Storing Print Lists

Print lists are the result of report runs in the SAP System, for example, cumulative audit trails, batch where-used lists, object service specifications, balance sheet valuations, and cost center reports.

Storing print lists has the following advantages:

• More compact storage compared to voluminous paper output

• Simultaneous access from different workplaces

• Index or free text search to target specific information

• The print list to be stored must be created by the SAP System in a file that can be accessed by a unique path.

• The print list must contain index information so that you can also search for subobjects. Print lists are indexed by calling specific function modules. This is described in the unit Information for Developers, in the section Indexing Print Lists.

  To find out which SAP reports produce indexed print lists in the different SAP application components, see the documentation ArchiveLink - Application scenarios. Choose the following in the SAP Library: Cross Application Functions ArchiveLink - Application Scenarios. Read the unit relevant to your application component.

  Although print lists can be stored without indexing, it is recommended that they be indexed to enable quicker access.

• The print list must contain hyperlinks to enable reference to other stored documents. This is described in the unit Information for Developers, under Inserting Index Information and Hypertext Links.

The system carries out the following steps when storing print lists:

1. Creating main file and description file

   A print list is created in an SAP application component. The print list is transferred to the spool for printing and storing. Controlled by the print request definition, the spool work process creates a main file and a description file. The description file contains index information for the main file. Both files are written in the transfer directory, along with the storage system. The spool work process then creates a request in the ArchiveLink queue "Storage" (CARA) to store these files.

2. Archive Store

   The background job "ArchiveLink" processes the ArchiveLink queue "Storage" (CARA). The rest of the storage process is differs according to whether you have an HTTP storage system or an RFC storage system:

   • Process in an HTTP storage system:

     The background job creates an asynchronous storage request, executes it synchronously and sends the files to the HTTP storage system by HTTP protocol. If this is successfully executed, a print list control record is created in ArchiveLink and the open asynchronous request is terminated. The status of the spool request does not change to "completed" until the whole storage request has been successfully completed.

   • Process in an RFC storage system:

     The background job triggers the SAP System to send a request to store the files asynchronously. The request is sent, using RFC, to the RFC server of the storage system. The queue entry is deleted. The storage system then takes the files and moves them (MOVE) into the storage system. If this is carried out successfully, the storage system reports this to the SAP System by RFC, along with the document ID. A function module is called in the SAP System that uses the confirmation and the information in the asynchronous request to create a print list control record.

     Note

     For an overview diagram of the process for storing print lists, see Monitoring Print List Storage.

You can find and display stored print lists. For more information, see the unit Finding and Displaying Stored Documents, under Finding and Displaying Print Lists.

The storage system first searches in the description file for the search term, and if the search is successful, goes to the corresponding position in the main file. Depending on the actual indexing, you can access subobjects. For example, if you have the appropriate indexing, you can access individual customers from a print list that contains the open item account balance audit trail.