Document versions are used to represent the different change or delivery statuses of a document.
This field is part of the document key and is often referred to simply as
Version
.
Document versions document a processing status in a complex change process.
The
Document version
is an alphanumeric field in which you can enter up to two characters.
The following overview shows some examples for the versions of a document.
Documents |
Document Type |
Document part |
Version |
DOC-01-AA |
DRW |
000 |
01 |
DOC-01-AA |
DRW |
000 |
02 |
DOC-01-AA |
DRW |
000 |
03 |
You define how versions are assigned in Customizing for the
Document Management System
by choosing
Define document
types.
For example, you can make the following settings for version assignment:
Automatic
If automatic version number assignment is defined for the chosen document type, any entry you make is ignored. If the highest version number of a document is (n), the system assigns the version number (n+1) to the next version you create.
Example
You are processing a document for whose document type numeric and automatic version assignment has been defined.
The highest existing version of this document is
08
. When you change version
02
of the document, the system automatically creates version
09
as soon as you choose the
New version
function.
Manual
Numeric or alphanumeric
The default value in the standard system is 00 .
There is a system check for special characters in the document version. The following three special characters are not supported:&* ,
The special character " * " has a specific meaning:
Automatic version assignment means that when you create a document, a new version with the next consecutive number is created by the system. The version with the highest existing number serves as template for the next version.
When you display a document, you see a list of versions.
If you reserve a document in the change master record and enter the special character “*” for the version, all versions of the document are taken into account.
Engineering change management can be integrated into the document management functions to give the document version a reference to time, or assign it an effectivity period. The version can also be linked to a particular change that may also affect other SAP objects (for example, bill of material or routing).
The following graphic shows the one-to-one relationship of a document version to a chosen change number.