Function documentationWork with Filters

 

You can use display filters to define filter options or conditions in SAP Easy Document Management. This allows you to find documents that meet certain criteria when you are navigating or searching in the folder structure. When at least one of the conditions of the filter criteria is met, a document is displayed.

Features

Filter Options

You can choose Define Display Filter (Define Display Filter) and select one or more of the following filter options:

  • Switch to Latest Version

  • Switch to Latest Released Version

  • Hide Folders Without Files

  • Hide Documents

  • Hide Documents Without Files

  • Hide Links

Note Note

All options and conditions that are defined in the filter have equal priority. The filter options Switch to Latest Version and Switch to Latest Release Version do not apply to the Search Result folder. Even if you select these filter options, all versions of a document or folder are visible in this folder.

End of the note.
Filter Conditions and Criteria

You can also define conditions and filter criteria as follows:

  • New Logical Condition (Logical OR) – this allows you to define a new filter condition. You can create new conditions in any order. A document is displayed when at least one of the conditions is met.

  • New Filter Criterion (Logical AND) – when you have created at least one new condition, you can combine one or more filter criteria with that condition. This allows you to refine the display filter.

When you create a New Condition (Logical OR) and a New Filter Criterion (Logical AND) you must specify the following fields:

  • Type

  • Name

  • Operation

  • Value

  • Case-Sensitive

These fields are described in the following table:

Field

Entry

Description

Type

Document

Indicates documents and folders

File

Indicates the original file attached to documents and folders

Characteristic

Property for classifying documents and folders

Name

Description

Contains all the important information about the document and notes that are useful for the next user

Type

Categorizes documents according to their distinguishing features and the organizational procedures that result from them. The description of the document type is language-dependent.

Status Internal

Indicates the internal processing status of a document

Status External

Indicates the visible processing status of a document

User

A user who is responsible for a particular document and has authorization to perform certain tasks, for example engineering/design drawing

Change Number

Number of the change master record, which groups together logically linked documents and any other SAP objects, such as bill of material, routing, material

Valid-From Date

Date from which the document change is effective with the corresponding change number

Creation Date

Document creation date.

Revision Level

Identifier denoting a change status of a material or document. A revision level can be assigned on a valid-from date when an object is changed with reference to a change number.

CAD Indicator

Indicates whether the document was changed or created by a CAD System

Document Number

Identifies a document as the main part of a document key

Version

Number that identifies the version of a document

Part

A section of a document that has been subdivided. For example, individual sheets of a complex design drawing

Laboratory

Design or engineering office, laboratory or laboratory worker responsible

Authorization Group

Determines access to certain objects. To carry out an activity, the user must have authorization for the activity and the authorization group.

User-Defined Field 1

Reserve field (RES1) defined in table DRAW

User-Defined Field 2

Reserve field(RES2) defined in table DRAW

User-Defined Field 3

Reserve field(RES3) defined in table DRAW

User-Defined Field 4

Reserve field(RES4) defined in table DRAW

Operation

Contains String

Searches this string for the first match of a character or substring in the value field

Contains Pattern

Searches this string for the first substring match in a regular expression search.

Does Not Contain Pattern

Searches this string for the mismatch in a regular expression search

Does Not Contain String

Searches this string for the mismatch of a character or substring in the value field

Contains Some

Searches this string for the first character that matches any character contained in the value field.

Does Not Contain Any

Searches this string for the first character that matches any character contained in the value field. If a match is found, the item is filtered

=

Performs comparison with a specified string to determine if the two strings are equal

<>

Performs comparison with a specified string to determine if the two strings are NOT equal

>

Performs comparison with a specified string to determine if the operand string is greater than the parameter string value

>=

Performs comparison with a specified string to determine if the two strings are equal or if the operand string is greater than the parameter string value

<

Performs comparison with a specified string to determine if the operand string is less than the parameter string

<=

Performs comparison with a specified string to determine if the operand string is less than or equal to the parameter string

When you have made a selection for Type, Name, and Operation, you can then define the value and case-sensitive settings.

Value

If you do not know what value to set, you can use the following wildcards: “?” or“*” and a combination of these. If a query word ends with a “*”, all words on a page that start the same way as that query word are matches, for example RootFol*. If a query word contains a “?” any character can match that position. for example RootF?lder.

Case-Sensitive

Select the Case-Sensitive checkbox to indicate whether the search results should be case-sensitive.

Activating, Deactivating, and Deleting Filters

When you log on to SAP Easy Document Management for the first time, a default display filter is set and is active. If required, you can create a new display filter and save it as the active default instead. You can also deactivate a filter by choosing Deactivate Filter.

It is important to note the following:

  • Activating a filter displays documents only it they meet at least one of the conditions of the filter criteria.

  • You cannot delete the Default filter.

  • You can delete a filter you have defined by selecting the filter and choosing Delete. The Default is loaded automatically and becomes the active filter if you choose to save it. If you want to use another filter, you must select it and save it as active. The filter is then applied.

  • Depending on the status of the filter, the system displays the following:

    • Current Active Filter is xyz

      If the current active filter is xyz

    • Currently no filter is activated

      If no filter is activated

Manage Display Filters

In this section, you can define the following:

  • Enter a name and description for the filter you have created and save it.

  • Set a filter as default. Each time you log on to SAP Easy Document Management the default filter is loaded. You can set only one default filter at a time.

  • Set an existing filter as global. You need certain authorizations to define a filter as global. This filter is available to use by all the users in the system. The filter name is prefixed with “*” once it is saved.

Note Note

Display filters are stored in the database only. You can choose whether a filter is available only locally or globally. Local filters are only available for the user who defined them.

End of the note.

More Information

Defining Display Filters