Document distribution in the document management system (DVS) 
Description
As of this release, you can distribute document original application files to chosen reciipients.
You can start the document distribution in the following processing situations:
- Choose Environment -> Document distribution from the document management menu.
- Choose Environment -> Document distribution from document info record maintenance.
Below you can find an explanation of the document distribution functions:
Maintain recipient
All SAPoffice recipient types can receive documents via document distribution. For example:
- External companies and contacts
- SAPoffice distribution lists
Maintain recipient list
You define whom the document should be sent to in a recipient list.
Documents are stored in a recipient list irrespective of document part
or version. This means that you do not have to create a new recipient list for each document part and each version.
The different distribution types allow you to send documents with
different media and using different scenarios. For example, you can send documents via SAPmail, e-mail, or fax.
When you start the distribution, you can restrict the number of recipients by entering the following for the recipient list:
- Distribute to the standard recipient list
You can maintain one standard recipient list for each document.
You can distribute to this recipient list automatically if:
- the distribution is initiated in the background by an event
- in dialog, the documents are to be sent explicitly to the standard recipient list
- Distributing to all recipient lists
When you start the distribution, you can use a context to restrict your
choice of recipient lists. The context determines when a recipient list is used, and when not.
Reporting functions afford the user an overview of the document and recipient allocations from different views.
Creating and processing distribution orders
A distribution order is required if you want to distribute documents.
You can either start the distribution order manually (in dialog) or it
is started by an SAP Business Workflow event. All the distribution steps are controlled by SAP Business Workflow.
- When you start a distribution order, you can either enter a context
that then restricts your choice of recipient list, or you can use a standard recipient list.
- You can send one or more documents in a distribution order. A partial order is created for each document and recipient.
- The individual partial orders are grouped together into distribution
order packages for each recipient and distribution type. The distribution takes place after you have made settings for the
distribution type, for example, settings that support an output check and a confirmation of receipt.
- You use the distribution type to control how the distribution takes place.
You have the following three options:
- Distribute the refernces to the objects (BOR object)
- Distribute the originals as an attachment to a mail
- Distribute the originals to another computer
Distribution log
This log documents the distribution steps that are taken to distribute a document to a recipient.
- You can define selection criteria on the initial screen to determine
which log entries are selected (for example, data on the distribution order, document data, recipient data).
- You the receive a list containing the distribution package and all its partial orders
. The status shows you whether a partial order is being processed, contains errors, or has been successfully sent.
- You can display additional information, for example:
- You can execute further functions, for example:
- Confirm distribution or receipt
You can vary the data that is displayed in the log using display variants.
Handling errors
Errors that occur during the document distribution are noted in the
log, for example, if a distribution order package could not be sent.
You can correct the distribution errors from the log as follows:
- Restart the distribution from the log (Extras -> Distribution -> Restart).
- Ignore the error (Extras -> Ignore). The system accepts the partial order as completed.
Authorization check
The following authorization objects can be used to restrict the document distribution:
Change system parameters in customizing
Customizing for the document management system has been extended by the work steps for document distribution:
You must make work steps for the following areas:
General settings