Customizing (SAP Library - SAP Records Management)

Customizing

You carry out Customizing in the Implementation Guide (IMG). In the IMG, choose: SAP Web Application Server ® Basis Services ® Records Management.

To set up a Records Management system, you need to perform the following Customizing steps:

Create a Content Model

A content model is a definition for information objects with a common structure. The content model determines which attributes can be assigned values by the user when creating information objects, and the storage location of the information objects.

You can create content models for record models, records, documents, and file plans, and so determine the attributes for each information object. You then assign each content model to an element type. SAP already supplies some content models. For more information on the SAP content models, see Connection Parameter DOCUMENT_CLASS and the subsequent units. You can either use the SAP content models directly (and therefore also directly inherit their attributes), or create new content models. If you create a new content model, this must always inherit directly from one of the SAP content models.

In this IMG activity you create one content model at a time. A wizard is provided to support you when creating content models. In the wizard, you have to enter the SAP content model that you want to use as a template. You maintain the attributes for this content model in the subsequent IMG activity.

For more information, see the online documentation for the IMG activity.

Maintain Content Model Attributes

Because your new content model inherits from one of the SAP content models, it already has a fixed set of attributes. You can use this IMG activity to add additional attributes. If you do not need the SAP attributes, you can set these to hidden.

For more information, see the online documentation for the IMG activity.

Maintain Registry

Before you can use Records Management, at least one Records Management System (RMS) must exist, and Element Types, must exist that are assigned to this RMS (also see Introduction to Terms)

For information on creating an RMS, see the online documentation for the IMG activity in the section Creating an RMS (and optional further classification parameter values). For information on creating element types, see the online documentation for the IMG activity Create Element Types.

Creating element types requires a knowledge of the SAP-supplied Service Providers and their connection parameters, because you need to assign values to the connection parameters when you create element types. For more information, see Standard Service Providers Supplied and read the sections on the individual service providers.

Note SAP recommends that you create the element types in the following order:

Element types for elements that you want to manage in records.
An element type for record models
Then create a record model. When creating a record model, you use the element types that you created in step 1.
Element type for records
Here you need to enter the record model on which the records of this element type are based.

Define Rule for Generating Record Numbers (optional)

You can define rules that determine how record numbers for the records of a particular record model are formed. You can enter the name of a rule as a value for the attribute Record Number Generation Rule of a record model. Users then have the option of letting the system generate the record numbers for records of this record model.

In addition, you can define rules that determine how the unique name for a document is formed.

For more information, see the online documentation for the IMG activity.

Create Record Model

Before you can create records, at least one record model must exist, because each record must be based on a record model.

For more information on creating record models, see Navigating from the Records Organizer to the Records Modeler, The Editing Tool for Record Models: The Records Modeler, and Creating a Record Model.

Create Role-Based View (optional)

In the Records Organizer, all element types of an RMS are displayed, in order of Type. Many users actually require fewer element types for their daily work than belong to an RMS. For example, they only need an element type for the records on which they are working. In this IMG activity, you can create a view that only displays a selection of element types or elements. This view must be assigned to a user role and an RMS (the user role must already exist in the SAP system).

For more information, see the online documentation for the IMG activity.

Define Sequence of Nodes in Records Organizer (optional)

This IMG activity affects the standard setting, that is, the view that is displayed in the Records Organizer if no role-based view has been assigned for your user role. This view contains all the element types assigned to the current RMS. You can determine in which order the yellow folders (Types) are displayed. These folders each contain element types.

For more information, see the online documentation for the IMG activity.

Edit Key Word Catalog (optional)

In this IMG activity, you can create, change, and delete key word catalogs. A key word catalog is a collection of key words which the user can use to select key words as attributes for records and documents. You can also use the key words to search for a record or a document.

For more information, see the online documentation for the IMG activity.

Determine Activities and Activity Functions for the Process Route

In this IMG activity, you can determine activities and activity functions for the process route. The process route is an ad-hoc workflow that can be created from a record and that defines a circulation route for selected elements in the record. Each person who receives record elements as part of the process route has to execute a specified activity. In this IMG activity, you determine which activities can be assigned to a process route item, and which options are available when executing the activity.

For more information, see the online documentation for the IMG activity.

Create Groups for Process Route Template

You can use this IMG activity to create groups for process route templates. The groups are used to sort process route templates by topic.

You can save every process route as a process route template. When you save a process route template, you assign it to one of the groups created here.

For more information, see the online documentation for the IMG activity.

Activate Application Log (optional).

In this IMG activity, you can set whether you want to log any error messages that may occur at runtime. If you log the error messages, you can display the application log at runtime in the transaction SLG1.

For more information, see the online documentation for the IMG activity.

Note

If you want to use Web display, you need to make some additional settings. For more information, see Web Display.