User-Defined Texts and Documents (SAP Library

User-Defined Texts and Documents

Use

To describe a value assignment in more detail, you can enter any user-defined text for it or assign documents to it. In this context, a document is a file that can be managed in document management (DMS), that is a document can be a text file, a construction drawing, or a graphic.

When importing specification data, characteristics can be assigned phrases that do not yet exist in the SAP System. In order not to lose the phrases, you can create them as characteristic-dependent user-defined texts.

Prerequisites

The following prerequisites are necessary so that you can define characteristic-dependent user-defined texts:

You have set the required user-defined text type as characteristic-dependent in the IMG activity Specify User-Defined Text Types in Customizing for Product Safety.

Note

In Customizing for Product Safety, you can also specify how many user-defined texts can be assigned to a characteristic per user-defined text type. The system checks this when you assign user-defined texts to characteristics.

In phrase set-characteristic assignment, you have assigned the required characteristic-dependent user-defined text type together with a phrase set to a specific characteristic of a value assignment type.

Note

Within a value assignment type, a characteristic-dependent user-defined text type may be assigned to a characteristic only once. You can assign another characteristic-dependent user-defined text type to another characteristic of the same value assignment type.

The following prerequisites are necessary so that you can assign a document to a value assignment:

You have created a document info record for the document in document management and stored the file for the document accordingly. So that a document can be printed on a report, you must store it in the SAP System or in a DMS archive. To do this, in the initial screens for creating and changing documents in document management, choose Extras ® Originals ® File 1 ® Check in SAP or Extras ® Originals ® File 1 ® Check in archive.

You have made the necessary settings in Customizing for Document Management.

You have set the Document indicator for the user-defined text type in the IMG activity Specify User-Defined Text Types in Customizing for Product Safety.

Features

User-Defined Texts

You can use the R/3 Editor to enter texts of any length.

Characteristic-Dependent User-Defined Texts

The SAP Product Safety component enables you to assign user-defined texts to a particular characteristic of a value assignment type. You assign a phrase to the characteristic in question, for example, see user-defined text, and, using the User-defined text function, create a text in the relevant characteristic-dependent user-defined text type.

Documents

Document management in the SAP System is used to store and manage documents.

When you assign a document to a value assignment, you can use the input help in document management to help you search for documents.

When you assign a document, the system inserts the short text in the Start of user-def. text field and behind it in brackets, the key of the document. If the document short text changes in document management, this change is updated the next time you open the value assignment screen.

If a language was entered for the user-defined text, the short text is displayed according to the following priority:

User-defined text language
If not available, system language
If not available, English
If not available, language that document management provides

If the application for the respective document format is installed locally, you can display the assigned document directly from the User-def. texts/docs tab page by double-clicking it.

You can print assigned documents on reports using the symbol for the start of a user-defined text. See also Symbol Type Symbol.

Activities

For information on how to specify a user-defined text for a value assignment and assign a document from document management, see Editing User-Defined Texts and Assigning Documents.

Proceed as follows to assign a particular user-defined text type to a characteristic:

Choose one of the following:

In the phrase set header, in phrase set names, in phrase assignment, or in the phrase set hit list, choose Utilities ® Attribute assignment.

In the Product Safety menu, choose Phrases ® Edit phrase set-attribute assignment.

The property tree appears.

Double-click the value assignment type you want to edit.

The SAP System lists all characteristics for that value assignment type.

In the UserDfndTxtType field, enter the key for the required user-defined text type for a characteristic.

Confirm and save your entries.
Choose Back.

See also:

Assigning Phrase Sets to Attributes