Initial Screen: The Records Organizer 

To navigate to the Records Organizer, choose the following in the SAP Easy Access Menu: Records Management → Start Records Management(transaction ORGANIZER).

Use

The Records Organizer is the initial screen in Records Management. You can navigate from the Records Organizer to all the other tools:

·        To edit records, go to the Records Browser (see Navigating to the Records Browser).

·        To edit record models, go to the Records Modeler (see Navigating to the Records Modeler).

·        To edit file plans, go to the Records Planner (see Navigating to the Records Planner).

Prerequisites

To start the Records Organizer, you need the authorizations of the authorization object S_SRMSY_CL. This is included in the SAP role SAP_BC_RM_USER (standard user for Records Management).

When you call the Records Organizer for the first time, you need to enter a Records Management System ID (RMS ID) in a dialog box before you can access the Records Organizer. There is a separate ID for each Records Management System (RMS). The RMS logically divide various business areas. Ask your system administrator which ID is relevant for you.

Features

The Records Organizer is a navigation area from which you start your work in Records Management. The navigation area is split into two halves: In the upper section, you can activate the Role-Based View, Favorites, Resubmission, or the Inbox. You can switch between these areas by choosing the appropriate button at the top of the display area. The History area is displayed in the lower section.

The four areas are described below.

Role-Based View

In this screen area, you can check new elements into Records Management, or search for elements that have already been checked in.

The role-based view can be individually compiled in Customizing for each existing SAP role. The following only describes the standard setting, which contains three hierarchy levels.

·         The first hierarchy level contains only one node. This specifies the name of the current Records Management System (RMS). You can only execute all subsequent activities within this RMS.

 

If you are authorized to work in more than one RMS, you can choose  to change to another RMS.

·        The second hierarchy level contains folders that group together elements under different headings.

·         The third hierarchy level contains the corresponding element types. Element types group together similar elements. You only see the element types that have been assigned to the current RMS in Customizing.

To check in or search for an element, select the element type to which you want to assign the new element, open the context menu, and choose Activities. The activities can be different for each element type. For more information, see Activities for Element Types and Elements. After you have executed one of the activities, the element is displayed in the right-hand screen area and an entry is made in the History area.

 

To make room for processing of elements, you can choose  to hide the Organizer. The  symbol is available in the function toolbar in every Records Management tool. You can also use it to redisplay the Organizer navigation area if required.

If you display multiple elements in sequence, without closing the elements in between, you can use  and  to navigate through the open elements.

History

This contains the last 30 elements you have edited. The element edited last always appears at the top of the list. The elements are not arranged according to a hierarchy.

You can use the History as a starting point to perform activities for the elements. To do this, select an element, open the context menu, and choose one of the activities offered. The activities offered may differ from element to element. For more information, see Activities for Element Types and Elements.

The Where-Used List activity is available in the context menu for all elements. A dialog box is displayed containing a list of all the records in which the element is used. If the selected element is a record, the elements that the record contains and the underlying record model are displayed.

Choose  to clear all elements from the History. The elements still remain in the Records Management System.

To refresh the elements, you choose .

Favorites

Here you can create and organize elements and element types. We recommend that you use your Favorites to keep the elements and element types that you most frequently use. You can start all activities from the Favorites.

You can use Drag&Drop, or choose Add to Favorites from the context menu to copy elements from the History into the Favorites.

To integrate element types into your Favorites: In the area Favorites, position the cursor on the uppermost node and choose  Activities → Create element type link. In the dialog box that is displayed, select an element type. In the next dialog box, select which folder to add the element to.

To create folders for organizing your Favorites into a hierarchy, position the cursor on the element/element type and choose  Activities → Create folder. The new folder is created one hierarchy level lower.

Resubmission

In this area, you can set elements to be resubmitted. All elements are displayed for which the resubmission date is the current date or earlier. If the due date has passed, the elements are marked in red. You can choose  Change to change the resubmission entry at any time. To display the element, you choose .

To include an element in the resubmission, place the cursor on the element in the History or the Favorites, and choose Resubmission in the context menu. A dialog box is displayed. In the Submit On field, enter the date on which the element is to be submitted. In the Due On field, enter the date by which the element must be processed. Additionally, you can enter notes for resubmission in the Action field. You fill the fields Priority and Status by using the input help.

Inbox

In the inbox area you can display your current work items and deadline monitoring items. To refresh the content of the inbox, you choose . To perform activities for the work items and deadline monitoring items, select the relevant element, and choose Activities in the context menu. The following activities are available:

·        Display:

Displays the technical information of a work item or a deadline monitoring item.

·        Log:

The work item or the deadline monitoring item branches to the log display.

·        Execute:

Starts the execution of a work item or a deadline monitoring item.

·        Forward:

Work items are forwarded to another processor. This activity cannot be performed for deadline monitoring.

·        Include in History:

The work item or deadline monitoring item is displayed in the history.