Assigning a Revision Level to a Document (SAP Library - Engineering Change Management (LO-ECH))

Assigning a Revision Level to a Document

You cannot assign a revision level to a document using Engineering Change Management.

Note

With Engineering Change Management, you can only change and display revision levels for a document.

Revision levels can only be assigned to a document while you are processing the document info record. The automatic assignment of revision levels to documents is controlled by the document type and document status.

Settings for Revision Levels in Customizing for Document Management

If you want to assign a revision level to the processing status of a document version, please note the following points:

In Customizing under Define document types, you can define that a document version is automatically assigned a revision level when it is first released with reference to a change number.

In Customizing under Define document statuses, you set the Released indicator for the status that defines the document as released. When you process a document with reference to a change number and release it for the first time, a dialog box automatically appears. This dialog box shows you the revision level that is about to be assigned, or the default revision level, which you can overwrite.

To assign a revision level to a document info record:

Choose the function for changing documents from the Document Management menu (Document ® Change).

Check whether a change number is entered for the document.
You can only assign a revision level if you change the document with reference to a change number.

Assign a new document status that has the Released indicator set in Customizing for Document Management under Define document statuses.

What happens next depends on how the status network is defined for the document type.

– You may see the Log field, dialog box, which allows you to document the status change.

– The status defined as Released may have status type Locked or Original processing. In this case, you see a message telling you that you can no longer make an entry in certain fields. You can only perform certain functions on the document.

When the function for assigning revision levels is called, the system checks:

– which revision levels already assigned to a document version have been released

– the sequence of revision levels defined, in order to find the next available revision level

How the revision level is assigned depends on the control data settings:

– For external revision level assignment, you see the next available revision level as a default value, but can overwrite it with any other value you want.

– For internal revision level assignment, you see a dialog box telling you which revision level is being assigned for this version.

Note

Because you can only use one change number to process a version of a document, a revision level always uniquely identifies a version.

Save your document.

The system saves the new document status and the assigned revision level. The next time you process the document, you see the release date and the status of the released version. The release date is the valid-from date in the change master record.