Service Provider for Documents 

The service provider for documents can include documents with various formats in Records Management. Office documents and simple documents in the text-edit-control editor can be edited in Records Management. Other formats can be uploaded and downloaded in a simple manner, and therefore be managed in a record and edited on the local desktop.

Connection Parameters

See Back End of the Generic Service Provider. Additional connection parameters:

CREATE_ONLY_VIA_TEMPLATE

You can use this parameter to stipulate that the user can create documents only by using document templates. If you want to do this, enter the value X. The user then no longer sees the activity Create in the element type but only the activity Create with Template.

TEMPLATE_PROFILE

As the value, assign the name of a template profile that you created in the IMG activity Manage Document Templates. The template profile groups together multiple template documents.

You can enter between 0 and n template profiles. If at least one template profile is entered, the user sees in the element type the activity Create with Template. The system then displays a dialog box where all templates of the template profile are listed. The user can select one of these templates.

TEMPLATE_ID

As the value, assign the document ID of a single document that you want to use as a template. You can enter between 0 and n template documents.

A document ID is composed of the name of the document class (name of the LOIO class of the content model) and the object ID (GUID). To find out this information, you can choose the Information activity for the template document.

Note that we recommend that you use only the parameter TEMPLATE_PROFILE and not the parameter TEMPLATE_ID.

TEMPLATE_SPS_ID

As the value, assign the name of the element type in which you created the template documents. You must have created all the templates in an element type. For the templates you can use the service provider for document templates but this is not mandatory.

TEMPLATE_PROPERTY_PRINT

This parameter refers to the print functions of the record. When a record is printed, the structure of the record, and all printable documents including their attributes are printed, too. You can use the parameter TEMPLATE_PROPERTY_PRINT to set the layout for printing the attributes of a document. Enter the name of a Smart Form. If you do not enter a name, the system uses the default form SRM_DOC_PROP_PRINT_FORMULAR.

If you want to create your own form, we recommend that you copy the default form and make changes to the copy as you require. Note that the interface must be the same as the interface of the default form.

 

To print documents, an external conversion server must be connected to the SAP system by RFC. The conversion server must support the XDC interface. Only formats that are supported by the conversion server can be printed. Documents in non-supported formats are not printed. If this happens, the system does not display an error message.

STATE_PROFILE_ID

As the value, assign the name of a status profile that you created in the IMG activity Define Status Profile. If the user then creates a document of this element type, he or she can maintain the attribute Status in the dialog box for attribute maintenance. For more information, see the online documentation in the IMG for customizing status management.

FUNCTION_GET_FORM_DATA

The parameter refers to the icon Set Form Fields, which is available to the user when processing Word documents. You can use this symbol to enable automatic filling of form fields in the document. A common example is setting dates in the form fields of a document template.

The connection parameter FUNCTION_GET_FORM_DATA offers a user exit. As a value, enter the name of a function module that reads the data that is to be set in the form fields.

For example, SAP supplies the function module SRM_BDV_GET_FORM_DATA. This is entered as a value for the connection parameter FUNCTION_GET_FORM_DATA in the supplied element type SRM_SPS_DOCUMENT. A function module that you have implemented must have the same interface as this example function module. For more information, see the online documentation for the function module SRM_BDV_GET_FORM_DATA.

If you do not enter a value for the connection parameter FUNCTION_GET_FORM_DATA, form fields in a document can be filled using a standard mechanism: In the standard setting, the system reads the data from the attribute values of the record in which the document is integrated. Attribute values are assigned to form fields with the same names. If you want to use this mechanism, when creating form fields ensure that you call these exactly the same names as the record attributes that you want the system to transfer into the document.

The form fields need to be set up beforehand in a word document. To do so, proceed as follows:

...

                            a.      Perform a right mouse click on the Word toolbar and choose Form.

                            b.      Choose the Text Field key on the Form toolbar.

                            c.      Double-click on the newly created form field and note the automatically generated text mark.

                            d.      Choose File -> Properties and open the Custom tab page.

                            e.      Enter the technical name of an attribute in the Name field (such as ZR;_CUS_NR).

                              f.      Activate the checkbox Link to Content and choose Add.

                            g.      Select the text mark you noted previously from the dropdown list Source.