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 Starting Distribution by an Event

Use

Distributing documents to chosen recipients in a recipient list can automatically lead to a specific object (for example, document) processing status. For example, you can immediately send engineering/design drawings that have been released in the engineering/design area to work scheduling colleagues.

Integration

The processing status that is to start an automatic distribution is represented by an SAP Business Workflow event. As soon as the event (change in status) takes place, automatic distribution is started.

Prerequisites

  1. You must activate the event linkage coupling in SAP Business Workflow for the event that is to start the automatic distribution. You do this under Start of the navigation path Tools Next navigation step SAP Business Workflow Next navigation step Development Next navigation step Utilities Next navigation step Events Next navigation step Type linkages Next navigation step . End of the navigation path

  2. If you want the documents to be distributed to recipient lists with a specific context, you must make the appropriate settings in Customizing for the Document Management System , under Start of the navigation path Document distribution Next navigation step Context Next navigation step Allocate context to an event Next navigation step . End of the navigation path

Features

In the standard system, an event that starts an automatic document distribution is defined for both document info record and change order processing.

Events in the Standard System

The following overview shows the events that are defined in the standard system for automatic distribution (Receiver type: DISTRIBUTION).

Object type

Events

Description

DRAW

Document info record

CHANGED

(changed)

Released documents are sent to recipient lists with a specific context or to the standard recipient list.

ECM

Engineering change management

RELEASED

(released)

Released change order documents are sent to recipient lists with a specific context or to the standard recipient list.

Automatic Distribution from Document Info Record Processing

An automatic start to the distribution takes place in the following steps in the standard system:

  1. As soon as the document has been changed (event DRAW - CHANGED), the system checks whether the document status is set to Released using the check function module CVV5_EVENT_CHECK_REL_STATUS.

  2. A document is counted as being released if it has a status that the release indictor in Customizing is set for.

    If the document has been released, the receiver function module CVV5_EVENT_START_DISTRIBUTION for event DRAW - CHANGED is processed.

    The system determines the recipient depending on the settings in Customizing.

    If a context is allocated to the event, the recipient lists are determined with the appropriate context; if not, the documents are sent to the appropriate standard recipient lists.

  3. The system starts the distribution. A distribution order is created. A part order is transferred for each document-recipient allocation.

Automatic Distribution from Change Order Processing

An automatic start to the distribution takes place in the following steps in the standard system:

  1. The change order is released if you set the Released system status (event: ECM - RELEASED). Since this system status is integrated in an internal system network, no other additional checks are required. There is no check function module.

  2. The receiver function module CVV5_EVENT_START_DIST_ECM for event ECM - RELEASED is processed.

    The system determines all the documents that are affected by the change with the appropriate change order (object management record in change order).

    The system determines the recipients depending on the settings in Customizing.

    If a context is allocated to the event, the recipient lists are determined with the appropriate context; if not, the documents are sent to the appropriate standard recipient lists.

  3. The system starts the distribution. A distribution order is created. A part order is transferred for each document-recipient allocation.

Activities

The triggering events DRAW - CHANGED and ECM - RELEASED are defined in the standard system, but not activated. If you want to use these events, you must activate them. You do this on the event type linkages detail screen ( Start of the navigation path SAP Business Workflow Next navigation step Development Utilities Next navigation step Events Next navigation step Type linkages Next navigation step ). End of the navigation path

If the distribution is started automatically by an SAP Business Workflow event, the system automatically determines the recipients and the documents that are to be distributed. However, a control step is supported, whereby the person responsible can decide which distribution processes really are started. All the part orders that have been created automatically by an event have the status MA (distribution must be started manually).

This check and the distribution take place in the Distribution Log .