Starting the Distribution for a Recipient List (SAP Library

Starting the Distribution for a Recipient List

Use

You use this function to start the document distribution manually for a chosen recipient list. The system controls the distribution via a Distribution Order that is created internally.

The chosen recipient list is used as a template.
Since the documents are only stored with the document number and the document type in the recipient list, and not with the document part and version, the system suggests the document automatically as follows:

Determines the document part according to the alphanumeric sequence.

Document part 000 always has priority.

Determines the version that was last released The system checks the document status. A document is released when it has a document status that has the release indicator in Customizing for the Document Management System.

If there is no released version, the system determines the version that was last created. The check only takes place for the date. If more than one version exists for a date, the version with the highest number is taken.

The following versions exist for document PAP-AA, document type TXT, document part 000:

Version	Created on	Status Released
00	12.12.1998	no
01	31.02.1999	yes
02	05.01.1999	no

The system determines the released version 01.

The following document parts with the following versions exist for document DOK-01, document type DRW:

Document part	Version	Created on	Status Released
000	00 01	12.12.1998 25.01.1999	no no
001	00 03 04	13.01.1999 17.01.1999 24.02.1999	no no yes

The system determines document part 000, version 01. Document part 001 has a released version, but document part 000 has higher priority.

You can define a company-specific logic for determining the document part and the version with a user exit.

Prerequisites

You must have defined the recipient or recipient lists that you want to send the documents to.

The user must have the required Authorizations.

Procedure

From the Document distribution menu, choose Distribution ® Start ® For recipient list.

The Start document distribution basic data screen appears.

Enter the recipient lost ID and choose Continue.

A dialog box appears with a warning prompting you to check the default values for document part and version.

Choose Continue.

The Start document distribution basic data screen appears.

If required, enter data for the distribution point.

If you want the recipient to confirm the receipt, set the indicator Confirm receipt.

The system displays Return date field where you enter the date by which the document must be returned.

You can also set the indicator Output control.

If you want the distribution process to be started immediately, set the Immediate distribution indicator.

Check

The document parts and versions that the system has automatically determined. If required, enter other documents that you want to be distributed.
Recipients of the recipient list. Enter any other recipients that you want to receive the documents. If required, enter distribution data, for example the distribution type.

Start distribution.

Result

If you have set the Immediate distribution indicator, the distribution process is started immediately and controlled by the distribution order. If you have not set this indicator, the distribution process is started later as a background job.

You can keep track of all these processing steps in the Distribution Log.