Changing Work Areas with Versioning 

Use

You want to change the data stored for a work area on a key date, but you still want to retain the historical version (for example, for documentation purposes). To be able to do this, you must assign a version to the work area. The original version of the work area can no longer be changed once it has been assigned a version.

Assigning a version to a work area means:

Limiting the validity of the work area to a key date by specifying a change number and thus creating two versions of the work area:

¡        The original version

¡        The version valid from the key date

The following graphic illustrates the principle:

You have the following options:

·        Assigning a version to the whole work area

This means the header data including all detail data (such as exposure profile, safety measures) is assigned a version.

·        Assigning versions to details

This means individual details are assigned versions independently of the header data.

Prerequisites

You have created the required change number in the central engineering change management function.

Assigning a Version to the Whole Work Area

...

       1.      From the Industrial Hygiene and Safety menu, choose Work Areas ® Edit Work Areas.

The Edit Work Area: Initial Screen appears.

       2.      Enter your search parameters and choose .

This takes you to the hit list.

       3.      Choose the work area you want to change.

       4.      Choose  Assign Version.

The Choose Change Number dialog box appears.

       5.      Enter the key date from which the version of the work area becomes valid.

       6.      Choose a change number and choose Enter.

This takes you back to the hit list.

If the key date and the valid-from date for the change number do not match, a prompt appears first where you confirm that the key date is adjusted to the start of validity of the change number.

       7.      Call the function whose data you want to change and save the changes.

Result

The validity of the original data record was cut off at the key date. The currently valid data record (end of validity 12/31/9999) is now the version of the work area created under the change number.

Assigning Versions to Details

...

       1.      From the Industrial Hygiene and Safety menu, choose Work Areas ® Edit Work Areas.

The Edit Work Area: Initial Screen appears.

       2.      Enter the key date from which the version of the detail becomes valid.

       3.      Choose a change number and choose Enter.

If the key date and the valid-from date for the change number do not match, a prompt appears first where you confirm that the key date is adjusted to the start of validity of the change number.

       4.      Enter your other search parameters and choose .

This takes you to the hit list.

       5.      Select the work area required and navigate to the detail function whose data you want to change, for example,  Exposure Profile.

If you change the header data, the whole work area is assigned the version.

       6.      Make your changes and save them.

Result

The validity of the detail data was cut off at the key date. The currently valid version is now the version created under the change number. Any SAPscript long texts contained in the detail data were also assigned the version. However the header data and all other details were not assigned a version.

Using Utilities ® Administration Info you can display administration information on the version such as the change number and person who created the data.

In the Industrial Hygiene and Safety component Reporting under Utilities, you can create an overview of all versions of the work area.