Status of PI Sheets

Every PI sheet has a status that documents its current processing status. Every status permits one or more processing types. You may, for example, only complete PI sheets with status To be completed .

When you call up a worklist for a particular processing type in the PI Sheets menu, the system only selects those PI sheets whose statuses permit the relevant processing type.

For more information on how to use worklists, see Worklists for PI Sheets .

PI sheets can have one of the following statuses:

Status

Meaning

New

The PI sheet has been created but has not yet been maintained.

To delete PI sheets with status New , you first have to perform the Discard/Cancel function.

In process

Part of the PI sheet has been maintained (for example, entries have been made and values have been calculated).

To delete PI sheets with status In process , you first have to cancel them.

To be completed

The PI sheet has been maintained and can be completed. The PI sheet can obtain the status To be completed as follows:

  • In PI sheets with a completing signature (last asynchronous signature that automatically completes the PI sheet), all signatures for the process steps as well as the first individual signature of the completing signature process have been executed.

  • In PI sheets without completing signatures (synchronous signature), all signatures have been made but the Complete function has not yet been carried out.

To delete PI sheets with status To be completed , you first have to cancel or complete them.

Canceled

The PI sheet was in process and was then canceled ( Discard/Cancel function).

PI sheets with status Canceled:

  • Are archived in the batch record if the Batch record required indicator has been set for the order type used

  • Are automatically deleted when the process order is deleted

  • Can be deleted manually in the worklist if the No process data documentation required indicator is set for the order type used

Completed

The PI sheet was completed. PI sheets can be completed as follows:

  • In PI sheets with completing signatures (asynchronous signature), the PI sheet is automatically completed when all entries have been made and the last completing signature has been executed.

  • In PI sheets without completing signatures , the PI sheet is not completed until you explicitly carry out the Complete function.

PI sheets with status Completed:

  • Are archived in the batch record if the Batch record required indicator has been set for the order type used

  • Are automatically deleted when the process order is deleted

  • Can be deleted manually in the worklist if the No process data documentation required indicator is set for the order type used

Discarded

The PI sheet had status New and was discarded ( Discard/Cancel function).

PI sheets with status Discarded:

  • Are archived in the batch record if the Batch record required indicator has been set for the order type used

  • Are automatically deleted when the process order is deleted

  • Can be deleted manually in the worklist if the No process data documentation required indicator is set for the order type used

Archived (EBR)

The PI sheet was canceled, discarded, or completed. A batch record was archived for the PI sheet.

Depending on the settings made in Customizing for Process Data Documentation under Batch Record -> Contents and Layout -> Define Document Profiles , the status Archived can mean the following in batch record archiving:

  • If document type PI sheet has not been selected, the archiving function is carried out but the PI sheet itself is not contained in the batch record.

  • If document type PI sheet has been selected, the archiving function is carried out and the PI sheet is included in the batch record.

PI sheets with status Archived (EBR):

  • Are automatically deleted when the process order is deleted

  • Can be deleted manually in the worklist