documents. These rules can consist of multiple rule elements. Each rule element contains information that can be part of the unique ID.The generation rule applies if a user has to enter the unique ID of a record or document. The user has the option of generating this ID. The system generates it by using the rule elements that you included in the generation rule.For information about setting up generation rules, see the following: Properties of Generation Rules Creating and Displaying Generation Rules Description of the Rule Elements Properties of Rule Elements Assigning Generation Rules

For information about generating record or document numbers by the user, see Generating Record Numbers and Document Numbers.

Properties of Generation RulesA generation rule has the following properties, which you have to specify when you create a new rule: Rule type

The rule type together with the technical name forms the key for the generation rule. The following rule types exist:

Record number: Generation rule applies to records

Document number: Generation rule applies to documents



Transaction number (only relevant for Public Sector)

Technical name of the rule

The technical name (together with the rule type) is the key for the generation rule. Therefore, the technical name has to be unique for each rule type.

Description of the rule

Meaningful name for the rule

You can enter the following optional properties in the property dialog. To access the property dialog, you double-click the root node of the rule. Syntax check

Indicates whether unique numbers that were entered manually have to be checked for compliance with the generation rule.

Uniqueness check

Indicates whether the unique ID has to be checked for uniqueness after it has been generated. The scope of the uniqueness check can be set in the registry (see below).

In addition, you can choose to set properties in the registry.The Record Number Generator is realized by means of the service provider SRM_SP_REFERENCE. This service provider has the following connection parameters: CHECK_UNIQUE_REFERENCE

Controls the scope of the syntax check. The following values exist:

RULE: Unique for each rule (if uniqueness check is activated in the rule)

RULETYPE: Unique for each rule type (activates uniqueness check for all rules)

SAVE_REFERENCE_PARTS

Controls whether parts of generated IDs are saved to the database. Possible values:

0: Inactive (default)

1: Active

The default setting for this service provider is exactly one element type that has the value RULE for the connection parameter CHECK_UNIQUE_REFERENCE, and 0 for the connection parameter SAVE_REFERENCE_PARTS. If you want other values, we recommend that you delete the default element type, and create a new one.If you create multiple element types for the service provider SRM_SP_REFERENCE, you have to enter the following in transaction SRMCUSTSRV:IS_SRM_REFERENCE_CLASS <element type>The system then uses the element type entered here.



Creating and Displaying Generation RulesTo set up generation rules, navigate to the SAP Reference IMG, and choose Customizing for Record Models, Records, and Documents Create or Change Rule for Generating Record Numbers.

ProceduresCreating New Generation Rules:

Determine the rule type.

Enter the name of the generation rule and choose Create New Rule.

A new dialog is displayed. The generation rule that you specified is displayed as a node.

Open a dialog box by double-clicking the node.

If you then select Syntax, manually specified record numbers are checked against the generation rules.

If you select Uniqueness, the system checks whether the record numbers are unique.

Choose .

Select a node and choose Create New Rule Element.

The rule elements that can be selected are displayed in a dialog box.Select the corresponding rule elements.


The system displays the dialog box New Generation Rule. Here you enter additional data about the rule element.

Confirm your entries.

The rule element is created below the selected node.

To edit the property, select a rule element and choose .

To delete rule elements, choose .

Changes are saved automatically. You cannot choose to save.

To add generation rules, choose , and to delete generation rules, choose .




Displaying Existing Generation Rules:

Legen ...

Determine the rule type.

Choose the input help. A dialog box is displayed with all existing rules.

Select the rule that you want to display and choose .

Choose . You can see the selected rule.

To change existing rules, choose , and to delete them, choose .

In addition, you can copy rules.

Description of the Rule Elements Rule elements consist of a technical name and a description.

The following rule elements can be selected:

Current Date

This rule element adds the current date to the ID. You can determine in which output format the date appears in the unique ID.The following formats are available:

All other characters are included unchanged in the generated ID.

Date Entry

This rule element adds a date to the ID. This date has to be entered by the user. In the administration function, you determine in which output format the date appears in the unique ID. The same formats apply as for the current date. You can create query and help texts, and default values for the user.

Attribute Value

This rule element adds the value of an attribute to the ID. For a record number you can use the attributes of the record, and for a document number you can use the attributes of the document. In the administration function, you have to specify the technical attribute name as it is defined in the content model.

Format DescriptionYY Year (two characters)YYYY Year (four characters)MM Month (two characters)DD Day (two characters)



Definite Text

This rule element adds a definite text to the ID. In the administration function, the definite text can be enclosed in inverted commas to enable spaces to be inserted at the end of the text. The inverted commas at the beginning or end of the text are not inserted in the generated ID.

Text Entry

This rule element adds a text to the ID. This text has to be entered by the user. You can determine an entry format for the text that is entered by the user. Use the following keys and characters:9 = FigureZ = Letter? = Any characterThe user entry is only checked if you specify an entry format.You can create a query and help text, and a default value for the user.You can specify a minimum length and you must specify a maximum length.If you select Change to Uppercase, the user entry is converted to uppercase spelling before it is included in the generated number.The specified separators are added to the ID before or after the specified text. If the separators are enclosed in inverted commas at the beginning and end, spaces can also be inserted at the end of the text. The inverted commas are not inserted in the ID.

Number Range

This rule element triggers the generation of a new number from the specified number range, and inserts this number in the ID.If the generated number does not contain the maximum number of characters, you can specify whether leading zeros are used to fill the space specified maximum length.The number range that you want to use also has to be specified in the administration function. Use the input help. You can only specify existing number ranges.To ensure that the number can be accessed by the number range, the following prerequisites must be met: If the number range is year-dependent, there must be exactly one number range interval for the current year

with internal number assignment (which means that the option External Number Assignment is not selected for the interval). If multiple intervals with internal number assignment exist for the current year, the first one is used.

If the number range is not year-dependent, there must be exactly one number range interval with the number 01 and internal number assignment (which means that the option External Number Assignment is not selected for the interval 01).

Organizational Unit

This rule element adds an organizational unit to the generated ID. The key, long text, or short text of the organizational unit is included. You can create a query and help text, and a default value for the user.

File Plan Position

This rule element adds the file plan item of the record to the generated ID. You have to select a file plan that exists in the system. The user then selects an item from this file plan when an ID is generated.In the administration function you can specify whether the key or the description of the file plan item are included in the generated ID.You can create a query and help text, and default values for the user.

Rule Link



This rule element is a link to other generation rules.

The following constellations are not permitted:

o Linking from a rule to itself

o Loops in the rule definitionExample: Rule A links to B; B links to C; C links to A.

Context Counter

This rule element is a counter (similar to a number range) that is dependent on a part of the generated record number (its context).

Example:

You want to map a record number where all records that were created for the same record plan ID (=file plan item) are numbered in ascending order.

Example:

Ref1 – 4711.1 / 24Ref2 – 4711.1 / 25Ref3 – 4711.2 / 2Ref1 – 9876 / 241Ref1 – 9877 / 67

This example needs to be numbered according to a certain substring of the generated ID (gray text in the example).

The context counter is used for this purpose.

To select the part of the record number that you want to use for the numbering, there are two selection elements:

o Start selection for the context counter

o End selection for the context counter (has to be behind the start selection in the rule definition)

The part of the record number that is generated from all the rule elements between the two selection elements defines the uniqueness area (context) of the counter. If there are values of this string that are the same, different counter values are generated.

The rule element context counter is inserted in the rule definition behind the end selection, and generates a new number based on the context string (result of both selection elements), which is then included in the record number.

The selection elements and the counter element are connected by the element name. Since the names of rule elements have to be unique within the rule, the selection elements and the placeholder have a (non-modifiable) name prefix (MBEG_, MEND_, and PHLD_).



The context counter element must always be behind both selection elements since the context string is required for calculating the new number. If the generated number has to be in front of and in the context string, a placeholder element can be used that is assigned according to whether the name after the prefix PLHD_ is the same. This means that the number generated by the counter is not inserted where the context counter element is; instead it is inserted where the placeholder element is.

If you want to use a placeholder, this has to be specified explicitly in the context element by selecting the setting Use Placeholder. Otherwise the placeholder is ignored.

In the administration function, you can specify in the context counter settings which number is assigned first. If the generated number does not contain the maximum number of characters, you can specify whether leading zeros are used to fill the space specified maximum length. If you use a placeholder element, this option has to be selected in the context counter.

Properties of Rule ElementsGeneration rules consist of rule elements. The rule elements have the following general properties:

Element type (A list of all rule element types is displayed below.) Name (must be unique within a rule)

If a rule element is given the special name CONTAINER_ID, the unique ID of a superordinate object can be inserted.

Example: Document number that contains the reference number of the superordinate record.

Here the name CONTAINER_ID lends itself to the type Rule Link. If a document is created from within a record, the system reads the reference number of the record, and includes it in the document number.

If a document is created outside of a record, the rule link can point to a rule that has to be applied in this case. The rule that the link with the name CONTAINER_ID points to is only applied if no superordinate object is known whose unique ID can be read and inserted.

Description (optional)

Rule elements differ according to whether user entries are required for evaluation purposes when the elements are processed (interactive rule element types), or the result of the element can be determined automatically without user entries (automatic rule element types).

The following automatic rule element types exist:

Definite Text Current Date Attribute Value Number Ranges Context counters with the corresponding selection elements and the placeholders



Rule Link

The following interactive rule element types exist:

Text Entry Date Entry File Plan Position Organizational Unit

In addition, interactive rule elements have the following general properties:

Query text (displayed above the entry field) Help text (displayed below the entry field) Minimum length (determines whether the entry is optional)

Assigning Generation RulesAssigning Record Numbers to Records

Record numbers are assigned when you assign the generation rule to a record model. Proceed as follows:

Open the record model.

Choose Attributes for Record Model and enter the name of the generation rule as the value of the attribute Generation Rules for Record Numbers. Use the input help.

(The technical name for the attribute Generation Rules for Record Numbers is SRM_REF_RULE. This name has to be set in the content model that you entered in the element type for record models to Visibleand Can be Maintained.)

You can choose to add and to delete generation rules.

Save the record model.

In all records that are based on this record model, the user can generate the record number by using the generation rule.

Assigning Document Numbers to Documents

The assignment is made at runtime. If the system generates the unique name for a document, a dialog box is displayed in which you select the generation rule.Exception: If you have created a generation rule with the name DEFAULT, which you have already used as a rule for generating the unique name, the system will always use this rule. The dialog box for selecting a generation rule is no longer displayed.



Workflow Customizing for the Process RouteThe process route is based on SAP Business Workflow. In addition to the IMG activities on the structure node Customizing for the Process Route you therefore have to perform the following Customizing steps of the workflow: Carry out basic Customizing for the workflow system.

You make the Customizing settings in transaction SWU3.

Activate event linkage for the main workflow WS75500107.

You also maintain this in transaction PFTC_DIS. Choose the task type workflow template, enter the number 75500107, and display the workflow. Open the Triggering events tab page, and activate the event by clicking on the symbol in the first column.

Maintain possible agents for the tasks TS75507961 and TS75507962.

You also maintain this in transaction PFTC_DIS. Choose the task type standard task, enter the number 75507961 or 75507962, and display the task. Choose Additional Data -> Agent Assignment -> Maintain. If you do not want to make any restrictions, choose the Attributes button and select General Task.

Refresh organizational environment

You perform this in transaction SWUS. Enter the workflow WS75500107, and choose Environment Refresh Organizational Environment.

See also SAP Note 527668.

Web Display CustomizingUseYou can display and change records, documents, notes, and URLs on the Web. These elements can therefore be displayed without installing the SAP GUI for Windows.

It is theoretically possible to display all elements in the Web. You can enhance every service provider by adding these functions.

PrerequisitesThe SAP Web Application Server is set up for HTTP access.

To access documents you also have to configure the Knowledge Provider (BC-SRV-KPR) for HTTP access.



For more information, see HTTP Access for Repositories on the SAP Web Application Server.

ActivitiesTo customize the Web display, the following steps are required:

Selecting/Creating the Underlying Business Server Page (BSP) Application

Depending on your requirements, you can use the BSP application SRM_DEMO_RECORD directly, or you can copy it to the BSP application and modify it.You have to copy and modify the application in the following cases: Deep portal integration

The BSP application reacts to portal events. Example: You want an additional iView to cause a particular record to be displayed.

Navigation or user logic that differs from the standard logic If you want the display of records or documents to be embedded in a customer-defined BSP application

For more information, read the guide Programming Service Providers for Business Pages (available to Records Management customers upon request).Retrieval takes place by means of the application SRM_DEMO_RECORD in the RMS S_RMS_DATA with the element type SRM_SPS_RECORD. You can enter different RMS and element types by using URL parameters as follows:http://<default host>/<alias>/iview.htm?rms_id=<RMS ID>&sps_id=<SPS ID>.

Activating the BSP Application in Transaction SICF

The BSP application SRM_DEMO_RECORD or the customer-defined BSP application has to be activated by using transaction SICF. In this transaction you can also assign an alias for accessing the BSP application. For more information, see the documentation for the transaction SICF.

Adjusting the Search Function

You can adjust the search function without modifications (for displaying additional or other search parameters, for example). To do so, a class has to be implemented that implements the interface IF_SRM_GENSP_QUERY_EXT. This class then has to be assigned to the corresponding element type in transaction SRMREGEDIT by using the connection parameter GENSP_QUERY_EXT. For more information, see the interface documentation on IF_SRM_QUERY_EXT.

Defining a BSP iView in the Enterprise Portal

The enterprise portal allows you to use BSP applications by using a special iView for BSP applications. For more information, see the documentation about the enterprise portal.

Notes for Users of the BSP Display in Release 6.20

We no longer recommend that you follow the procedure for using the Records Organizer to access BSP applications, which is described in the documentation for Release 6.20. Instead, use the enterprise portal. or access the BSP application directly as described above.For downward compatibility, the Records Organizer for BSP is still delivered, but we no longer recommend that you use it.



You can define roles for Records Management, to which you then assign authorizations (transaction PFCG). SAP supplies two example roles:

SAP_BC_RM_USER

Role for the Records Management user.

This role contains all authorizations for working with Records Management. It does not contain authorization for the Customizing activities.

SAP_BC_RM_ADMINISTRATOR

Role for the Records Management administrator.

This role contains the same authorizations as the role SAP_BC_RM_USER (see above), and also the authorizations for the Customizing activities.

You can define roles with varying authorization profiles. Records Management supports a three-level authorization concept. For more information, see the section The Authorization Concept for Records Management.

The authorizations in the Customizing activity Registry Maintenance are linked to specific authorizations. For more information, see The Authorization Concept for Customizing.

The Authorization Concept for Working with Records ManagementThe authorization concept for working with Records Management has three levels. Level 1 is checked first, followed by level 2, and then level 3. Level 1: Authorization restrictions for defining views Level 2: Authorization check using the Records Management authorization object Level 3: Authorization check using the authorization objects of a service provider (as long as this has

implemented an authorization check)As a general rule: An authorization check for an element in its own repository is only successful if these authorization checks are successful (for example, for business objects, the authorization check for displaying a business object in the actual application must be successful).

Level 1: Authorization restrictions for defining views.

Prerequisite: User roles have been defined. The views are each assigned to one or more users.

Creating views in the Records Organizer

The administrator can create a role-based view and assign it to a user role. The role-based view contains element types and elements that users with that role need for their everyday work.The role-based view is designed to simplify user navigation from the initial screen. If no role-based view is created, the user sees all the element types that exist in the current RMS. The user then has to use the Search activity to display each individual element.

Creating views in the Records Modeler



When creating a record model, the administrator can determine for which roles each node is visible.When users create a record using a record model, only the structure nodes, model nodes, and instance nodes are displayed that have been defined as visible for their role. The user can therefore only create elements for element types that are assigned to the visible nodes.

Controlling views in the Records Browser

In a record, a user can determine which nodes are visible for which roles. This is valid for model nodes that do not yet have any elements, as well as for nodes that have elements assigned to them, and structure nodes.

Level 2: Authorization check using the Records Management authorization object.

The general authorization object for Records Management is called S_SRMSY_CL. This applies to all elements within Records Management, and has the following authorization fields:

You can use the fields to restrict the authorizations within an authorization object. As soon as you enter a value, the authorization is restricted to this value. If you do not want to set any restrictions, enter ‘*’. You can enter more than one value for each field.

RMSID: ID of an RMS

SPSID: ID of an element type

ACTVT: Number of an activity. The following values are permitted:

o 33 Read (execute non-changing activities)

o 34 Write (execute change activities)

o 35 Output (list display)

This authorization check is carried out before the user performs the following actions:

Displaying element types and elements as nodes in a list (for example, when calling a record)

For every element type and every element that is displayed as a node in the list, the system checks whether the user has authorization for the current RMS, the element type (SPS ID), and the Outputactivity.

If the check is failed for an element or an element type, the node for the corresponding element/type is not displayed in the list.

Calling activities for an element

For the activities Search, Display, Information, and Log, the system checks whether the user has Read authorization for the RMS and the element type of the element.

For the activities Create, Edit, and Delete, the system checks whether the user has Writeauthorization for the RMS and the element type of the element.



If this check fails, a message is displayed stating that the user does not have authorization to execute this activity.

Level 3: Authorization check using authorization objects of the individual service providers

Service providers can implement their own authorization checks. This authorization check is called in connection with the authorization check of the general Records Management authorization object. For service providers that do not implement their own authorization check, level 3 is omitted.The following service providers supplied by SAP have an implemented authorization check:

SP for records

SP for record models

SP for documents

SP for document templates

SP for notes

SP for administration data of paper documents

SP for file plans

The service providers named above are all based on the same back end; the generic service provider. The authorization check for all these service providers is therefore identical. For more information, see The Authorization Concept of the Generic Service Provider.

SP for circulars and process routes

For more information, see The Authorization Concept for Circulars and Process Routes.

Authorization Concept of the Back End of the Generic Service ProviderActivities for elements that are based on the back end of the generic service provider (records, documents, document templates, notes, administration data of paper documents, record models, and file plans) are linked to authorizations.

Authorization Objects

The following authorization objects exist: S_SRMGS_DC: Relates to documents (container for versions and variants) S_SRMGS_VV: Relates to versions and variants S_SRMGS_PR: Relates to attribute values for documents S_SRMGS_CT: Relates to document content

Fields of the authorization objects



All four authorization objects have the authorization fields described below:

ACTVT

You can use this field to restrict authorization to particular activities. Enter the activity numbers of the activities to be allowed as the parameter values.The following table shows an overview of the activities for which you can check the authorization in each authorization object. The activity number is in brackets after the name of the activity.

Notes for authorization object S_SRMGS_DC

Authorization for the activity Create is only effective if you create the same authorization for versions, variants and attribute values.

Authorization for the activity Delete is only effective if you create the same authorization for versions and variants (do not create delete authorization for attribute values).

The authorizations for the activities Search and Transport relate to the document with all its associated versions and variants.

Notes for authorization object S_SRMGS_VV

Authorization for the activity Edit is not included, because editing document content using the activity Create in the authorization object S_SRMGSP_CT, is the same as editing attribute values using the activity Edit in the authorization object S_SRMGS_PR.

SPS_ID

You can use this field to restrict the authorization to a particular element type. Enter an element type ID as a value.

SRM_MODEL

You can use this field to restrict the authorization for records of a particular record model. Enter a unique record model ID.

DOCUMENTID

You can use this field to restrict the authorization for a particular element. Enter a unique document ID as a parameter value.

Authorization object

Activities

S_SRMGS_DC

(relates to documents)

S_SRMGS_VV

(relates to versions and

variants)

S_SRMGS_PR

(relates to attribute values for documents)

S_SRMGSP_CT

(relates to document content)

Create (01) X X X XFind (30 ) XDisplay (03) X XEdit (02) XDelete (06) X X XTransport (21) X



The authorization object S_SRMGS_PR has the fields listed above as well as the following:

PROPGROUP

You can use this field to restrict the authorization to attribute values from a particular attribute group. Enter the name of an attribute group as a value.Attributes can be classified into groups. You can set the classification for a content model in the Document Modeling Workbench. The attribute is called SRM_PROPGROUP.

PROPNAME

You can use this field to restrict authorization to individual activities. Enter the name of an attribute value.

Example of an authorization profile

You want to authorize the user to create records, and to select a record model for creating records, but not to change record models. You also want to allow the user to display his or her file plans, but not to change them. There are no authorization restrictions for any other Records Management documents.You need to set up the following authorization profile for this user:

Authorize the editing of records, documents, notes, and administration data of paper documents.

Enter the following values in all four authorization objects:

SPS_ID: All element types for records, documents, notes, and administration data for paper documents.

All other fields: *.

Prohibit editing of the record model and the file plans.

In the authorization object S_SRMGS_DC, enter the following values:

SPS_ID: All element types for record models and file plans

ACTVT: Search.


In the authorization object S_SRMGS_VV, do not enter any values:

In the authorization object S_SRMGS_PR, enter the following values:


ACTVT: Display.


In the authorization object S_SRMGS_CT, enter the following values:




ACTVT: Display


Authorization Concept for Circulars and Process RoutesAuthorization Concept for the CircularYou maintain the authorizations for circulars in the authorization object S_SRMDISP1. This has the following fields:

RMSID

ID of the RMS for which the user is to have authorization.SPSIDID of the element type for which the user is to have authorization.ACTVTDescribes the possible activities that can be executed. These are:

01 Add or create: The user can create new circulars. 02 Change: The user can change circulars. This includes executing the steps of a circular. 03 Display: The user can display circulars. 06 Delete: The user can delete circulars. Since a process route is always deleted when you delete a

circular, the user must also have authorization for deleting process routes. 35 Show: The user can see links to circulars (the nodes in a record).

The Authorization Concept for Process RoutesThe authorization concept for a process route has three levels:

Level 1

You can maintain authorizations using the authorization object S_SRMPATH1. The authorizations assigned apply for all process routes. The authorization object has the following fields:

ACTAREA

Restricts the authorizations to limited activity areas of the process route.An activity area is a name for an application that uses the process route. You can use the activity area to control the process routes for different applications separately. If you are using the process route in a Records Management context (circular), use the activity area SRMDP. If you are using the process route in a Case Management context, use the activity area “SCMG”.ACTVTDescribes the possible activities that can be executed. These are:

01 Add or create: The user can create new process routes and new process route items. 02 Change: The user can change existing process routes. 03 Display: The user can display process routes. 06 Delete: The user can delete process routes.

Level 2



You can maintain authorizations in the header data of the process route. Authorizations assigned here are only valid for the process route of which you are currently editing the header data. In the header data, you can select which groups involved in the process route have authorizations for the change, add, and display activities, and you can enter any additional specific authorizations. For more information, see the field help for the individual fields.The authorizations assigned in level 2 can restrict the authorizations assigned in level 1, but cannot extend them.

Level 3

You can maintain authorizations when creating a process route item in the field Authorization Item. You assign this authorization to the person/s who you have entered as processors for the process route item. The authorizations are only valid for the time during which the process route item is processed. You can assign the following authorizations: Display: The user can display the process route. Change: The user can change all process route items. Changing includes deleting. Add: The user can add new process route items. No authorization: The user can neither display nor change the process.The authorizations assigned in level 3 can both restrict and extend the authorizations assigned in level 2 for a process route item.

The Authorization Concept for CustomizingThe activities within the IMG activity Registry Maintenance are linked to authorizations. There are five authorization objects for registry maintenance.

For maintaining an RMS and element types without the implementation of additional service providers , you only need the authorization objects S_FRA_AREA, S_FRA_SP, and S_FRA_SPS.

Authorization object S_FRA_AREA

This authorization object relates to the entity area and has the following fields: ACTVT Number of an activity. The following values are permitted:

Create (01)

Display (03)

Change (02)

Delete (06)

F_AREA_ID ID of an area

Authorization object S_FRA_SP

This authorization object relates to the entity service provider. ACTVT Number of an activity (see above) F_AREA_ID ID of an area F_SP_ID ID of a service provider



Authorization object S_FRA_SPS

This authorization object relates to the entity element type. ACTVT Number of an activity (see above) F_AREA_ID ID of an area F_SP_ID ID of a service provider F_SPS_ID ID of an element type

Authorization object S_FRA_CLRO

This authorization object relates to the entity class role. The object has the following authorization fields: ACTVT Number of an activity (see above) F_CLRO_ID ID of the class role

Authorization object S_FRA_SPTY

This authorization object relates to the entity service provider type. The object has the following authorization fields: ACTVT Number of an activity (see above) F_SPTY_ID ID of the service provider type

Best Practices for Implementation ProjectsRecords Management is a tool that often needs to be adapted to individual customer requirements and integrated into applications. You also often need to perform programming tasks as part of the implementation.Some requirements appear repeatedly in many implementation projects. For these typical requirements, we have prepared tutorials that tell you in detail how to realize the requests, illustrated by example source code. The tutorials include concrete example scenarios, but they can be adapted for other scenarios.Tutorials are available for the following topics: Inserting ArchiveLink documents into records automatically Inserting business objects into records automatically and setting up navigation between the business object

and the record Format conversion and archiving for documents when you use the Close function Integration of a pushbutton into an application transaction for navigating to the appropriate record Starting a workflow in a record by entering import parameters Full text search in Records Management

You can find the tutorials in the Service Marketplace under the alias recordsmanagement. Choose Media Library Documentation.

Integration and ExtensionYou can integrate Records Management in all SAP applications. The following options exist: System-controlled execution of activities in records System-controlled execution of activities in documents Navigation from an application to display a record Navigation from an application to display any element Integration of Records Management as a GUI Control

For more information, see Integration into an SAP Application.You can extend the functions that are delivered with Records Management. The following options exist:



Add functions to a standard service provider Integration of an application entity by implementing a new service provider

For more information, see Adding Functions.

Integration into an SAP ApplicationThis section contains information about the options for integrating Records Management into an SAP application.

System-Controlled Execution of Activities in RecordsYou can specify that the system executes activities in records in the background.For this purpose, SAP provides the Records API. You can use the Records API to execute almost all activities that are provided for the user in the Records Browser. For more information, see SAP Service Marketplace at service.sap.com/recordsmanagement Media Center Documentation “Accessing the Records API”.For remote access, SAP also provides a number of Business Application Programming Interfaces (BAPIs). The BAPIs act on the business object RECORD. To view the available BAPIs, use the BAPI Explorer (transaction BAPI). In this transaction, choose Basis Basis Services, and open the business object RECORD. The following BAPIs exist: BAPI_RECORD_CREATE: Create record BAPI_RECORD_ADDELEMENT: Add an element to a record BAPI_RECORD_ADDELEMENTS: Add multiple elements to a record BAPI_RECORD_GETPROPERTIES: Determine properties of a record BAPI_RECORD_CHANGEPROPERTIES: Change the attribute values of a record BAPI_RECORD_DELETEELEMENTS: Delete multiple elements from a record BAPI_RECORD_DELETE: Delete record BAPI_RECORD_GETLIST: Find recordsFor more information on these BAPIs, see the online BAPI documentation.

System-Controlled Execution of Activities in DocumentsYou can specify that the system carries out activities in records in the background. To enable this background processing, SAP provides a range of BAPIs that can manipulate documents without user interaction. The BAPIs act on the business object RM_DOCUMENT. To view the available BAPIs, use the BAPI Explorer (transaction BAPI). In this transaction, choose Basis Basis Services, and open the business object RM_DOCUMENT. The following BAPIs exist: BAPI_SRM_DOC_CREATE: Create document BAPI_SRM_DOC_DELETE: Delete document BAPI_SRM_DOC_GETPROPERTIES: Determine document attributes BAPI_SRM_DOC_CHANGEPROPERTIES: Set document attributes BAPI_SRM_DOC_CHECKIN_CONT_TAB: Set document content and transfer tables with row length 255 BAPI_SRM_DOC_CHECKIN_CONT_TAB: Get document content and transfer tables with row length 255 BAPI_RECORD_GETLIST: Get a list of documents BAPI_SRM_DOC_GET_VERSION_LIST: Get a list of versions for a document BAPI_SRM_DOC_GET_COMP_INFO: Get file information (file ID, mime type, file size, and so on) For more information on these BAPIs, see the online BAPI documentation.

Navigating From an Application to a RecordYou can integrate a button into an application to enable the user to navigate directly to a record in the Records Browser. Users can go to an existing record, or create a new record.Integration is carried out using by the business object RECORD. The integration is easily implemented and is sufficient for most application scenarios. You only have the options for manipulating a record that are offered in the methods of the business object RECORD. You can display the methods of the business object RECORD in the



Business Object Repository Browser (transaction code SWO3). Choose Basis Components Basis Services Records Management. The methods contain the calls for the BAPIs named above, and also offer methods for displaying, changing, and searching for records.

Navigating From an Application to an ElementYou can integrate a button into an application that enables the user to navigate directly to any element within Records Management. This integration requires more complicated implementation than the integration using the business object RECORD, but is not restricted to displaying records. You can navigate to the display of any element, and you can call all activities that are possible for the element. For this purpose, SAP provides the following function module:SRM_START_FRAMEWORK_RFCThis function module starts the Records Management Framework using a concrete element instance. Calling the function module causes the system to switch to transaction ORGANIZER with an opened element. The module is RFC-compatible, but can also be called locally. You can call a model activity or an instance activity. A model activity is an activity for an unspecified element, for example, Search or Create. An instance activity is an activity for a specific element, for example: Display, Change, or Delete.

If you use the function module SRM_START_FRAMEWORK_RFC, and you have generated a root object (either explicitly or implicitly), the function module can only be called with the destination NONE, or called remotely so that a new internal session is created.

Integration of Records Management as a GUI ControlYou can display a record or any other Records Management element in any application transaction as a control. Whereas calling the function module SRM_START_FRAMEWORK_RFC causes the system to switch screens, Records Management can be integrated into a screen of the application by using the control. Records Management provides the classes CL_SRM_BASE_CONTROL and CL_SRM_STACKED_CONTROL for this. For more information, see SAP Service Marketplace at service.sap.com/recordsmanagement Media Library Documentation “Integrating Records Management as a GUI Control”.

Adding FunctionsThis section contains information about the options for changing Records Management functions, or adding new functions.

Adding Functions to a Standard Service ProviderYou can add functions to a standard service provider. For information about the structure of service providers, see the developer documentation Implementing a Service Provider on the SAP Service Marketplace under the alias recordsmanagement.There are three ways of adding functions to standard service providers:

Redefining Service Provider Classes

Use this option if you want to make small changes only. You declare a class that inherits from a class of the standard service provider. For this class you can redefine methods to implement the new function.

Inheriting an SAP service provider class may cause problems during an upgrade since SAP reserves the right to change these classes in such a way that renders them incompatible. We recommend that you redefine standardized interface methods only, and not the proprietary methods of the service



provider. You register the new class together with the other classes of the standard service provider as a new service provider in the registry.

Replacing a Service Provider Class

You write a new class that replaces one of the classes of the standard service provider. If you choose this option, make sure that the new class complies with all class roles that the class of the standard service provider also complied with. Also make sure that the communication of this class with the other service provider classes takes place by means of a standardized interface (communication between a client class and a back-end class, for example). You register the new class together with the other classes of the standard service provider as a new service provider in the registry.

Copying Service Provider Classes

You copy a class of a service provider and change it according to your requirements. On copied classes you can also reimplement proprietary methods of the standard service provider.

SAP does not provide support for any classes that you copy and change.When you upgrade your system, copied classes do not receive new functions or corrections.

Implementing a New Service ProviderYou can integrate any entities into Records Management by implementing a new service provider. The entity can be displayed as an element in a record.You choose this option if you want to include entities in records that cannot be integrated by using the SAP service providers. Implementing a new service provider also enables you to control which activities are offered, whether elements are displayed on the current interface or in a new session, whether an element-specific authorization check should be performed, and so on.For more information on implementing a new service provider, see the developer documentation Implementing a Service Provider that is available on the SAP Service Marketplace under the alias recordsmanagement.



sap records management

Documents

deadline monitoring items

primarily technical specifications

business object sp

deadline monitoring item

minimum allowable number

business objects transfers

document modeling workbench

generic object services