Documents (SAP Library - SAP Records Management)

Documents

Activities for Element Types

Find

A dialog box is displayed for restricting the search. For more information, see Searching.

Create

If document templates have been entered for the element type in Customizing, a dialog box is displayed for you to select a template. This is then displayed for further processing.

If no document templates are entered for the element type in Customizing, or if you choose Do Not Use Template in the dialog box for selecting templates, then a simple text editor is opened on the right of the screen, in which you can enter text.

You can also enter the document using an Office application. Within Records Management, you can create Microsoft Word, Excel, PowerPoint, and Visio documents. Choose Application. You will see a list of all the applications registered on your PC. Select an application. The appropriate editor is displayed for you to create the document.

When you save your entries, a dialog box is displayed in which you can enter attribute values for the document. For a description of the dialog box, see Assigning Attribute Values .

Note Note for integrating e-mails:

If you want to integrate e-mails into the record, you can save these within a document: Use Drag&Drop to drag an e-mail from your mail application into an open document in the record. An envelope is displayed in the document as a symbol for the e-mail. You can then double click on the envelope to display the e-mail in a dialog box.

Create from file

The file selection box for your hard drive is displayed.

Select a document.

A dialog box is displayed, in which you can enter attribute values for the document (see the activity Create).

Activities for Elements

Display

The window for displaying documents is displayed. The pushbuttons provide the following options:

Use to switch to change mode.

Use to display the attributes and attribute values for the document.

Use Versions to display a list of versions of the document. Use to display individual versions.

Use to send the document. The SAP sending screen is displayed. For further information, see Sending a Document.

The mail is sent using the SAP Mail program. You can send the document as an e-mail even if you do not use the SAP Mail system. Prerequisite: A connection to the external mail system exists. For more information, see External Sending in the SAP System.

Use to save the current document on your hard drive (see Download below).
Use to load a new document from your hard drive to display in Records Management (see Upload below).
Use to finish editing the document. The document can then no longer be changed.
Use to display the log of all activities executed on the document.

Delete

A dialog box is displayed, in which you have to confirm the delete request. If more than one version of a document exists, a dialog box is displayed in which you can specify whether you want to delete all versions or only one.

Change

The editing window for the document is displayed. The pushbuttons provide the following options:

Use

to switch to display mode.

Use

to save the document. You can decide whether you want to save the status as a continuation of the current version, or as a new version. If you save the record as a new version, you can access the previous version at any time (see the Versions pushbutton above).

If you choose Set Form Fields, you can automatically set data in form fields, as long as the corresponding fields exist in the document. (The symbol is only active in change mode for Word documents). The source of the data is determined in Customizing. For more information, see Connection Parameter FUNCTION_GET_FORM_DATA (SP for Documents).

Use to change the attribute values for the document. For more information, see Assigning Attribute Values.

Use to display the log of all activities executed on the document.

Make Copy

The document is copied. The copied document has the same attribute values as the original document. Only the short description is changed: The prefix Copy of is added at the beginning.

Download

The file selection box for your hard drive is displayed. You can save the document locally on your hard drive. The document also still exists in Records Management.

Upload

The file selection box for your hard drive is displayed. You can select a document from your hard drive. This is saved as a new version of the existing document in Records Management.

You use the activity Upload if you want to integrate documents in records for which no editor is available within Records Management. You can edit these documents with your local editor, and use the activity Upload to upload individual versions into Records Management.

Send document

You send the document (see above).