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 Document Template Layout Editing


You define language-independent document templates using symbols and control objects in a modified version of Microsoft Word ( Windows Wordprocessor Integration (WWI)).


Your screen must have a resolution of at least 1024 x 768 pixels.

You have created a document template ( report template , cover sheet template , or acknowledgement of receipt template) (see Document Template Editing ).

The document template must not have the status Released (RE). If it does, in the hit list for document templates choose   Cancel Release .

If you are editing a document template in WWI and the transaction is not terminated in the correct way, you must first reset the lock on editing other document templates before you can open another document template in WWI on the workstation. Do not therefore end the session by choosingSystem→ Log offas long as you are editing a document template.

Before you remove the lock, make sure that no document templates are being edited on the workstation, and then in the hit list for document templates chooseUtilities→ Reset Front End

If you are using complex fonts (such as Asian fonts), problems can occur with dynamic character sizing and formats in Microsoft Word. For more information, see SAP Note 939928.

You have installed the current version of WWI on the workstation on which you are to edit the document templates.

For more information about WWI installation, see theWWI Installationsection in the Implementation Guide (IMG) forBasic Data and Tools

You have run a master data matchup .

To be able to insert symbols of type Specification or Parameter , you must have created the corresponding symbol keys using master data matchup.

Symbols of type Specification relate to data in the SAP component specification management and symbols of type Parameter to data outside the SAP components specification management and phrase management.

Symbols for theRecipe Managementcomponent belong to the symbol typeSpecificationfor technical reasons. These symbols require a special adaptation of the symbol group, which you must carry out in Customizing forBasic Data and ToolsunderAdapt Report Symbols for Recipe Management.

For information about important table and structure fields, see Output Data in SD .

You have used master data matchup to subsequently generate the symbol descriptions in the required language if you were logged on in another language at the time of generation.

You have checked the symbols created.

You can check the following for the individual symbols under Check and Specify Report Symbols in Customizing forBasic Data and Tools

Expansion mode

The system generates the corresponding symbol group based on the data type for characteristics and specifies the expansion mode accordingly. Check the expansion mode and specify expansion parameters if necessary (see Editing Specification or Parameter Symbols ).

Message type for mandatory symbols

You can specify that the system displays a message during report generation if no value is found for a symbol in the SAP system. Alternatively you can specify the display of a message when editing a symbol.

You have set up phrase management .

Symbols of type Descriptor are supplied with the standard system. To use them, you must have set up the SAP componentphrase management. Make sure that the required phrase texts, phrase codes, phrase graphics, the language of a phrase, or comments on phrases exist.

Using the IMG activity Import Sample Templates you can set up your own sample phrase library.

If the phrase is not found in the required language when the report is generated, the entry is output on the generated report as follows:

**phrase library-phrase key**

If you want to start the preview for the document template, you must be using EH&S Native Language Support . In Customizing forBasic Data and Tools, you have defined the environment parameter MULTI_CODEPAGE_SUPPORT under Specify Environment Parameters

You have specified the WWI settings:

Select a document template in the hit list of document templates and choose with the quick info text Document .

Choose with the quick info textWWI Settings, for example, to define colors for the symbol display, or configure the WWI Wizard and the preview (see WWI Settings ).

Process Flow

Open layout editing.

Select a document template in the hit list of document templates and choose with the quick info text Document .

Configure layout editing.

To show the required symbol tree, choose with the quick info text Change Symbol Tree . You can change the symbol tree while editing. All available symbols are displayed, sorted by symbols of type Specification , Parameter , and Descriptor .

To display the document template with or without control information, choose with the quick info text Switch Display .

Each symbol comprises hidden and normal characters. The hidden characters contain control information that you can deactivate for a better overview. If you insert symbols and control objects in the template, we recommend that you activate the control information because you can then determine the insert position more accurately.

If you want to edit labels, choose with the quick info text Create Label (see Using the WWI Label Wizard ).

To view a zoomed extract of a text box, choose with the quick info text Extract .

The system copies the content of the currently selected text box to a second document without a text box and increases the font size so that you can easily read even the smallest fonts (for example, on labels). To continue editing the main document, choose Back .

Insert static objects and symbols (see Document Template Objects ).

You use the Microsoft Word functions to insert static objects, such as lines, into the template.

Symbols link the document template with SAP data.

To insert symbols in the document template, choose one of the following differing procedures (see also Selecting the Correct Symbol Type ):

Inserting Specification or Parameter Symbols

Inserting Descriptor Symbols

Use of control objects.

Using the following control objects you can specify how you want to output the data:

Repeating groups establish the correct context for symbols and permit the output of data records with multiple values assigned.

Blank compression and conditional output define data output depending on whether other data exists.

Conditioned text suppresses superfluous repetition of text.

Character sizing guarantees optimum adjustment of the font size to text boxes.

The WWI Wizard supports you with generating symbols of a value assignment type with descriptors in list or table form (see Using the WWI Wizard for Repeating Groups ).

If required, you can include other document templates in your template , for example, to make lengthy complex templates easier to handle.

Check the template.

To check that the syntax of a document template is correct, choose with the quick info text Check Template .

A document template can be used to generate a report only if it does not contain any errors.


You can view a report generated from the document template in a preview and print it if required.

When formatting your WWI report templates (layouts), make sure that the format for text in western languages and text in complex fonts is consistent. To do so, make sure that the settings for the font style (bold, italics) and font size in the font dialog box are identical.

We recommend that you use the same format for entire cells and rows in Microsoft Word to ensure that they have a uniform appearance.


Depending on how you end editing in WWI, the document template has one of the following statuses:


Resulting Status

You save following a check with no errors or a check with warnings.

Status IW ( In Work )

You save following a check with errors.

Status ER ( Errors Found )

You save without a check.

Status UN ( Unknown )

The WWI start fails.

Status SE ( System Error )

In order to create a report from the report template, you must assign a generation variant (see Generation Variant Editing ) and release the report template.

To release the document template, select it in the hit list and choose Release.

See also:

Example: Layout of an Abridged Material Safety Data Sheet