Distribution orders (SAP Library - Document Distribution)

Distribution orders

Definition

A distribution order is an order for the system to distribute documents in the document management system (DMS) to chosen recipients.
It can be composed of one or more initial orders. The system identifies the distribution order by an internal number.

Use

The system stores all the data that is required to send the documents via SAP Business Workflow to the recipients in the distribution order.

Structure

Data from the Initial Order, the Part Order. and the Order Package are stored in a distribution order, for example data concerning:

The Recipient

Recipient type (for example, SAPoffice distribution list) and recipient ID
Recipient language and number of copies

The Original Application File (of the document info record) that is to be distributed

Communication

Distribution types

Data on the Distribution Process

Reason for the distribution. This is determined internally depending on the way that the distribution is started

Indicator showing whether the order was started manually or automatically by an event from SAP Business Workflow.

Part order ID, package ID
Processing status

This status is set internally by the system, for example

Distribution order awaiting distribution initiation due to event being created

Time and person involved in creating and changing the distribution order
Time and person involved in output and receipt confirmation

Distribution point
Description

Integration

The system creates an initial order when you start the document distribution. A distribution order is then initiated by this initial order. The distribution order can be initiated as follows:

Manual Start

If you start the distribution manually and the Immediate distribution indicator is set, the Distribution order initiated event is created. The distribution process is started immediately.
If you start the distribution manually and the Immediate distribution indicator is not set, the distribution process is not started. The Distribution order initiated event is created later, for example by a background job such as RCDDSSTAR.

Automatic Start by an Event

If the distribution is started by an event from SAP Business Workflow, the person responsible must start the distribution order manually from the distribution log.

The distribution process is started according to the status of the Part Orders:

This distribution order is split into a 1-1 relationship of document to recipient for the document distribution and processed further as a part order.

SAP Business Workflow

Irrespective of whether the distribution is started manually or automatically, processing takes place via SAP Business Workflow.

How the distribution order was created:

Influences the status that the system sets internally for each initial order
Controls the further distribution process.

The following table shows the statuses that are set when the distribution is started:

Status	Description
SY (synchronous)	This status is set automatically if the Immediate distribution indicator is set when you start the distribution manually. After the initial order has been created, the Distribution order initiated event is started immediately. The distribution process is started at once and controlled by the distribution order. If the distribution type allows for original application file s to be made available on a specific computer, this file transfer takes place immediately.
AS (asynchronous)	This status is set automatically if the Immediate distribution indicator is not set when you start the distribution manually. The system only creates an initial order for each distribution that is started. The distribution order is not started until later. For example, a background job can create the Distribution order initiated event. This means that you can organize your company in such a way so that several orders are collected first, and then they are all sent to the recipient at once, for example every evening. If the distribution type allows for original application file s to be made available on a specific computer, this file transfer takes place when you start the background job.
MA (manual)	This status is always set if a distribution order was started by an event from SAP Business Workflow. The person responsible must start the distribution order manually from the Distribution Log. This means that you can check which distribution processes are started.

These statuses control how the part orders are processed further.

A main workflow (WS 20000104 Document distribution) is started in SAP Business Workflow for every distribution order The entry parameters for this main workflow are the individual part orders. There are different checks, for example checks to determine whether the original application files exist.

Part orders are grouped together according to recipient and distribution type (for example, fax) to form a distribution package.

A sub workflow (WS 20000137 Process distribution package) is started for every distribution package. This sub-workflow controls distribution for the different distribution types. If output or receipt confirmations are required, these are checked, for example.

After all sub-workflows have been successfully completed, the system completes the distribution order. The system saves the individual processing steps in a Distribution Log that you can check at any time.