Status Network

In Customizing ( SAP Healthcare - Industry-Specific Component Clinical System Clinical Documentation Document Management Define Document Types ), you can define different statuses for each document type and link them to one another in a status network. You create a status network by entering up to six predecessors for the status of a document type.

Set Status

The system sets a status when you complete a processing step. The system then determines the possible next status of the status network. If there is only one possible next status, the system sets this without your input. If there are several possible next statuses, a selection list will appear. In Customizing you can specify that the user either can or must fill in a log field when setting a status. In such cases, the system displays a dialog window with the log field.

Release Document

After you have edited and checked the document, you will normally then release it. Releasing it will enable employees from other areas to use this documentation. For this specific editing status, you must define a status with a release indicator. If you would like to protect the document from changes, you must also define the status as a locked status (status type S).

You can use the Release function to set the next status that has the release indicator. If there are multiple next statuses with the release indicator, a selection list appears.

Set Next Status

With the Set Next Status function, the system determines all next statuses, independent of their release indicators.

Status History

The system logs every status change. It stores the time when the status was set, and who set it. You can view the status history in the status log.

Create Document

When you create a document, the system determines whether a status network is defined for the document type. This status network must contain at least one initial status or primary status (see below), which has no predecessor.

If a status with the status type O is defined as the next status, the system automatically sets this as the next status (see below).

Protecting the Document from Changes

The locked status (status type S) only allows you to view and print the document, but not to change it. You also cannot change the document management data. You can set and cancel the deletion indicator only using the Change Document Management Data function. You can naturally also set a next status.

Protecting the Document from Other Users

The status type O (Original processing) only allows the owner of the document to make changes. When setting a status with the status type O, the system defines the current SAP user as the user and classifies this user as the owner of the document in the document management data.

When changing or creating a document, if a status with the status type O is defined as the next status, the system automatically sets this one as the next status, that is, if the current status is not already the status type O.

If a user would like to assign his/her document to another user without changing the status when the document has a status with the status type O, this user can use the Change Document Management Data function to enter another user as the current user. The document then belongs to the other user. A prerequisite for this is that there is no automatic status update function active. If the owner of the document cannot change the user him/herself due to reasons such as illness or if the automatic status update function is active, then the owner must use the status update function to re-assign the document to another user. In such a case, you would have to define the status network accordingly. For example, you can define two statuses with the status type O, which can be linked to each other through the predecessor assignment.

Other Characteristics of a Status

You can only use the primary status (status type P) when creating a document. You can only set the initial status (status type I) when creating a document, or you can link it into a cycle. A document can repeatedly receive this status at a later editing time.

The temporary status (status type T) is only used to make a log entry and to trigger the workflow event or call the user exit. The current status remains unchanged.