Attributes
Use
An overview of the features, history and storage location of a document is displayed on the tab page Attributes in the document display or document maintenance. Some attributes can only be defined when a document is being created; others can still be changed later.
Features
Characteristics
· Changeability
Other users can access documents that you create if, for example, you send them, put them in shared folders or if you have defined substitutes. You can define documents with sensitive contents as Not changeable or Changeable by author only so that they are not changed. You can assign the attribute Changeable by all to other documents, for example, discussion papers. Changes to the document sent can then be seen by the author and the internal recipients of the document, irrespective of the storage location in the SAP system. Changes do not affect copies. The following characteristic values of changeability can be assigned:
¡ Changeable
¡ Changeable by author
¡ Not changeable
In the private folder area, the changeability only refers to the time period after which the document was sent. Documents that are created in shared folders can only be defined as either Changeable or Changeable by author under the Changeability attribute.
· Sensitivity
You can assign documents different sensitivities:
¡ Standard
¡ Confidential
¡ Functional
Confidential documents, distribution lists and folders are not visible to substitutes who work in your private folder area. In your private office settings, you can specify that confidential documents are not sent to external addresses (for example, via fax or Internet). In this case, if the recipient of a document marked by you as confidential forwards this document to an external address, the document remains in his SAP inbox.
Documents that are created in shared folders do not have the attribute Sensitivity.
· Priority
Documents can be sorted in a folder content list according to their priority. The following values are available:
¡ Low
¡ Medium
¡ High
Documents that are created in shared folders do not have the attribute Priority.
· Document size
This value specifies the size of the document.
· Language
The language in which the document is created must be specified so that the technical treatment of the document is controlled accordingly. The logon language is set as the default.
· Expiry date
When the specified expiry date is reached, the document is automatically deleted.
History
The owner, the creator and the last person to make changes, along with the creation time and the change time, are displayed.
If a document is created by a substitute, the owner is not the same person as the creator. In this case, the substitute is the creator and the user for whom the substitute created the document is the owner.
Storage Location
· Folder
The folder in which the document was created is specified. If the document is located in other folders, these are listed under the link list. By specifying a different folder here, the document can be moved to a different folder.
· Link list
All the folders in your private folder area in which, in addition to the current folder, links to the document exist are listed. The links of other users to this document are not displayed.
Activities
You can change the priority, the expiry date and the storage location of a document. For a document that has been sent, these attributes are only valid for the user who made the change. Other attributes can only be changed if a document is modifiable and before a document is sent. If a document is not modifiable, the attributes can only be changed when the document is created or possibly when a document is copied. The document size, the history and the link list are purely display values, which are only changed by the system after corresponding actions, such as the insertion of text or the creation of a link.
You can change the default setting for some attributes in your private office settings. Administrators define standard settings for some values in the shared office settings.