Processing Documents

Creating documents and checking documents into the document client

There are two options for creating documents:

• Create document in fileplan

  Open the folder in the fileplan, select the open part and choose . In the dialog box Select Element Type, choose under which document type you want to create the new document. You switch to the document client and can edit a document there or check in a document saved locally.

• Create document without a reference to the fileplan

  Open the work area . Call up the context menu of an available document and choose the menu entry Create. You switch to the document client. You can edit a document there or check in a document that was saved locally.

In the document client you can create a new document using the SAP Text Editor Control or you start the available Office application (such as Microsoft Word) at your local workplace using .

When you save a new document, the dialog box Create Attribute is opened. You can define the metadata of a document in this dialog box.

Checking in documents in any file format

Records and Case Management supports documents with different file formats. You can check files like this from your local directory into the system. Choose a the menu entry From File in the document client using and select the file to be checked into your local directory. During the check-in, the file name including the extension is copied to the metadata under Name.

Multipart documents

If a document is composed of several files that belong together, you can check these objects into the system as a multipart document. You also check in the objects in the document client using with the menu entry From File. Select the files in your local directory using the shift or control key. Note that all files of the multipart document to be selected must be in the same local directory.

The files in a multipart document are listed with a component ID. When you open a multipart document, the content of the first (top) component is displayed first. Choose Components in the application toolbar to display a list of all parts. Double click a component to see its contents.

Processing documents in paper form

In Records and Case Management, you can also create documents that have contents in paper form. You only manage the metadata of these paper documents. You enter information on the physical storage location of a paper document in the attributes storage location and current location.

In addition, you can enter the scanned contents of paper documents in the system (see Processing Incoming Post Items (E-Mail)).

Other Functions

The following section gives you an overview of other functions available for processing documents and incoming post items. You can find information on functions available for other elements in the fileplan under Document Management in the Fileplan or in the documentation of SAP Records Management.

Functions for documents and incoming post items:

• 

  You can use this function to call the current valid document. The original or obsolete document is displayed by default.

  Using the function Assign Replacement Object (dropdown menu under ), you can replace an obsolete document with a new valid document. This ensures that the new valid document is always accessed through the obsolete document. Once you have assigned a new replacement object, the pushbutton can be executed. This enables the current valid document to be called.

• 

  With this function, you can edit links to other elements from a document. Links are created in two directions, that is, as soon as you define a link from document A to document B, the link from document B to document A is created.

  You edit and manage links in the dialog box Maintain Links which you call up using . You can also assign new links from the history using drag and drop. Double click a link to open an element in a new session.

• (see Declaring Documents)