ArchiveLink Documents

Procedure

Activities for Element Types

The way this function works depends on the Customizing settings. You will be taken to either the Document Finder (the ArchiveLink search interface) or the Records Management search dialog. For more information about these Customizing options, see Service Provider for ArchiveLink Documents.

Search Using Document Finder

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 record).

The document is inserted in the record (or the organizer).

Search Using the Records Management Search Dialog

For information on working with this dialog box, see Searching.

Create

You create a new document in Records Management link it to a business object and then store it using ArchiveLink. 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. You can create the document here.
Save your data.

The rest of the procedure depends upon whether you create the document from the Organizer or from a record.

Creating the Document from the Organizer:

A dialog box is displayed containing a list of business object types.

Choose the business object type that you want to link the document with.

A dialog box is displayed showing all document types available for the chosen business object type.
Choose a document type.

A dialog box appears.
Enter the unique key for a business object instance of the chosen business object type.

The document is linked with the specified business object instance and stored using ArchiveLink in the chosen document type in a content repository.

You store the business object type, document type and content repository assignment in ArchiveLink Customizing. For more information, see the SAP ArchiveLink documentation in the section Basic Customizing.

Note

If a business object type and document type have already been defined for this element type in Records Management Customizing, you just need to identify the business object instance.

Creating the Document from a Record/Case Record:

If you have a record open, the default setting is for the document to be linked with the business object RECORD, with the business object instance of the record in question. If you have a case record open, the default setting is for the document to be linked with the business object SCASE, with the business object instance of the case in question.

A dialog box is displayed showing all document types available for the business object type RECORD or SCASE.

Choose a document type.

The document is linked with the record in question as business object instance and stored using ArchiveLink in the chosen document type in a content repository.

Note

If a business object type has been defined for the element type in question in Records Management Customizing, the document is not linked with the current record but with an instance of the business object type specified in Customizing (in this case, you might still need to do identify the business object instance). If another document type has been defined in Customizing, you do not need to choose a document type.

Load Local File

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

Create Using Scan Program

This activity is dependent on the settings in Customizing for ArchiveLink (IMG: Basis Services - ArchiveLink - Customizing Frontend Communication). You can set the scan program to open directly, where you can select a document. 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.

Activities for Element Types

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.

Display Using ArchiveLink

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

Display logs

A dialog box is displayed with a list of all activities that have already been performed on the ArchiveLink document. For each activity, you can the user and date/time.

Delete

You delete the ArchiveLink document including all link entries.

Creating Attributes

A dialog box appears in which you can see all the attributes of the ArchiveLink document. You can assign attribute values to the attributes.

Display Attributes

You can only see this activity in the context menu if at least one attribute value has already been created. A dialog box is displayed containing the attributes and attribute values.

Change Attributes

You can only see this activity in the context menu if at least one attribute value has already been created. A dialog box is displayed containing the attributes and attribute values in change mode.