Report Template Creation Example: Standard Operating Procedure 

Purpose

This process uses the example of a standard operating procedure (SOP) to show which steps you must execute to create a report template and a generation variant. The generation variant is needed to generate the report and must be assigned to the template.

Prerequisites

You have installed the current version of Windows Wordprocessor Integration (WWI) at your workplace. You will find information on installing WWI in the Implementation Guide (IMG) for Basic Data and Tools under WWI Installation.

We supply a number of report templates as examples. In the standard system, for example, there is a template for a standard operating procedure that complies with German regulations and an accident notification according to the form required by German workers‘ compensation associations. You can adapt these sample templates to suit your requirements. Or you can create new templates.

All sample templates are marked with the watermark EXAMPLE as they are chiefly intended for demonstration purposes. The sample templates only represent one possible combination of data fields that can be used to test the generation of the respective documents.

The data fields listed in the templates do not claim to be complete nor do they comply with the governing regulations. They are simply intended as an aid for users in creating their own specific templates.

Process Flow

1.      Creating report templates

You create the template either by editing the sample template or by creating a new one. Both methods are described below:

Editing the Sample Template

If you want to work with the sample template, you must first upload the template files included in the WWI installation from your workplace PC to the SAP system. To do this you use the upload file function. You call the function from the Basic Data and Tools menu by choosing Tools ® Data Transfer ® Upload File.

For a standard operating procedure you must upload a *.DAT file in transfer format ASC and a *.DOC file in transfer format BIN to the SAP system.

After uploading, you then carry out the actual import. You call this function from the Basic Data and Tools menu by choosing Tools ® Data Transfer ® Import Report Template. You must specify the *.DAT file as the import file. The import is divided into two steps:

When you trigger the first step (check), a list appears with all the symbols contained in the report template. Beside it is a list of all the symbols available in the system. The report template can be imported correctly if every symbol in the template is assigned a symbol that exists in the system.

A limited number of symbols is supplied for Industrial Hygiene and Safety. If you require more symbols, you must create them and also overwrite the default parameters if necessary. For more information on creating symbols, see Create Symbols for Characteristics and Create Symbols for Table Fields in the IMG for Industrial Hygiene and Safety.

When you trigger the second step (transfer), the report template is transferred to the SAP system and WWI is started with the new template. Now check the layout and then save it. This completes the import. For more information on importing sample templates, see Import Sample Templates in the IMG for Basic Data and Tools.

So that you can generate ready-to-ship reports from the template, you must then set the status of the template to Released. You call this function from the Basic Data and Tools menu by choosing Report Definition ® Edit Report Templates.

Creating a New Template

To create a new report template in the SAP system, call the function from the Basic Data and Tools menu by choosing Report Definition ® Edit Report Templates.

2.      Creating generation variants

You create a generation variant with the required data. For the standard operating procedure you assign the report category SOP and the required report template.

If your template contains symbols with reference to agents, you must generate report bodies for these agents before you generate the reports. To make this happen automatically, we recommend you set the Generate manual requests automatically indicator in the generation variant.

Result

With these settings you can now generate the required documents (see Report Generation Example: Standard Operating Procedure).