Exporting Records (SAP Library - SAP Records Management)

Exporting Records

Use

You can use this function to export the record. The system generates a series of files that you can save in your Windows Explorer.

Activities

In the Records Organizer or the Records Browser, select the node for the record and choose Other Functions -> Generate and Download Export Format.

The file selection box for your hard drive is displayed. Choose the directory in which you want to save the files for the record.

Note If you have previously exported the same record to this directory, a dialog box is displayed that asks whether you want to overwrite the old directory for the record. Note: If you choose Yes, ensure that the directory to be overwritten is not open. If it is, you will receive an error message.

The HTML display of the exported record is displayed. The structure nodes are displayed in bold, and the elements are separated by dashes. You can use an integrated link to display the metainformation for each element. The metainformation has the same entries as the Information activity. The content of the elements themselves can only be displayed if this is supported by the corresponding service provider. Of the standard SAP service providers, the service providers for documents, ArchiveLink documents, and URLs support this function.

The system generates a subdirectory in the selected directory. The name of this directory is the POID Directory ID of the record. This subdirectory contains the following files and further subdirectories:

HTML document: Content of the record (for visualization)
XML document: Content of the record (for further processing of the data)
Text document: Log of the record export
Subdirectories for the individual elements. The names of these files are GUIDs generated by the system. These subdirectories each contain the following files and further subdirectories:

HTML document: Metadata of the element (for visualization)
XML document: Metadata of the element (for further processing of the data)
Optional: Subdirectory for the content of the element. This file is called CONTENT.

Between 0 and n files that contain the content of the element (format depends on the element and its service provider).

Optional: Subdirectory for the log information of the element. This file is called LOGDATA.

Between 0 and n files that contain the log information for the element (the format depends on the element and its service provider).

You can also export more than one record at the same time. The report SRM_EXPORT is available for this. To navigate to the input template of the report, use the transaction code SRMEXPORT.

In the input template, enter the RMS ID and the element type ID for the records that you want to export. The dialog box is displayed for searching for records. In the hit list, you can select any number of records and copy the selection. This displays the file selection box for your hard drive. After you have selected a directory, the report is executed. The list output of the report is displayed, which contains the export log.