Metadata in the Fileplan 

Use

Each element in the fileplan is characterized by its metadata. This metadata is composed of a number of attributes. A controlling and a descriptive characteristic is defined for each element in these attributes. Attribute values are generated by the system, inherited from higher-level elements or can be entered or overwritten manually.

The following functions are supported by the metadata of an element:

·        Generation of a unique key and the manual definition of descriptions and key words.

·        Authorization control

·        Hierarchy reference in the fileplan

·        Storage locations of paper documents

·        Administration information such as creation time/date, created by, change time/date and so on.

·        Content leveling of documents according to mandates (Data Protection Act, Freedom of Information Act).

·        Disposal control

A range of attributes is provided in the standard system (see Overview of Standard Metadata in the Fileplan) for the functions listed above. You can also add your own customer-specific attributes or hide the standard attributes displayed.

Note that the inherited attributes of a document are only displayed after they have been assigned to a folder.

Features

The following section gives an overview of the functions available for the metadata in the fileplan.

Display of metadata

The attributes of a element can be called in two ways:

                            a.      You can display and hide the attributes of a element in the fileplan hierarchy in the detail screen of the processing area.

The attributes of folders can only be displayed and hidden as a detail screen in the processing area using Increase/Decrease Size of Attributes.

                            b.      You can call the attributes of an element in a dialog box (exception – folder attributes) by calling the element directly using a search function or as an entry from the screen area History.

You open the attributes in the dialog box in the application toolbar using  (Attributes for Fileplan) or (Attributes for Folder) or (Attributes for Document). The attributes of documents are only displayed in the dialog box.

Passing on metadata

In the fileplan hierarchy, a passing on logic supports the dynamic or fixed transfer of attribute values from a higher-level element to the lower-level elements. You can also exclude attributes from this or change inherited values manually. For more information, see Passing on Metadata.

Multi-value attributes

You can define several attribute values for a range of attributes. Multi-value attributes have a figure in brackets after the attribute description used which numbers the amount of multi-value attributes, for example, Author (1).  Using the pushbuttons  (Insert Entry Line) and  (Remove Entry Line) you can add or remove an attribute value to/from a multi-value attribute.

You can either define a multi-value attribute value manually (for example for the attribute Author) or input help is displayed (for example attribute Mandate). You define the values of input help in Customizing under Records and Case Management → Basic Settings → Attributes.

Dynamic attributes

For performance reasons, dynamic passing on of attribute values is supported for the elements at the lowest level – documents and incoming post items. Dynamic passing on means that the attribute values are not saved in the individual documents; they are read dynamically from the higher-level element. You can overwrite dynamic attribute values manually. In this case, the values are saved in the document.  

Adjusting the standard attributes and enhancing with user-defined attributes

You can adjust the standard SAP attributes and settings to your requirements, to define an attribute as a mandatory input values or hide an attribute that is not needed, for example. You can also define additional user-specific attributes.

Note when editing attributes that the individual element types in the fileplan are based on different Basis objects.

·        The elements class, part and document are based on a content model of the component SAP Records Management. This means that you edit the attributes of classes, parts and documents in the Document Modeling Workbench (DMWB) for the content model you use.

·        In contrast, the element folder is based on the Basis object case of the component Case Management. You edit the attributes of this element separate from the normal attributes in an attributes profile.

If you want to make the attributes available in the folder and in one of the normal element at the same time you have to create the attribute twice. This is necessary because the attributes are edited separately in the DMWB and in an attribute profile. 

Activities

Editing attributes of classes, parts and documents

You edit change attributes of these elements in Customizing under Records and Case Management → Basic Settings → Edit Attributes for Content Model.

For more information, see the IMG documentation.

Editing attributes of folders

You edit attributes of these elements in Customizing under Records and Case Management → Case → Attribute Profile → Create Attribute Profile.

For more information, see the IMG documentation.