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FS310BIT640 CollectionsSAPRecordsandManagemDisbursementsntinDetail

BIT640

SAP Records Management in Detail

THE BEST-RUN BUSINESSES RUN SAP

SAP AG©2003SAP AG 2004
R/3 Enterprise Core 4.71

2004/Q4

Material number: 50070022

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Copyright

Copyright 2004 SAP AG. All rights reserved.

Neither this publication nor any part of it may be copied or reproduced in any form or by any means without the prior written consent of SAP AG. The information contained in this publication is subject to change without prior notice.
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Trademarks

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MaxDB is a trademark of MySQL AB, Sweden.

SAP, R/3, mySAP.com, xApps, xApp and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in other countries worldwide. All other product and service names mentioned are the trademarks of their respective owners. Data contained in this document serves informational purposes only. National product specifications may vary.

The information contained in this publication is subject to change without prior notice. These materials are provided by SAP AG and its affiliated companies («SAP Group») for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

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Course Prerequisites
Recommended
Experience with SAP Document Management

Experience with ArchiveLink

Experience with Business Workflow
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Target Audience
Participants:

Customers who use record management in their companies

Project managers in the area of record management

Project managers in the area of document management

Consultants who are or will be involved with SAP Records Management

Consultants who would like to expand their know-how in the area of SAP document management
Duration: 3 days

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User notes

These training materials are not a teach-yourself program. They complement the explanations provided by your course instructor. Space is provided on each page for you to note down additional information.

There may not be sufficient time during the course to complete all the exercises. The exercises provide additional examples that are covered during the course. You can also work through these examples in your own time to increase your understanding of the topics.
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Course Goals
This course will prepare you to

Use, configure and administer SAP Records

Management

Create a record solution including customer- or partner-specific applications
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Course Objectives
After completing this course the participant will be able to

Identify the uses and the interfaces of SAP

Records Management

Discuss system architecture

Describe the concept of the record and content models

Describe the authorization concept

Describe how to use floating files, workflows and operations

Discuss the document infrastructure used by SAP Records Management

List the requirements for SAP Records Management projects

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Table of Contents (1)

Preface
Unit 1 What is SAP Records Unit 5 Content Model
Management Unit 6 Record Model
Unit 2 Digital Records
Unit 7 Views, Roles and

Unit 3 Digital Documents in Authorizations
Digital Records Unit 8 Configuration Details
Unit 4 System Architecture
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Table of Contents (2)

Unit 9 Process Route and Unit 13 Business Scenarios
Floating File Unit 14 Projects with SAP

Unit 10 Workflow Management Records Management
Unit 11 Configuration Case
Management
Unit 12 Examples from the
Applications

Appendix 1 Service Provider Framework

Appendix 2 Document Management Infrastructure

Appendix 3 Further Information

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What is SAP Records Management
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What is Records Management:
Unit Objectives
After completing this unit, the participant will be able to:

Discuss the functions of SAP Records Management

Describe the application areas of Records Management

Name the advantages and uses of SAP Records Management

Discuss the release cycle and the integrated components

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What is SAP Records Management Used For?
Records Management replaces paper records with digital records based on electronically-stored documents.

A record is a collection of information concerning a specific business context. The contents of the record are displayed in a defined record structure.

Workflow-controlled processes are activated from within digital records. SAP Records Management contains additional
ad hoc workflow functions.

Electronic operations (cases) support the processing of business processes.

In addition to an operation record, operations contain processing notes for documenting the processing steps.

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SAP Records Management supports work with electronic documents, records, and operations.

Records Management supports electronic record storage and the processing of electronic records.

Replacing paper records with electronic records yields the following advantages, among others: No/low costs for record storage
No time-consuming and expensive copying costsNo transport of records

Automatic workflow management through the electronically-controlled circulation of records andoperations

Optimum search for information within the record / operation

Fast accessing of record contents or information concerning an operationDocuments from a record can be read by more than one person at a timeOffice Tools can be used to edit documents

In records and operations you can integrate not only documents, but also transactions, business objectsand workflows

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Typical Contents in Electronic Records
Business Business objects
reports from SAP and
third-party systems
Material
Business Contact
Invoice
applications
HR master record
Process information

Print forms interactive forms
Desktop

Documents

and

templates

Scanned Notes
documents Web content

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The objects on the slide are available in the SAP Record Management standard system.

With SAP Records Management you get more than just your paper records in electronic form. SAP Records Management offers functions that far surpass what is offered by conventional record management systems. In addition to electronic documents, SAP Records Management offers integration with the following objects:

business objects and Business Workflows

Reports ans transactions

ArchiveLink document

Management data from paper document

internet/intranet pages

As SAP Records Management is based on an open infrastructure, you can integrate other customer-specific objects. The elements can be from a local SAP system, other SAP systems or non-SAP systems.

This integration capability allows you to store a complete view of the whole process in the electronic record. If you are using Business Workflow, you can start operations from the record or the record can be the basis for efficient controlling. Print forms and interactive forms are developed by SAP in cooperation with Adobe. A first version was introduced in SAP NetWeaver 04. They are not covered in this course.

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Example 1: Customer Records of a Bank
Contents of a customer record

Current Deposit Loan
account account account
Business object: Business object: Business object:
Business Business Business
partner partner partner
Documents: Documents: Documents:
Opening Opening Opening
documents documents documents
Documents: Transaction: Document:
Account
Securities Real estate
statements
Account

Transaction: statement Business object:
Display Report: Loan
account contract
Business object: Risk
status
Standing
orders

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A customer record in a bank can contain, for example, the following information: Current account information
Securities account information

Credit management account information…
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Example 2: Personnel Records of a Company

Applications HR Manage- General
ment Corres-
ArchiveLink Objects pondence
document: HR info type: Document:
Letters
ArchiveLink Address Pay raise
Document:
document: HR info type:
CV Reminder
Bank data

ArchiveLink HR info type:
document:
Degrees Contracts
ArchiveLink HR info type:
Org.
document:
Contents of a Assignment
References

personnel record
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Personnel Record in Records Management
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Records can be created and maintained in the system not only manually, but also automatically.

Display of HR infotypes in personnel records:

The standard settings only allow infotypes from systems >= 4.7.

To access HR systems that have a release < 4.7, a function module must be created. For more information see the Records Management documentation.
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Overview SAP Records Management

Open infrastructure: Service Provider Framework
Records Case
Management Management

Business Workflow Ad hoc Workflow
Document management
ArchiveLink KPro WebDAV*

Generic Document Management API (GDMA)
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SAP Records Management contains functions for record management, operation management and document management.

SAP Records Management uses the proven document management infrastructure that has been successfully employed in the SAP Web Application Server for years. This infrastructure includes: ArchiveLink for the creation of originals for business objects and/or records

Knowledge Provider (Kpro) for the management of “living” documents that are revised and versionedin the system.

SAP Records Management, which in the current version (SAP RM 2.4 based on a SAP Web AS 6.40)supports a WebDAV interface that enables the integration of record contents in a portal. The WebDAV interface is not covered in this course.

The Service Provider Framework serves as an open infrastructure for the integration of information from third-party systems.

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SAP Records Management as Building Blocks
SAP Records Management contains objects and tools that enable you to develop individualized customer solutions. This solves problems in the following areas:

Document management

Record management

Processing of operations

(Cross-system) integration of documents and applications

SAP Records Management offers Business Services that enable efficient processing of your business processes.

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SAP Records Management: Application Solutions
SAP offers SAP Records Management not only as building blocks, but SAP also offers preconfigured application components based on

SAP Records Management:

SAP Public Sector Records Management

mySAP Financials:

Dispute Management

U.S. Sarbanes-Oxley law on financial reporting

mySAP CRM: Case Management

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Digital Records and Business Processes
Using SAP Business Workflow enables you to integrate process information in records.

A user can start a workflow from a record.

All information linked with a record (documents, contacts, …) is available to the process.

The standard system includes an ad hoc workflow (process route) that is used, for example, in a floating file.

In workflows, digital records are processed automatically

Digital operations (cases) support the processing of operations that cannot be standardized to a high degree.
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Workflow definitions can be an element of a record. A user can start a workflow from a record. The workflow log is then a part of the record.

The processing of a record can be a workflow step, i.e. a record itself can be an object in a workflow.

Floating files/circulars are special processes that use a process route (ad hoc workflow). Process route, floating file and circular were specially developed for SAP Records Management.

A floating file contains elements from a record that are to be sent to particular processors.

The processors and the activities that they are to perform on the documents in the floating file are determined ad hoc.

Operations (cases) are covered in greater detail in a later unit.
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Standard System and Availability
Q3 / 2002 31.03.2004 2005
SAP Records SAP Records SAP Records
Management
Management 2.4 Management 3.0
2.0
SAP NetWeaver 04 SAP NetWeaver 05

SAP Web AS SAP Web AS NetWeaver AS 7.0
6.20 6.40
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SAP Records Management is developed as a component with its own release cycle.

Thus far the release cycle has been synchronized with the release cycle of the SAP Web Application Server.

With the SAP NetWeaver 04 release, all SAP technology components were harmonized.

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Standard System SAP Records Management

You order SAP Records Management 2.0 as separate components.

The SAP Records Management component contains

SAP Web AS 6.20

(at least Service Pack 9)

SAP Content Server

(with SAP Cache Server and SAP DB)

TREX

(full-text search engine)

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Unit Summary

SAP Records Management contains tools for record management, operation processing, and document management.

Electronic records replace paper records.

Operations (cases) support the processing of document-oriented, integrated business processes.

SAP Records Management serves as an integration platform; electronic records contain digital records and data records (application objects, logs).

Automate your core business processes with Business Workflow. SAP Records Management offers additional

ad hoc workflow components.

SAP Records Management is based on an open infrastructure that allows enhancements and the integration of third-party products.

Records Management / Case Management is a part of various preconfigured application solutions.

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Digital Records
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Digital Records: Unit Objectives

After completing this unit, the participant will be able to:

Discuss the purpose of the Records Organizer and the Records Browser

Search for records

Navigate records

Process records manually and create new contents
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Overview of Records Management Tools

Creation of records … Records
Views of Organizer
records … Initial

Records Browser screen Records Modeler
for all
activities

Manages the Manages
contents of records record model

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The Records Organizer is the initial screen in Records Management.

You access the Records Organizer using the transaction ORGANIZER. Each record is assigned to a Records Management System (RMS), i.e. when calling the organizer you have to specify in which RMS you want to work.

Think of the Records Organizer as your desktop. You have your records, your documents, your correspondence, your favorites, your resubmissions, ….

You can branch to other tools from the Records Organizer.

Open the Records Browser to process records and display record contents

Open the Records Modeler to process record models. Record models define the structure on which arecord is based.

Each record is assigned to a record model and using the record model recognizes a defined number of structure nodes (folder symbol) which are displayed by the browser in a certain order.
The folders can contain documents, transactions, reports, workflows, floating files, and so on.
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Records Organizer

Role-based View

Favorites

Resubmission

Creation and checking of information

Search for records, notes, documents, models, …

Accessing of recently used information

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When you open the Records Organizer you see either the standard view or a role-based view.

The latter is based on the system configuration for your role (position) and must be explicitly created.

In the role-based view you can create documents or search for documents that have already been checked-in.

In favorites you can create and manage elements and element types. You can use favorites to store elements and element types that you use most often. All actions can be called from within favorites. These elements could be the records that you are using most frequently at a given time, or they could be other elements (document A, drawing B, report XY) and element types.

These elements and element types do not necessarily have to be assigned to a record; they can be processed independently.

In history you see the last 30 elements that you have accessed.

The element accessed most recently is at the top of the list.

You can use history as the starting point for actions on the element (context menu). Some rarely used additional functions are also located here (e.g. list display of a record).

You can hide the left section of the screen (the Organizer) if you wish to have a cleaner presentation, for instance while you are processing the record.
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Records Management System (RMS)
Dr. Jonas, Ms. Yukava, Mr. Schmidt,
Orthopedist Director of HR Administration

Patient records Personnel Budget planning
records

records
An SAP system can contain different RMSs

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An RMS is a closed unit within Records Management. It is comparable to a client in the SAP system. By defining RMSs, you can separate different business areas that are physically located in the same client of an IBase. They function like company codes in FI. By assigning records to different RMSs you can specify different access authorizations for records.

Examples of RMSs: In a hospital there are personnel and patient records. Employees in the HR department only have access to the records from the personnel records RMS. Likewise, doctors can only read records in the patient records RMS.
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Records Browser

Display, create and change information objects
Display the record as a list … or structure

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On the slide you see a record view in the Records Browser with hidden Organizer.

To access this view, use the Organizer show/hide icon next to the buttons for previous and next object.

You use the Records Browser to do the following:

Fill a new record: you can only create a new record on the basis of an existing record model.

Records can be created not only manually, but also automatically in the background. The reportSRM_RECORDS_CREATE, for example, can be used to create a personnel record.

Display or process an existing record.

The main functions of the Records Browser are:

Display of the record as a hierarchy: the structure of the record is predefined in the record model.

Display/create/process elements

To display and process, a screen opens on the right side of the screen. Elements and records have attributes that have to be maintained.
On the screen you see a record that contains concrete elements, e.g. a branch to the personal data of an employee in HR or letters in the general correspondence directory.

You also see so-called placeholders (gray round entries), which indicate that concrete elements can be entered in that place. These placeholders are only visible in the change mode of a record.

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Records Modeler:
Record Model for Personnel Records

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On the slide you see the record model on which the personnel record of Hilda Miller is based.

Record models are created during an implementation project. As a rule, they are not created by end users.

You can also see that the record model for personnel records, as an element, can itself be accessed through the Records Organizer.

In the record model you store not only which nodes (folders) appear in what order in the record and what they may contain. In the record model you also store whether certain nodes may contain 0, 1 or n elements.

If a node can not to be empty (0), every time you save a record that violates the rule you receive a warning. You can ignore the warning in our example.
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Attributes of the Record

Attributs

of a Record

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Which attributes a record has depends on the content model on which it is based, which provides a diverse set of attributes to choose from.

Among these attributes, for example for personnel records, is the personnel number, which establishes a connection between the record and the HR master record.

In general terms, as a rule there is at least one attribute that establishes a link between the record and a corresponding entity in the SAP system. This can be a business object, for example. In this case the link to the HR master is established through the personnel number.

For each element with attributes (records, documents, …) there is a record number (or a unique description) and a short description. The short description appears in the record hierarchy.
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Content Model for Personnel Records

Unique personnel number as link to business object HR master record Anja Müller
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Content models are not elements that are visible in the Organizer.

They are maintained in the Document Modeling Workbench (transaction DMWB). This maintenance will be covered in a later unit.

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Displaying Information Objects in the Record
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In the display mode of a record you see only those folders for which actual concrete elements have been stored.

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Displaying Business Objects in the Record
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Records Browser: Display Record in a List
Search, sort,
Search, sort,
filter, …
filter, …
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You can display that elements of a record in the form of a list.

In the history section in the Organizer, select the record and then Display variants — record elements in a list in the context menu.

You return to the standard view with Return or Back.

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Export (Format) for Records
Generate offline version through export

Records

Management

System

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With these functions you can export a record. The system generates several records that are stored in the file system of your PC.

Among the files that are generated, there is an HTML page for display and an XML file that contains the record structure and references to contents.

To use these functions, in the Records Organizer or the Records Browser open the context menu on the node of a record and select Other functions ® generate and download export format.

At present no import format is supported.

You can also export several records simultaneously. You have this report SRM_EXPORT for this purpose. You reach the entry screen of the report using the transaction code SRMEXPORT.

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Displaying the Log Entries for a Record
In the Records

Browser select:

Record ->

Administration ->

Log entries
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Instances of access to the record are logged in the logging entries.

You reach the log from the record, select the Other record functions — Administration — log entries button.

There is also a general view of the log entries using the transaction SRMPROTOVIEW.

To log record access, a parameter in the content model has to be maintained (SRM_PROTOCOL = ON).

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Technical Info: Electronic Records
Electronic records are stored as XML documents in the system.

The XML documents are managed using the Knowledge Provider.

Electronic records can be stored in the SAP system database or on an external content server.

Electronic records contain only references There is no data redundancy.

Documents in an electronic record should be stored on an external content server.
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The component Knowledge Provider performs, for example, record version management or management of the content model.

The default setting is for records to be stored in the system database. This is also the recommended procedure.

References can exist to Documents

Transactions

Business objects…

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XML Format
The

XML representation contains only references to

objects.

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You find the display of the XML representation under Other record functions -> Administration -> XML display.

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Digital Records: Unit Summary

You now know the purpose of the Records Organizer, the

Records Browser and the Records Modeler.

You know the concept of RMS for the grouping of contents from different application areas.

You know that the structure (which elements are present in which order) of records is stored in a record model on which the record is based.

You know that records have attributes that are defined in a content model.

You can search for records.

You can navigate records.

You can store contents in records and create new contents.
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Exercises
Unit: Digital Records

Topic: Structure of a Personnel Record
After completing these exercises, you will be able to:

Create and change a record

Insert various elements into a record
In this exercise, you create a new record which you will access in further exercises.
1-1 Search for and display the record “personnel record Anja Mueller”

Navigate to the Records Organizer. The record is in Records Management System S_RMS_DEMO ‘Demo RMS’.

Search for the personnel record Anja Mueller using the short description ‘personnel record Anja Mueller’.

Open the record in display mode. Hide the Organizer navigation bar to see a more clearly arranged display.

Open the record structure completely and familiarize yourself with the navigation in this record.
1-2 Downloading documents to the local hard drive

In the general correspondence structure node, you will find the appraisal and reminder documents. Load these documents to your local hard drive.

Save them under those names that were displayed automatically. Save the record and return to the Organizer.
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1-3 In the next step, you now create a new personnel record for the employee with personnel number 1000, Anja Mueller.

As a result, you see an empty record with a structure that corresponds to the personnel record for Anja Mueller.
First, enter the attribute values for the newly created record and proceed as follows (## stands for your group number):
Field Attribute Values
Short description: BIT640-## Record Anja Mueller
Record number: Get the system to generate a record number!
Title: Ms.
Last name: Mueller
Street and house number: Gartenstrasse. 46
City: 76031 Karlsruhe
First name last name: Anja Mueller
Personnel number: 1000
Save your record.

Note that some of the attributes in the record (title, last name, street and house number, …) only make sense in the context of personnel records. How to deal with the way application-specific attributes for records is covered in a later chapter.

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1-4 You are now going to fill the newly created record with content. Start with the information that is already available in HR.

There are some gray nodes in the record. The gray nodes are template nodes from the underlying record model. The structure of the record is stored in the record model. You can insert new elements into the record starting from these nodes.

Insert the following infotypes into the corresponding folders:

Folder Infotype
General information Measures
Personal data Personal data
Address: Permanent residence
Bank details
Disability
Business data Organizational assignment
Communication: E-mail
Contract data Basic contract
Planned working time
Settlement status

For some infotypes, you have to select a subtype for the infotype.

Optional: As the address, enter a temporary residence into your record in addition to the permanent residence.
1-5 The HR master data sheet is an HR report that you also enter into the records now.

In the general information on node folder, enter report YZ_RPLSTMC0, variant VAR1000. Rename the node in the HR master data sheet after inserting the element into the record.

Selecting the HR master data sheet now formats the current personnel master data information for you.
1-6 Enter transaction PM20 in the certificate folder.
1-7 Store Personnel record Anja Mueller and your record BIT640-## record Anja Mueller as personal favorites.
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Solutions
Unit: Digital Records

Topic: Structure of a Personnel Record
1-1 Search for and display the record Personnel record Anja Mueller

Navigate to the Records Organizer. The record is in Records Management System

S_RMS_DEMO ‘Demo RMS’.

Search for the Personnel record Anja Mueller using the short description personnel record Anja Mueller.

Open the record in display mode. Hide the Organizer navigation bar to see a more clearly arranged display.

Open the record structure completely and familiarize yourself with the navigation in this record.
1-1-1 Start the Organizer transaction.
1-1-2 The first time you access this, you have to specify in which RMS you wish to work. A dialog box asks you for the RMS ID. Choose RMS S_RMS_DEMO using the F4 help.

Move the screen with Text Records Management so that the components of the Organizer become visible.
1-1-3 Expand the Records node. Open the Personnel records context menu and select Search. Open the input help for attribute and choose Short description.
In the from field on the search screen, enter Personnel record Anja Mueller.
Select Start search.

You have to select the pattern option to use placeholders for the search. The identical option requires you to enter the entire short description while paying attention to the capitalization.
1-1-4 Select the record in the hit list and copy the selection. Switch off the Records Organizer using the blue and white Show/hide Organizer icon.
1-1-5 To open/close the record structure, click on the record structure arrows or the

Expand/close subtree buttons.
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1-2 Downloading documents to the local hard drive

In the General correspondence structure node, you will find the Appraisal and Reminder documents. Load these documents to your local hard drive.
Save under the names that automatically display and quit the record.
1-2-1 In the record, expand the General correspondence node. Choose Appraisal. From the context menu, choose Activities → Download. Create the document in the directory that appears.

Leave the suggested record name InterimAppraisal_Mueller.doc unchanged.
1-2-2 Repeat this procedure for the reminder document.
1-2-3 Choose Back to return to the Organizer. Save your record when the system prompts you.
1-3 Create a new personnel record. As a result, you see an empty record with a structure that corresponds to the personnel record for Anja Mueller.

First, enter the attribute values for the newly created record and proceed as follows (## stands for your group number):

Field Attribute Values
Short description: BIT640-## Record Anja Mueller
Record number: Get the system to generate a record number!
Title: Ms.
Last name: Mueller
Street and house number: Gartenstrasse. 46
City: 76031 Karlsruhe
First name last name: Anja Mueller
Personnel number: 1000
Save your record.

1-3-1 In the Organizer, navigate to the personnel records entry and choose Create activity in the context menu.
As a result, you see an empty record with a structure that corresponds to the personnel record for Anja Mueller.

1-3-2 Select the Attributes for record button and enter the attributes in the following dialog box as described. To generate a record number, select the button with the red and white icon (Generate clear description).

1-3-3 To exit the dialog box, choose the green checkmark (OK).

1-3-4 Save the record.

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1-4 Insert the following infotypes into the corresponding folders:

Folder Infotype
General information Measures
Personal data Personal data
Address: Permanent residence
Bank details
Disability
Business data Organizational assignment
Communication: E-mail
Contract data Basic contract
Planned working time
Settlement status

For some infotypes, you have to select a subtype for the infotype.

Optional: As the address, enter the permanent residence as well as the temporary residence in your record.

1-4-1 In your record, navigate to the gray (empty) measures node in the General information folder and choose Activity → Search.

Note: The activity here is Search and not Create because the infotypes are already available as information in HR, no new information is created.

If it is not already displayed, enter the value 1000 in the Personnel number field and confirm with the green checkmark (Continue).

1-4-2 Repeat this procedure for all above-mentioned infotypes. If you are required to enter a subtype, enter it using the F4 input help.

1-4-3 Optional:

You have selected Permanent residence as the address infotype.
To enter another address, navigate to the now filled address node: Permanent residence and execute Create same level (subsequently).
Now, select the temporary residence as the subtype.

1-5 In the general information on node folder, enter report YZ_RPLSTMC0, variant VAR1000. Rename the node in the HR master data sheet after inserting the element into the record.

1-5-1 Navigate to the gray Reports node in the General information folder. By the way, the element type for the report is Local reports. Choose the activity Activity → Search. Enter the program name and variant and confirm this using the green checkmark (Continue).

1-5-2 Place the cursor on the now filled nodes and select the Rename activity in the context menu.

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1-6 Enter transaction PM20 in the certificate folder and save the folder.

1-6-1 Navigate to the Create certificate node and select the Search activity. In the dialog box that appears, enter transaction code PM20 and confirm with the green checkmark (Continue).

1-6-2 Choose Save. Do not save in a new version.

1-7 Store Personnel record Anja Mueller and your record BIT640-## record Anja Mueller as personal favorites.

1-7-1 Select the Personnel record Anja Mueller in the history and, in the context menu, choose Add to favorites. Confirm the dialog box.
Repeat the procedure for the second record.
(C) SAP AG BIT640 2-24

Digital Documents in Digital Records
SAP AG 2003
(C) SAP AG BIT640 3-1

Digital Records: Unit Objectives

After completing this unit, the participant will be able to:

Edit documents in records

Make versions of documents and check them in and out

Use document templates

Use unchangeable documents (ArchiveLink) in records

Work with annotations to documents
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Documents In a Record

ArchiveLink Knowledge Provider (KPro)
Unchangeable documents Processing in the SAP system

Only one version in one format Several versions in different formats
(usually TIFF and PDF) (e.g. DOC, PDF, JPG, …)
No document attributes Document attributes

Link to a business object (BOR)  No link to a business object required

Notes and document processing  Revision and versioning, if necessary using annotations

on an additional layer
ArchiveLink and the Knowledge Provider use a common interface for document storage: the HTTP Content Server interface

(or the ArchiveLink interface).

Documents are stored on the SAP Content Server or

an external content server (e.g. a certified archive system).

SAP AG 2003
Digital documents are important record contents. SAP Records Management supports documents that are managed with two different services in the system: ArchiveLink and the Knowledge Provider.

ArchiveLink documents always link to a business object. For this reason, it is important explicitly to maintain document attributes for these documents. The necessary attributes are stored as part of the business object.
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Typical Documents in Records Management
Desktop Office documents such as MS Word or

MS Excel with versioning
Notes with a simple text editor

URLs or web addresses

Paper documents consist of a single attribute record with attributes such as storage system ID and storage location

Archived document with a link to a business object
SAP AG 2003
Apart from archived documents, all document types mentioned here are managed with the Knowledge Provider. As a rule, these documents consist of a content record and an attribute management record.

Documents stored in the system as desktop documents can be in the formats PDF, TIFF or JPEG, among others. However, these cannot be revised in the Records Management System. Only up- and download and local revision is possible.

No content record is stored in the system for URLs and paper documents, only an attribute management record.

Files and record models are also managed internally by the system as documents. The Knowledge Provider is used as the management service in this case as well.
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Document Processing in Records

Processing

Send documents
Process attributes
Edit documents

Version view

SAP AG 2003
You can search for documents directly from the Records Organizer, or you can open the corresponding record and select the document you are searching for.

Attributes are stored for a document as well as for the record itself.

Be sure to note the document version.

You process MS Word, MS Excel and MS PowerPoint documents, among others, that are file-based and integrated in the SAP System.
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Document Attributes
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Explicit maintenance of document attributes enhances the reportability of documents.

Certain attributes, such as “last changed by,” are automatically maintained by the system; others must be maintained manually.

Attributes can be optional or required.

Individual attributes can be hidden if they are no longer required for a concrete solution.

It is possible to add attributes.

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Local Editing and Completion

Up- and download

Check-in and check-out

Complete documents

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Download and upload as well as check-in and check-out are available for documents.

Documents can be completed. This leads to the generation of a “final” document that can no longer be changed (unless an administrator is authorized to reopen it).

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Working with Document Templates
Templates can be used to create documents

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Document templates can be defined and stored in the SAP system.

The use of document templates simplifies the creation of frequently recurring correspondence.

The definition and configuration of document templates is covered in a later unit.

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Display of Archived Documents (ArchiveLink)

Zoom, navigate,

rotate, …

Stamp

Unchangeable note

Annotations

Send document

Assign

document attributes

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In the illustration you see an archived document, in this case a document in the TIFF format.

Typically, archived documents are linked to a business object (this requires user interaction); check-in into a record can be executed automatically (following the setting of automation steps in the project).

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Integrated Document Viewer

Stamp
Authorized

JB 2003-08-27
SAP AG 2003
The integrated document viewer is available in the framework of record processing.

It displays unchangeable documents that are generally stored in the TIFF or PDF formats.

Processing of the (unchangeable) originals is not supported. But you can add annotations to an additional document layer, which you can superimpose on the original, or hide, at any time.

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Searching for ArchiveLink Documents with the Document Finder
Document type-specific search template
Document type-specific hit list
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Attribute search for archived documents depends upon having set up a corresponding search area for search actions with the Document Finder.

As a rule, the search is then done by way of the attributes of the assigned business objects as the documents themselves do not explicitly have attributes.
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Digital Documents in Digital Records:
Unit Summary
You know how to search for and display documents.

 You know the difference between documents and stored documents.

You now know how to edit, version, and check-in and check-out documents in records.

You can use document templates.

You can work with annotations to documents.

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Exercises
Unit: Digital Documents in Digital Records

Topic: Editing Documents in a Personnel Record
After completing this exercise, you will be able to:

Enter additional elements to a record

Search for documents, manage documents and integrate them into a record

Work with templates

Know how to use the records as an end user
In this exercise you will fill the record you created in the last unit with digital documents and practice using the records as an end user.

2-1 Open your record BIT640-## Record Anja Mueller in change mode.
2-2 Integrate the following ArchiveLink documents in your record in the respective folders:
Folder Document

Personal data > Contract Employment contract

Personal data > Tax data Employment tax card

Application Letter

Application Resume

Application Reference

The documents have already been linked to the objects in HR by means of ArchiveLink. To integrate them search for already existing documents in HR.
2-3 Annotate one of these documents by means of the redlining function. To do so, create a layer called LAYER-## and execute one of the following activities:

Enter a note

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Graphic highlighting (rectangle, circle, line or similar)

2-4 Create the following desktop documents (by means of upload) using the local copies created in exercise 1.

Folder Document

General correspondence Appraisals

General correspondence Reminders

Here, enter the document attributes as follows:

Short description Appraisal ## or reminder ##

Clear description Appraisal ## or reminder ##

Alternatively, you can have clear descriptions generated.

Save your record.
2-5 In the General correspondence record, create a new letter Pay increase by using the document template Template letter for pay increase. Assign the following document attributes:

Short description Pay increase ##

Clear description Pay increase ##

Alternatively, you can have clear descriptions generated.

Check whether the form fields filled automatically. Enter the amount of the newly specified salary.
2-6 In the User documentation folder, create a link to the SAP Help Portal Internet page http://help.sap.com.

Save the record.
2-7 Working with versions.

Open the pay increase ## document and change the amount of the increase. Save the document as a new version.
Save the record.

Search for all versions of the pay increase ## document from the Organizer and have the system display the older version. From there, change to the current version.
2-8 Logging

Open the log for the record and trace your activities in the log.

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Solutions
Unit: Digital Documents in Digital Records

Topic: Editing Documents in a Personnel Record
1-1 Open your record BIT640-## Record Anja Mueller in change mode.
1-1-1 The record is in your Organizer’s history. Select the record to display it and the select the Change<>Display button.

Alternatively, you can choose the Change function in the context menu for the record.
For a clearer overview, hide the Organizer navigation bar.
1-2 Integrate the following ArchiveLink documents in your record in the respective folders:

Folder Document

Personal data > Contract Employment contract

Personal data > Tax data Employment tax card

Application Letter

Application Resume

Application Reference

Choose the Search activity to integrate the documents, as the documents have already been linked in HR (so they have already been created).

Select the corresponding node and open the context menu.

1-2-1 Select Activities → Search. The Document Finder opens.

1-2-2 Use the input help to select the HR documents by infotype document area and enter personnel number 1000.

1-2-3 Select Start search.

1-2-4 Expand the documents for Anja Mueller and select the requested document from either the tax data map or the personal data map:

Note: Do NOT use the document in the folder called Other documents.

1-2-5 To export a document into a record, choose the Export to record icon next to button for canceling the transaction.

1-2-6 Repeat this procedure until you have inserted all documents.

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1-3 Annotate one of these documents by using the redlining function. To do so, create a layer called LAYER-## and execute one of the following activities:

Enter a note

Graphic highlighting (rectangle, circle, line or similar)

1-3-1 Double-click on one of the documents to display it. Choose the Tools button, then

Redlining.

1-3-2 Enter layer name LAYER-## in the dialog box that follows and confirm with the green checkmark.

1-3-3 Choose one of the suggested functions, for example Entering a note by pressing the Redlining text button. Click on the document.

1-3-4 Enter your text in the redlining text dialog box and confirm with the green checkmark.

1-3-5 Right-click on that part of the document where the text is to be inserted and choose

Save.

1-3-6 By using the Layer button that just appeared, you can see the original of the document and the document with the redlining text.

1-4 Create the following desktop documents (by means of upload) using the local copies created in exercise 1.
Folder Document
General correspondence Appraisals

General correspondence Reminders
Here, enter the document attributes as follows:
Short description Appraisal ## or reminder ##
Clear description Appraisal ## or reminder ##

Alternatively, you can have clear descriptions generated.

1-4-1 Select the corresponding node and open the context menu.

1-4-2 Choose Activities → Create → Do not use template. 1-4-3 Choose from the menu by using: From File.
1-4-4 Choose the file InterimAppraisal_Mueller.

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1-4-5 In the window for attributes, enter the text Appraisal-## as the short description and as the clear description. Alternatively, have another clear description generated by selecting the icon behind the attribute.

1-4-6 Repeat these steps for the reminder. Use the Reminder_Mueller file and assign Reminder-## as the short description and the description. Save the document.

1-4-7 Save your record.
1-5 In the General correspondence record, create a new letter Pay increase by using the document template Template letter for pay increase.

Assign PayIncrease-## as the short description.

Check whether the form fields filled automatically. Complete the amount for the newly specified salary.

1-5-1 Select the corresponding node and open the context menu.

1-5-2 Choose Activities → Create → Template Letter for Pay Increase.

1-5-3 Assign the pay increase-## as the short description and the clear description or have a clear description generated.

1-5-4 Check whether the form fields were filled automatically. If not, you can trigger the filling of the fields with the Set form fields button.

1-2-5 Enter the salary in the template and choose Save.

1-6 In the User documentation folder, create a link to the SAP Help Portal Internet page

http://help.sap.com.

1-6-1 Select the corresponding node and open the context menu. Choose Activities → Create and enter the URL.

If the URL has already been created by another course participant, then you only need to search for this URL. To do so, choose the Search activity in the context menu. Enter corresponding selection criteria or start the search without parameters (not many URLs are stored in the system). If this is not the case, choose the Create activity in the context menu and enter the URL http://help.sap.com and SAP Documentation as the description.

1-6-2 Confirm with Continue. Save the record.

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1-7 Working with versions.

Open the Pay increase ## document and change the amount of the increase. Save the document as a new version.
Save the record.

Search for all versions of the pay increase ## document from the Organizer and display the older versions. From there, change to the current version.

1-7-1 Open the salary letter by double-clicking on it and change the amount.

1-7-2 Choose Save → Save as new Version.

Save the record as well.

1-7-3 Open the Documents folder in the Organizer.

Select Desktop documents and choose Search in the context menu.

In order to be able to search for all versions of a document, switch off the Current results only setting in the search window in the Organizer. You can see the different versions. Display the older ones by double-clicking.

1-7-4 In the display of a document, you can find all versions using the Versions button. In the list, double-click on the current document.

1-8 Logging

Open the log for the record and trace your activities in the log.

1-8-1 In the Organizer display your record BIT640-## Anja Mueller again using the History section.
Choose the Record (additional record functions) button and there, choose

Administration → Log Entries.

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System Architecture
SAP AG 2003
(C) SAP AG BIT640 4-1

System Architecture: Unit Objectives

After completing this unit, the participant will be able to:

Define the basic terminology of Records Management

Discuss the role of the Records Management Registry

Describe the use of connection and context parameters

SAP AG 2003
(C) SAP AG BIT640 4-2

How are Elements Integrated into Records?
SAP Records Management is based on the Service Provider Framework.

This framework allows it to work with different services and to combine them in an application.

A service provider is a program that implements the behavior of a certain number of elements.

Through the framework, various services (elements) communicate with each other, for instance, documents with the records in which they are contained.

In the registry, service providers are registered in the framework and element types configured.

SAP AG 2003
An element is an information object in Records Management.

Elements can be contents of records. However, elements are independent in the sense that you can search for them directly and display and process them without reference to the record.

A record is itself an element. It simultaneously contains other elements. A record can also contain other records.

You start the registry for processing element types with the transaction SRMREGEDIT.
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Examples of Service Providers
Service provider for general documents

(managed using the Knowledge Provider)

Service provider for business documents

(stored using ArchiveLink)

Service provider for process information

(the process is executed with SAP Business Workflow)

Service provider for business objects

Service provider for transactions

Service provider for reports

Service provider for records

Service provider for record models
SAP AG 2003
SAP supports standard service providers, which can be divided into three groups:

Service providers whose elements are stored using the Knowledge Provider (KPro). These service providers are thus all based on the generic service provider.
Service providers in this category are:

Service provider for records

Service provider for record models

Service provider for documents

Service provider for document templates

Service provider for notes

Service provider for administration data from paper records

Service providers whose elements come from the applications of the SAP system or from non-SAP systems. Service providers in this category are:
Service provider for business objects

Service provider for ArchiveLink documents

Service provider for workflows

Service provider for transactions

Service provider for reports

Service provider whose elements come from the internet, e.g. the

Service provider for URLs

You find service providers in the registry with transaction SRMREGEDIT.

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Service Provider: Elements in Records
SRM_SP_BOR

SRM_SP_HR

SRM_SP_WORKFLOW

SRM_SP_DISPOSITON
SRM_SP_RECORD
SRM_SP_AL_DOCUMENT SRM_SP_PAPERDOCUMENT
SRM_SP_DOCUMENT
SRM_SP_DOCUMENT_TEMP

SRM_SP_URL SRM_SP_NOTE

SRM_SP_GENERAL_TRANSACTIONS SRM_SP_REPORT

SAP AG 2003
The graphic shows the key elements of a record and the technical names of the service providers that are responsible for the elements.

You can find additional service providers in your system:

SRM_SP_KEYWORD_CATALOG: responsible for the keyword catalogSRM_SP_MODEL: responsible for record models
SRM_SP_ORGANIZER: responsible for the Records OrganizerSRM_SP_PLAN: responsible for records/record plans
SRM_SP_REFERENCE: responsible for record number generationSRM_SP_VIEWGEN: responsible for the Viewgenerator
Using the Service Provider Framework, you can implement user-defined service providers.
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Overview of SP Framework Objects

Service provider
An element type is a subclass of objects of a service provider

An element type n An element type is
is classified by
a type assigned to an RMS
Type Element type RMS

1 n m n

Maintenance: SRMREGEDIT, 1 element type, classification
n

Maintenance: SRMREGEDIT, element type, classification

An element is an instance of an element type

Element
SAP AG 2003
Service provider: a service that is registered in a framework and controls a certain number of element types and therefore, elements. Example ArchiveLink service provider for archived documents Element type: for any service provider there is at least one (poss. several) element type(s) on which configuration is carried out for the concrete element characteristics that are implemented by the service provider. For the AL service provider, such element types as document type and content repository can be set.

Element: a concrete instance, in the example as an archived document

RMS: comparable to a ‘record container,’ for instance for personnel records

Type: The folder serves to structure elements according to contents

Within a service provider, element types can be used for differentiation. Using element types you can, for example, separate information objects according to where they are to be uploaded into the system, which business objects should be integrated, …

In the technical environment, element type is sometimes used synonymously with Service Provider Space (SPS).

Types classify elements according to their characteristic role and help the user orient himself when searching for record contents.

Examples of types are document, record model, business object. These types appear as folders in the standard view of the Records Organizer.
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Records Management System (RMS)
Dr. Jonas, Ms. Yukava, Mr. Schmidt,
Orthopedist Director of HR Administration

Patient records Personnel Budget
records planning records

SAP AG 2003
An RMS serves to separate the contents of different application areas. It is used for authorization checks, among other things.

The RMS is a classification parameter for element types that are maintained for the corresponding service providers in the Records Management registry.

You maintain the values for the registry using the Customizing function Maintain Registry or transaction

SRMREGEDIT .

The element types are then assigned to one or more RMSs. An RMS can have any number of element types.
The elements that are based on an element type can only be displayed in an RMS if they are explicitly assigned.
(C) SAP AG BIT640 4-7

Structure Points of the SP Framework

Element types

for records
Element type for record model

Types

Elements

SAP AG 2003
When you open a record instance in display mode, you find all the structure points mentioned here

(References to) elements as contents of records

An element (the record itself) opened in display mode

(References to) elements in history

Elements in the role-based view, that is, several element types for records and an element type for record model

Types for organizing element types according to contents
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What is a …. Terminology?
An element is The configuration
an information of elements is
object in a done by defining
record. element types.
The behavior of an element is implemented as a service provider.

Each element type belongs to 1-n
Records Management Systems
(RMS), which assign the records of an Documents,
enterprise or department to different
areas. Explicit access authorization is business
required for each area. objects, and
transactions are
examples of
types.

SAP AG 2003
An element type is a subclass of the objects of a service provider (specialization).

An element is an instance of an element type.

Types aid orientation in the Organizer / record management.

Each element type is assigned a type.

(C) SAP AG BIT640 4-9

Records Management Objects
Example: BOR-Objects
Service provider
BOR objects

To be maintained for each To be maintained for each
element type element type
Tab page classification Tab page classification
(SRMREGEDIT) (SRMREGEDIT)
Type Element type 1 RMS DEMO DVS
BOR object Technical
2 RMS planning
drawing

Element
Element drawing
Elementdrawing no. 1000102
drawing no. 1000101
SAP AG 2003 no. 1000100

The element type technical drawing can have any number of concrete drawings as elements

The element type technical drawing is supported by the service provider for business objects

The element type technical drawing is classified as of the type BOR object and is stored in the folder for BOR objects

The element type technical drawing is in several RMSs.

It is possible to display objects remotely from other systems. To do so, you have to perform the following settings:

Name a logical system (SALE)

Define target systems for RFC calls (SM59)Set RFC destinations for method calls (BD97)

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Records Mangement Objects
Example: Records
Service provider records

Type: Element type record 1 RMS finance
record (with attributes) 2 RMS HR

Element
Element
Element record
record record no. 3000
no. 2000
no. 1000

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The service provider for records is manifested in concrete records through metadata.

Individual personnel records are based on the type record.

The element type record is used in both accounting and human resources.

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Overview of Possible Elements

Contains n Element

Is a(n)
n
Record
n n
Organ-
ized in
Based on
1 Document URL Business Report

object

File plan
1
Record model ArchiveLink Administration Workflow Trans-
Note data from
document paper instance action

documents
SAP AG 2003
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Registry

Definition of service providers and element types in the registry

Definition of element types in the registry of the application
SAP AG 2003
Service providers and element types are stored in the application registry of Records Management.

You go to registry maintenance using the transaction code SRMREGEDIT.

Select the application registry and then open the section S_AREA_RMS.

You can view the existing RMSs under RMS_ID.

You view existing types under TYPE.

You see the list of service providers and the element types assigned to each service provider.

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Service Provider: Connection Parameters

The repository of a service provider is divided into segments by setting connection parameters
Entire repository of a service provider

Subareas are identified by entering values in connection parameters
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Connection parameters are values that store the service provider in a very concrete manner.

For the Workflow Service Provider, segments are generated in the repository of the service provider using a workflow template key.

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View of the Service Provider
in the Application Registry

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SP Connection Parameters for Workflow,
for ArchiveLink Documents and for BOR Objects

SAP AG 2003
Which connection parameters can be maintained for an element type varies from service provider to service provider. You can find descriptions of the connection parameters for the individual service providers in the documentation.

Connection parameters can be optional or required.
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Element Types (Technical)
An element type is a delimited area in the repository of a service provider.
Element types are created

in the registry of the respective service provider. For the element type, you store values
related to the connection parameter of the service provider.

Entire repository of a service provider
Element types are
identified by entering
values in connection

parameters

SAP AG 2003
What element types do:

To insert elements in records, users need only select the appropriate element type. They need not worry about technical details (RFC destinations, the key of the workflow template, and so on). This information is stored in the connection parameters.

Using element types makes it possible to preconfigure records.

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Connection Parameters of Element Types
SAP AG 2003
The connection parameters of the corresponding service provider are stored in the connection parameters of concrete element types.

Consequently, elements of the element type ZSRM_SPS_DRAW always refer to objects of the business object type DRAW in the system, which is addressable through the logical system I20CLNT800.

You display the objects by selecting the DISPLAY method of the object type DRAW.

An element of element type ZSRM_SRM_WS310000015_00 always refers to workflow WS30000015 (leave request) and is started in the current system.

Personnel documents stored via ArchiveLink are always assigned the object type PREL and are deposited in the content repository MA.
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Creating a New Element Type
Call the registry and branch to the application registry.

Select the appropriate service provider and select Create element type from the context menu.

Assign an element type ID in the customer namespace and a short text describing the element type.

On the Connection parameter values tab page, maintain the desired values.

On the Classification tab page, assign the element type an RMS and a type.

SAP AG 2003
As soon as you select the function Create on the Classification tab, the dialog window Registry Browser opens: Select area parameter value.

Assignment to the desired RMS and type is done by double-clicking on the corresponding RMS and the corresponding type in the sections RMS_ID and TYPE.

If the element type is an element type for records, you have to assign it to a record model in the connection parameters.

All element types whose implementation is inherited from the generic service provider, must refer to a content model (technical name: DOCUMENT_CLASS); for example, these element types are given attributes separately and the respective attribute record is defined in a content model.

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Service Provider: POID Parameter

POID = Persistent Object ID

The POID is the unique identifier of an element that belongs to a service provider
Identification of an element

Entire repository

Subareas are identified by entering values

in connection parameters

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Record POID,
Visible in Technical Information on the Record

Records Organizer:

View of a personnel record

Context menu:

Information about the record: technical information
POID

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Service Provider: Context Parameters
Context parameters enable the exchange

of information between different service providers
Say you want to display a document from a record in Japanese.

If the service provider for documents has a LANGUAGE context parameter,

it can be set by the service provider for records and the corresponding information transferred.
SAP AG 2003
Context parameters enable communication between different elements via the framework.

Another example is the transfer of record attributes to the variables of document templates (when creating documents in a record).

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Relationship of Elements in SAP RM
Registry (SRMREGEDIT) Concrete instances
SP for has concrete instances Record
Element type Record
model
record model for model grp 2 …..
has assigned record model grp 1

Service Element type1
Provider for
for records has Element type2
records
assigned for
records

l
e
d
o
rdm
o
c
nre
do
e
s
a
b
has concrete instances
Record1

Record2

Record3
SP for Element type has concrete instances
Web info
has assigned for
Web info

URL1

URL2

SAP AG 2003
To use service providers, they have to be assigned concrete element types.

For any element type, in turn, there can be n concrete instances.

Relationships between element types and instances are possible.

For example, an element type for records always contains the instance ID of the concrete record model on which it is based in the connection parameters.
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System Architecture: Unit Summary

You now know:

The basic terminology

Service provider Type

Element type

RMS

The role of the registry in Records Management

Creation and maintenance of service providers, element types, RMSs, and types

The use of connection parameters in service providers and element types

The use of context parameters

SAP AG 2003
(C) SAP AG BIT640 4-24

Exercises
Unit: System Architecture

Topic: Registry

Introduction to the Registry
At the end of this exercise, you will be able to

Describe the configuration of the registry

Discuss the configuration of the ArchiveLink service providers and the service provider records

Copy and adjust element types
This exercise is a prerequisite for additional exercises.
1-1 Orientation in the registry

Start registry maintenance in a separate mode (open the Records Organizer in the first session).

In the application registry, open the AREA for Records Management S_ AREA_RMS. Here, you will find all the key information on the system configuration.

How many Records Management Systems are defined in the system?

How do you switch between the different RMS in the organizer?

Where do you find which types are defined in the system?

Compare the types with the information in the organizer.
1-2 Element type for archived documents

Show the Archived Documents element type (ArchiveLink documents) for service provider SRM_SP_AL_DOCUMENT. On the Characteristics tab page you find the short description that is displayed in the Records Browser.

You can see the ID of the content repository in which the archived documents are stored in the connection parameters. What is the name of the repository?
Here, you will also find the HR business object type with which the documents from exercise 1 are linked.
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1-3 Element type for records

Create a separate element type for your test records in service provider
SRM_SP_RECORD.
Element type ID: Z_SRM_SPS_RECORD_TEST_##
Short description: Test record ##

Your new element type is to be registered for RMS Demo RMS, belong to the Records type and be based on content model SRM_REC01.

Save the element type as a local object.

Hint: copy the Example records element type (technical name SRM_SPS_RECORD_DEMO) and change the appropriate assignments.

Enter the Free records model record model (clear description FREE) in your element type.

The free record records model allows you to create and test user-defined elements in user-defined folders.

1-4 Update the view of your organizer and check whether and how the new element type appears. Create a new record based on your new element type:

Short description: Test record ##

Record number: Test record ##
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Exercises
Unit: System Architecture

Topic: Context Attribute

Working with the Context Attribute
At the conclusion of this exercise, you will be able to:

Discuss the service provider for transactions

Handle context attributes in general

Recognize the difference in dealing with transactions and business objects/infotypes
This exercise supplements the personnel record from exercise 1
2-1 Maintaining context attributes

Reopen personnel record BIT640-## record Anja Mueller in change mode. You find transaction PM20 in the Certificates directory.

You want transaction PM20 to always be called up for personnel number 1000 and that the initial screen is skipped.

To achieve this, enter the following values for the respective attributes in the context attributes of the record node:

SKIP_SCREEN X SPAGPAID PER=1000

Save the attributes in the attributes section.

Save the record.

If transactions in records are created automatically (without user dialog) then the context attributes can also be assigned automatically.
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Exercises
Unit: System Architecture

Topic: Remote Integration of Objects

SAP Records Management as an
Integration Platform
At the end of this exercise, you will be able to:

Integrate business objects into records

The integration happens across system borders

Learn more about configuring the registry
You create a new element type with which you can experiment in further exercises.
In this exercise we define an element type to enable the integration of drawings from other systems into records. Technical drawings are integrated using business object type DRAW.

3-1 Create a new element type for service provider SRM_SP_BOR in the registry (this time not by copying an existing type):

Element type ID: ZRM_SPS_BOR_DRAWING_##
Short description: Technical drawing group ##
Save the element type as a local object.

3-2 In order to be able to work with your new element type, you must assign values to the following connection parameters:

BOR_OBJECT_TYPE: DRAW LOGICAL_SYSTEM: I20CLNT800
METHOD_BOR_OBJECT_DISPLAY: DISPLAY

The instructor has already set up logical system I20CLNT800. Register the element type RMS Demo RMS and assign the new element type to the business objects type.

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3-3 Check your new element type by restarting the organizer and searching for the
following business object:
Document type: DRM
Document: T-D00
Document version: 00
Document part: 000
Choose type PC as the front-end type for the first call.
3-4 Go back. Select the object in the history and the document info record displays again.
Note the change of system and possibly client.
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Exercises
Unit: System Architecture

Topic: More Business Objects

Records Management Collects Information
At the conclusion of this exercise, you will be able to:

Integrate business objects into records

Describe how to deal with business objects in the context of Records Management.
You create new element types that you can use to experiment in other exercises.
In this exercise, you will create more elements types for the business partner and material master business objects.

4-1 Create a new element type for the business partner:

Element type ID: ZRM_SPS_BO_BUPART_##

Short description: Business partner group ##

Use business object BUS1006 for this purpose. You want to be able to display, change and create business partners from records.

4-1-1 Create a new element type for service provider SRM_SP_BOR in the registry,
in the same way as for the last task.
Element type ID: ZRM_SPS_BO_BUPART_##
Short description: Business partner group ##
4-1-2 Maintain the following connection parameters:
BOR_OBJECT_TYPE BUS1006
LOGICAL_SYSTEM NONE
METHOD_BOR_OBJECT_CREATE CREATE
METHOD_BOR_OBJECT_DISPLAY DISPLAY
METHOD_BOR_OBJECT_EDIT EDIT

4-1-3 Maintain the classification for your element type (S_ RMS_DEMO, business object type). Save the element type as a local object.

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4-2 Create a new element type for the material master:

Element type ID: ZRM_SPS_BO_MATNO_##

Short description: Material masters group ##

Use business object BUS1001 for this purpose. You want to be able to display, change and create material masters from records.

4-2-1 The same as for the business partner, the only difference is that connection parameter BOR_OBJECT_TYPE is assigned BUS1001 instead of BUS1006.

4-3 To test the new element types, open your record Test records ## and enter a business partner and material master in your test record.

4-3-1 You can use business partner 102 and material master P-100.
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Solutions
Unit: System Architecture

Topic: Registry

Introduction to the Registry
1-1 Orientation in the registry.

Start registry maintenance in a separate mode.
In the application registry, open the AREA for Records Management S_AREA_RMS. Here, you will find all the key information on the system configuration.

1-1-1 Start the SRMREGEDIT transaction.

1-1-2 Open the Application registry section, open the S_AREA_RMS area.

1-1-3 How many Records Management Systems are defined?

You find the Records Management Systems defined in the system in section RMS_ID.

1-1-4 How do you switch between the different RMS in the organizer? In the organizer you switch using the Change RMS icon.

1-1-5 Where do you find which types are defined in the system? Open the TYPE sections.

1-1-6 Compare the types with the information in the organizer.

Open a parallel mode and call up the organizer. You see the types as folders on the left part of the screen. When you compare them, you will see that fewer types appear in the organizer than in the registry. The organizer hides types for which no element types have been defined.

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1-2 Show the Archived documents element type (ArchiveLink documents) for service provider SRM_SP_AL_DOCUMENT.
On the Characteristics tab page, find the short description that displays in the Records Browser. You can see the ID of the Content Repository in which the archived documents are stored in the Connection parameters. What is the name of the repository?
Here, you will also find the HR business object type that links the documents from exercise 1.

1-2-1 The element types are assigned to service providers.

You will find the archived documents element type by opening the
SRM_SP_AL_DOCUMENT service provider.

1-2-2 Select the Element type. This takes you to the Properties tab page.

1-2-3 Change to the Connection parameter values tab page. The Content repository, to which you save, is called MA.
The object type for the documents from exercise 1 is called PREL.

1-3 Element type for records

Create a separate element type for your test records in service provider SRM_SP_RECORD.
Copy element type SRM_SPS_RECORD_DEMO. Assign the following values to the new element type:
Element type ID: Z_SRM_SPS_RECORD_TEST_##
Short description: Test records ##

Your new element type is to be registered for RMS Demo RMS, belong to the Records type and be based on content model SRM_REC01.
Save the element type as a local object.

Enter the Free records model record model (clear description FREE) in your element type.

1-3-1 Open the service provider for records SRM_SP_RECORD. Select the element type, for example records SRM_SPS_RECORD_DEMO, and choose Copy from the context menu.

1-3-2 Enter ZSRM_SPS_RECORD_TEST_## as the Element type ID and test records ## as the Short description.

Save the element type as a local object.

1-3-3 The new element type is already assigned to an RMS and a type because it was copied.

Select your new element type and choose the Change function from the context menu.
You find the Type entry on the Classification tab page. It is correct. Change the value of the RMS to S_RMS_DEMO.

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To do so, select the RSM_ID entry and choose Create.

Open RMS_ID and select S_RMS_DEMO.

1-3-4 The DOCUMENT_CLASS that represents the link to a content model is located on the Connection parameter values tab page.

The value SRM_REC01 is correct.

1-3-5 Select the MODEL_ID parameter and choose Change.

Select the S_RMS_DEMO RMS and then located the Free records model records model by using the input help.
Save your entries.

1-4 Update the view of your Organizer and check whether and how the new Element type appears. Create a new record based on your new Element type:

Short description: Test record ##

Record number: Test record ##

1-4-1 Select Update in the ORGANIZER. Open the Records folder. You see your new element type Test records ##.

1-4-2 In the context menu, choose Create. Enter the Short description and the Record number as attributes for your new record.
Save your new record.

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Solutions
Unit: System Architecture

Topic: Context Attribute

Working with the Context Attribute
2-1 Maintaining context attributes

Reopen personnel record BIT640-## record Anja Mueller in change mode. You find transaction PM20 in the Certificates directory.
You want transaction PM20 to always be called for personnel number 1000 and that the initial screen is skipped.

To achieve this, enter the following values for the respective attributes in the context attributes of the record node:

SKIP_SCREEN X SPAGPAID PER=1000

Save the attributes in the attributes section.

Save the record.

2-1-1 Start the Organizer transaction.

Your record is in the history of the organizer. It is also in favorites. Open the record by double-clicking on it and choose Display<>Change.

2-1-2 Open the Certificates folder, you see transaction PM20. Open the Attributes for the node using the context menu. You want transaction PM20 to always be called up for personnel number 1000 using set/get parameters and that the initial screen is skipped.

Choose Display/change in the screen area for maintaining the attributes.

2-1-3 Maintain the attributes as follows:

Attribute Value
SKIP_SCREEN X
SPAGPAID for line with list PER=1000
number 01
2-1-4 In the Attribute maintenance section, save the Context and Free attributes.

Close the attribute maintenance. Save the record.

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Solutions
Unit: System Architecture

Topic: Remote Integration of Objects

SAP Records Management as an
Integration Platform
In this exercise, you will define an element type to enable the integration of drawings from other systems into records. Technical drawings are integrated using business object type DRAW.

3-1 Create a new element type for service provider SRM_SP_BOR in the registry (this time not by copying an existing type):

Element type ID: ZRM_SPS_BOR_DRAWING_## Short description: Technical drawing group ## Save the element type as a local object.

3-1-1 Call up the registry using SRMREGEDIT. Open the Application registry and section S_AREA_RMS.

3-1-2 Select the service provider for BOR objects SRM_SP_BOR. In the context menu, choose Create element type.
As the Element ID assign: ZRM_SPS_BOR_DRAWING_ ##. As the Short description assign: Technical drawing group ##.

3-1-3 Save the document type as a local object. The element type displays.
3-2 To work with your new element type, you must assign values to the following connection parameters:

BOR_OBJECT_TYPE: DRAW LOGICAL_SYSTEM: I20CLNT800
METHOD_BOR_OBJECT_DISPLAY: DISPLAY Assign the new element type to the Business objects type.

3-2-1 If the element type is still open, switch to the Connection parameter values tab page. Otherwise, call up the Change activity for the element type in the context menu.

3-2-2 Select parameter BOR _OBJECT_TYPE and choose Change. Enter DRAW as the value and confirm with Continue.

3-2-3 Select the Logical_System parameter and choose Change. Select RMS S_RMS_DEMO by selecting the following dialog box and enter I20CLNT800 in the following dialog box. Confirm with Continue.

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3-2-4 Select parameter METHOD_BOR_OBJECT_DISPLAY and choose Change. Enter DISPLAY as the value and confirm with Continue.

3-2-5 Classify the Element type for RMS Demo RMS and assign the new Element type to the business objects type.

To do so, select your new Element type, choose Change from the context menu and switch to the Classification tab page.
Choose Create. The system shows the Select area parameter value dialog box. To assign the RMS select S_RMS_DEMO in the RMS_ID section.
To assign the element type to the Business objects type, repeat the Create function.
This time, select SRM_BUSINESSOBJECT in the TYPE section. Exit the dialog box using Continue. You see your new parameter. Choose Save.

3-3 Check your new element type by restarting the organizer and searching for the
following business object:
Document type: DRM
Document: T-D00
Document version: 00
Document part: 000
3-3-1 Start the Organizer transaction. Open the Business objects folder. You see your
new element type Technical drawings group ##.
3-3-2 Choose Search using the context menu and search for the drawing mentioned in
the exercise data.
3-3-3 When asked, choose PC as the front-end type. The drawing displays.
3-3-4 Note that the drawing is displayed within a framework but that it is currently
not assigned to a record.
3-4 Go back. Select the object in the history and the document info record displays again.
Note the change of system and possibly client.
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Solutions
Unit: System Architecture

Topic: More Business Objects

Records Management Collects Information
In this exercise you will create more elements types for the business partner and material master business objects.

4-1 Create a new element type for the business partner:

Element type ID: ZRM_SPS_BO_BUPART_##

Short description: Business partner group ##

Use business object BUS1006 for this purpose. You want to be able to display, change and create business partners from records.

4-1-1 Create a new element type for service provider SRM_SP_BOR in the registry,
in the same way as for the last task.
Element type ID: ZRM_SPS_BO_BUPART_##
Short description: Business partner group ##
4-1-2 Maintain the following connection parameters:
BOR_OBJECT_TYPE BUS1006
LOGICAL_SYSTEM NONE
METHOD_BOR_OBJECT_CREATE CREATE
METHOD_BOR_OBJECT_DISPLAY DISPLAY
METHOD_BOR_OBJECT_EDIT EDIT

4-1-3 Maintain the classification for your element type (S_ RMS_DEMO, business object type). Save the element type as a local object.
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4-2 Create a new element type for the material master:

Element type ID: ZRM_SPS_BO_MATNO_##

Short description: Material masters group ##

Use business object BUS1001 for this purpose. You want to be able to display, change and create material masters from records.

4-2-1 The procedure corresponds to the described procedure for the business partner. You just have to set connection parameter BOR_OBJECT_TYPE to BUS1001 instead of BUS1006.

4-3 To test the new element types, open your record Test record ## and enter a business partner and material master in your test record.
You can use the business partner with key 102 and material master P-100.

4-3-1 Open your Test records-## record using the history.

Select the worklist element and choose Create one level lower from the context menu.

4-3-2 In the Select element type menu, choose the Business objects section and there choose the Business partner group ## object.

4-3-3 Choose the Search function and enter value 102 as the key. The business partner is entered into the record.

4-3-4 Repeat this procedure for material master P-100.
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Content Models
SAP AG 2003
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Content Models: Unit Objectives

After completing this unit, the participant will be able to:

Describe the content models in Records Management

Discuss the principles of how the Knowledge Provider works

Create/copy content models for records, record models, documents, notes and so on

Describe how to enhance content models

SAP AG 2003
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Content Models and Attributes
All records belonging to a record element type use the same set of attributes. Typical attributes are

Change date

Personnel
number:

D012829

Record created: Oct. 1995

Department

HR 02

Last changed: April 2003

Personnel record Henning Baker

Last changed by

Short description …

In projects, in addition to these general attributes, you often need to add application-specific attributes

for the record.

Typically, at least one additional attribute is needed for connecting a record to a corresponding entity.

A set of attributes is also assigned to other element types such as documents, notes or record models.

You define these attribute records using content models that are assigned to element types.
SAP AG 2003
In general, content models describe the manner in which documents of a certain type are stored, which attributes are maintained for the documents and what relationship the documents have to each other.

To use the document infrastructure of the Knowledge Provider (KPro), applications define their own content models. During runtime, the Knowledge Provider (KPro) accesses these models and provides services to the application for the management of documents.

When configuring Records Management, you can define additional attributes using content models.

An example of an application-specific attribute is the personnel number in a personnel record, which uniquely identifies an employee within an HR system.

Attributes that establish a connection with another SAP entity are, for example Personnel records: Personnel number in the HR master record

Customer records:Customer number of the main business partnerProject records: Project number of the project

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Assignment of Element Types to Content Models
Connection parameters of an element type for documents
Any element type based on the generic service provider (Knowledge Provider) is assigned to a content model.

You define the content model for records, documents, and so on by setting the connection parameter DOCUMENT_CLASS

SAP AG 2003
You maintain the connection parameter DOCUMENT_CLASS for the individual element types in the registry (transaction SRMREGEDIT).

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Generic service provider
The generic service provider is a program that implements the behavior of all elements that are based on the Knowledge Provider.

The service provider for records, record models, documents etc., inherits its implementation from the generic service provider

The connection parameter DOCUMENT_CLASS establishes the connection to the Knowledge Provider.

The connection parameter DOCUMENT_CLASS refers to a content model

SAP AG 2003
The following service providers are based on the generic service provider: Service provider for records
Service provider for record modelsService provider for documents
Service provider for document templatesService provider for notes
Service provider for administration data of paper files

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Content Models
Content Models

Are maintained in the Document Modeling Workbench

Define attributes

Define the content repository on a content server

Define the index server

Set whether or not content objects can be transported (connection to transport system)

Are based on the Knowledge Provider (KPro)

For Records Management projects

You copy existing content models

You enhance content models with additional attributes

SAP AG 2003
A content model includes the:

Definition of application -specific attributesDefinition of classes for physical documents

Definition of classes for logical documents

Underlying the definitions is the modeling concept of the Knowledge Provider (KPro).

The highest hierarchy level of a content model is the document area, e.g. an area for training documents, for marketing materials, for records, …

Document areas principally serve to separate documents from different applications

If you have to construct a content model yourself, consider the following: what type of documents you are working with.
what characteristics the documents have (language, format, …)

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Creating Content Models Using WIZARD

SAP supplies templates forcontent models.

To avoid difficulties that mayarise if you change these templates, create your own content models, if applicable.

SAP provides a WIZARD forthis purpose.
You find the function in the SAP IMG:

SAP Web Application Server → Basis Services → Records

Management → Create Content Models
SAP AG 2003
You go to Customizing in Records Management using transaction SRMCUSTOMIZING. Instead of the IMG, you can also use transaction SRMCMCREATE.

In the Wizard, an existing content model is copied and modified.

All information regarding the execution of the activity can be found in the documentation in the Wizard.
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Copying a Content Model

When should new content models be created?
When it becomes necessary to adjust the attribute record.

When the content repository (storage system) is to be configured separately.
This is typically necessary for the content models for records and those for documents that are given attributes explicitly.

As a rule, the content models for document templates and record models do not need to be changed. The standard models are adequate.
SAP AG 2003
The use of user-defined content models is necessary even if you merely want to hide individual attributes of records or documents

The standard models for record models and document templates are operable upon delivery. Thus you can transfer them as a part of the system configuration from the test system into the production system landscape.
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Document Modeling Workbench

Transaction

DMWB
SAP AG 2003
The Document Modeling Workbench is intended for application developers and as a tool is comparable to the Data Dictionary. Thus working with content models requires some experience. For Records Management, however, you only use a few basic functions. A fundamental principle of the DMWB is the consistent use of inheritance; the presentation is thus in the form of an inheritance tree.

You can view the new content model in the Document Modeling Workbench.

To do so, choose SRM -> LOIO classes or PHIO classes -> <content model template that you have selected>

Every content model consists of an original and a template class indicated by a ‘V’ at the end of the name.
The template class contains the attributes of the content model.

In addition, the Wizard creates a further template class.

You can use these if you create several content models. Further content models can inherit from the additional template class.

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Creating Additional Attributes
in the Document Modeling Workbench
Create additional attributes in the Document Modeling Workbench
You can find a detailed description of how to proceed in the documentation for the IMG function Maintaining attributes of content models.

SAP AG 2003
The Document Modeling Workbench (transaction DMWB) is a tool for maintaining content models. You create new attributes in the document area SRM under the IO attribute node linked to DDIC fields.

You have to assign the new attribute to a content model.

To do so, you have to decide if the attribute belongs to the document as a whole (LOIO attribute) or if it applies only to individual versions of the document (PHIO attribute).

Once you have made a decision, expand the node PHIO or LOIO classes and the template class for the generic SP SRM_GENERIC-(PH)_V.

You see the classes of the SAP standard content models. Expand one of the SAP template classes. You see the user-defined template classes you have created.

Expand the user-defined template class from which the content model whose attributes you wish to maintain inherits.

You see all the content models that inherit from that user-defined template class. For each content model, in turn, there is a template class. You can only change the attributes in this template class, not in the content model itself.

Open the instance attributes tab in the detail screen. Select Insert line and enter the technical name from the list of IO attributes.

Set the properties of the attribute. Use the documentation for descriptions of the attributes.

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Examples of Standard Content Models
Records

SRM_REC00 (PHIO: SRM_RCDP00)

SCMG01 case records (PHIO: SCMGP01)

SRM_REC01 demo records transportable (PHIO: SRM_RECP01),cross-client

Record models/types

SRM_MOD02, record model transportable (PHIO: SRM_MODP02),cross-client

File plans

SRM_FPL03 (PHIO: SRM_FPLP03), cross-clientElectronic as well as paper documents

SRM_DOC04 (PHIO: SRM_DOCP04)

SRM_DOC05 demo documents transportable (PHIO: SRM_DOCP05), cross-client

SAP AG 2003
The standard content models should be viewed as examples or test data.

You find client-dependent content models in the area SRM – SAP Records Management; cross-client content models are found in the area SRMU – SAP Records Management – cross-client.

All documents for these content models are stored in the database of the SAP system Storage category: SRM_XX
Content repositories: SRM_DB_XX

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Knowledge Provider (KPro)
To operate the Document Modeling Workbench, you should understand the basic concepts of the Knowledge Provider

The Knowledge Provider (KPro) …

Is part of the Basic System and serves to manage and store documents

Accordingly, is in every system that is based on the SAP Web Application Server

Is not itself an application, but is used by applications

With a few exceptions (that is Customizing), is not visible on the system interface

SAP AG 2003
In the Knowledge Provider, not only are document-like objects managed, but also the relationships between these objects.

Relationships represent dependencies between documents. In addition, there is an efficient versioning concept.

You can find detailed information on the Knowledge Provider in the documentation and in the Service Marketplace at http://service.sap.com/kpro

The Knowledge Provider is based on the concept of logical and physical info-objects.

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The Concept of Logical and
Physical Documents
Logical documents are:

Representations of the characteristic role of a document

Abstractions dependent on, for example, the following criteria:

‹ Medium and format (sound file, photo, HTML text, …)
‹ Language (original language or translation)
‹ Content version (preliminary version, final version)

Logical documents comprise 1-n physical documents

Administration level

Logical 1 * Physical
document document
SAP AG 2003
A logical info object represents a logical bracket around an object in all its instances, that is, it describes the abstract aspect of a document.

A logical document could be, for example, the Declaration of Independence of the United States.

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Physical Documents
Physical documents:

Represent physical documents

Correspond to exactly one logical document

Can differ in language, format and content when they belong to the same logical document. Represent the corresponding logical document in a special context

Contain one or more components

A component corresponds to a file on the content level

Administration level Content
1 * 1 * 1 1
Logical Physical Component File
document document

SAP AG 2003
Physical object means the concrete document.

The Declaration of Independence is available in numerous translations and in spoken form as a sound object.
Every translation and the sound file are each individual physical objects.

The application determines which physical document is appropriate for a given context; a context resolution takes place.

Of the general concepts of the Knowledge Provider, records use only (content) versioning. Format versioning does not take place (all records are represented through an XML document).
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Content Model, Record Model and Records
CONTENT MODEL RECORD MODEL
(attributes (structure
of the record) of the record)
ELEMENT TYPE
for records for
the desired Parameter MODEL_ID
Parameter DOCUMENT_CLASS service provider
in the connection parameters
in the connection parameters
of the element type
of the element type

Record 1

Record 2

Record n

SAP AG 2003
In the registry, the parts of the record configuration are united: to define an element type for records, you have to enter an existing content model and record model.

The definition of record models is the topic of the next unit.

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Content Models: Unit Summary
You now know:

What content models are used for in Records Management

How the Knowledge Provider works in principle

How to create/copy content models for records, record models, documents, notes, and so on

How to enhance content models
SAP AG 2003
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(Optional) Exercises
Unit: Content Models

In this exercise you will learn to:

Create content models

Enhance content models with new attributes
You want to use SAP Records Management in your enterprise. To do so, you need a content model. You want to enhance content models with an application-specific attribute.
7-1 Creating content models

Create a new content model ZContMod_## for records using the Content Model Wizard.
Use Z## as the prefix for names, for descriptions use BIT640##. To locally save development objects created by the wizard, use package $TMP. Create an order with short description BIT640-##.

Choose record as the content model type. Let the system create the required tables. The records for this content model are to be stored in the database.

Note the LOIO document class displayed by the wizard after completion.

7-2 In Service Provider SRM_SP_RECORD create a new element type ZTEST_CONTENTMODEL_## for records with short text Test Content Model ##, which uses the new content model.

Under Connection Parameters, enter the document class noted at the end of the wizard and, as a record model, use the record model for personnel records.
Under classification, create the connection to the TYPE for records and to RMS S_RMS_DEMO.
Test this element type by creating a record for it.

7-3 Enhancing content models with new attributes.

Enhance your content model with an additional attribute personnel number for the LOIO class.
Call the new attribute Z_PERNO_## and assign description
personnel number ##. Link your attribute with field PERNR of table ZPERSNR.

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7-4 After changing and activating the attribute, check whether the additional attribute can be maintained in the records belonging to the new element type you created beforehand.
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(Optional) Solutions
Unit: Content Models

7-1 Creating content models

Create a new content model ZContMod_## for records using the Content Model Wizard. Use Z## as the prefix for names, for descriptions use BIT640##. To locally save development objects created by the wizard, use package $TMP. Create an order with short description BIT640-##.

Choose record as the content model type. Let the system create the required tables. The records for this content model are to be stored in the database.

Note the LOIO document class disclosed after completion by the wizard.

7-1-1 Use SRMCUSTOMIZING to call up the Implementation Guide for Records Management.

7-1-2 Execute the Create content model item. A wizard starts.

7-1-3 Enter the following values:

Descriptive text ZContMod_##
Package $TMP
Order: Create a new order
(type: workbench). Name
BIT640-##.
Prefix for names: Z##

Prefix for descriptions: BIT640##
Choose Continue.

7-1-4 Choose Records as the content model template and then press Continue.

7-1-5 Choose Create new.

7-1-6 Choose R/3 database and Continue.

7-1-7 Choose Complete. Note the document class that the wizard returns as the result.
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7-2 In Service Provider SRM_SP_RECORD create a new element type ZTEST_CONTENTMODEL_## for records, which uses the new content model. Assign the short text Test Content Model ##.

Under Connection Parameters, enter the document type noted at the end of the wizard and, as a record model, use the record model for personnel records.
Under classification, create the connection to the TYPE for records and to RMS S_RMS_DEMO.
Test this element type by creating a record for it.

7-2-1 Use SRMREGEDIT to call up the registry, choose Application Registry and open area AREA_RMS. Select the service provider for records SRM_SP_RECORD and choose Create element type from the context menu.

7-2-2 Assign element type ID ZTEST_CONTENTMODEL_## and short text Test Content Model ##.

7-2-3 Confirm with Continue and create the element type as a local object.

7-2-4 Enter the following values under Connection Parameter Values

MODEL-ID Choose the record model for personnel records using
the value help
Document_class Enter the value you wrote down in exercise 7-1.

7-2-5 Under Classification, create the connection to the TYPE for records and to RMS S_RMS_DEMO.
Choose Save.

7-2-6 Restart the organizer with the ORGANIZER transaction. Open the folder for records. Choose your new element type Test Content Model ## and choose Create from the context menu.

7-2-7 Under Attributes for record, assign Test_Record_Content_Model_## as the short description and record number and choose Save.

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7-3 Enhancing content models with new attributes.

Enhance your content model with an additional attribute personnel number in the LOIO class.
Call the new attribute Z_PERNO_## and assign description
personnel number ##. Link your attribute with field PERNR of table ZPERSNR.

7-3-1 In the Implementation Guide, choose the function Maintain attributes for a content model and use it to branch of into transaction DMWB.

7-3-2 Open the SRM (Records Management) section. Select IO attributes and choose Create from the context menu.

7-3-3 Assign the following entries:

IO attribute Z_PERNO_##
Description Personnel number ##
Area SRM
Choose Save (as a local object).

7-3-4 Select the new attribute and double-click it. On the right side of the screen, the maintenance interface for the attribute appears. Choose Display <>Change. Enter ZPERSNR under Table name and PERNR under Field name. Choose Save and Activate.

7-3-5 Assign the attribute to your content model. An attribute can be dependent on or independent of the version. You have to decide, which applies to your new attribute and consequently make further entries in section LOIO or PHIO classes. The personnel number is independent of the version and is thus entered in the LOIO class.

Open the LOIO class and expand the template class for the generic service provider. Expand the Template for records. Now expand the class, from which the content model inherits, which you wish to enhance. This is about class Z##_Record_V. You see all content models that inherit from this customer template class, and there is a template class for each content model. You can only change the template class, not the actual content model.

7-3-6 Double-click the template class for your model. The detail screen will open on the right side. Go to the Instance attributes tab. You see all already existing attributes.

7-3-7 Use change<> Display to go to the change mode.

Choose Insert line and use the F4 help to select your new IO attribute Z_PERNO_##.
Choose Save and Activate.

7-4 After changing and activating the additional attribute, check whether it can be maintained in the records belonging to the new element type you created beforehand.

7-4-1 Start the organizer with transaction ORGANIZER and change your

Test_Record_Content_Model_##. Choose Attributes for the record.
You see your new attribute you just created, which you can maintain now. An input help for HR master records is also supported.
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Record Models
SAP AG 2003
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Record Models: Unit Objectives

After completing this unit, the participant will be able to

Describe how electronic records can be structured using record models

Name the different node types

Create a record model in the Records Modeler

List the different statuses of a record model

Describe how to define record contents that occur in every record of a model

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Records Modeler
Creation of records … Records
Views of records …
Organizer

Initial screen
Records Browser for all Records Modeler
activities

Manages the Manages
contents of records record models

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The Records Organizer is the initial screen in Records Management. You reach the Records Organizer using the transaction ORGANIZER

Imagine the Records Organizer as your desktop. You have your records, your documents, your correspondence, your favorites, your resubmissions, …

From the Records Organizer you can branch to the Records Modeler to process record models.

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Record Models

A record model is like a template for records

Record models define

the structure of records

what contents a record may have (assigned element types)

authorizations

technical parameters

Records that are based on the same record model always have an identical structure

Record models can restrict record contents strictly or rather loosely
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A record model is defined with the Records Modeler. The Records Modeler is a tool for administrators and project teams, not for end users.

Through record models, records are always given the same structure. This simplifies orientation within records for the end user.

Restrict record contents: you identify exactly which element types are allowed in a node.

Leave record contents open: you allow the insertion of any element type into a node.
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Records Modeler: Displaying Record Models

Structure
nodes Node type
How many elements Model may a node contain? nodes
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There must be an element type for record models in the registry for you to create a record model.

The left side of the screen shows an overview of the record model.

By selecting a node on the left side, you get a detailed view on the right side of the screen.

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Records Modeler: Node Types (1/2)
Structure nodes Model nodes Instance nodes
 Correspond to  Define the  Insert concrete
folders that are position where elements
assigned to the assigned (instances)
record elements into the
No element can appear in record model
 the record  Elements that
be assigned
 The position are thus
to the node
is assigned assigned to the

one (or record model
several) are part of every
element types record of this
to which the record model
elements later
refer
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Records Modeler: Node Types (2/2)
Structure nodes

Define the structure of a record

Additional nodes under a structure node

No elements directly assigned to structure nodes

Model nodes

Define which element types, and thus which elements, can occur in a record

The element types define that a node may only be filled with elements of that type

You can assign several element types to a model node

Instance nodes

Defe a concrete element (an instance)

Make that element a part of every record that is based on the record model
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Structure nodes correspond to the folders of a record.

As a flexible concept, you can assign several element types to a single model node.

On the other hand, doing so means executing an additional dialog step (select element type) if you want to manually create an element in the record.

In an instance node, you could store an internal process description, for example, that every record should contain.

The maintenance of relations will be handled in the Case Management example.

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Attributes of Structure Nodes

Description

Text that occurs in a record

Smallest and greatest number

Number of instances of a folder in the record

Example: 0 — *; 1 – 1

User roles

Specifies the visibility of the node

In the standard setting, a node is visible for all roles

Context attributes and values

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With smallest and greatest number you describe how many elements (object instances) may exist. In folder letters, for example, 0-n instances are allowed, while in folder application only one

Smallest number:

If you select an entry greater than 0 as the smallest number of elements, a warning appears when you save.
The record would not be correctly filled if the node had no contents when the user tried to save the record.

User roles:

Here you can define the visibility of the node for specific user roles.

Context attributes:

If you have selected an element type for the model node that belongs to a service provider that has context attributes, the system automatically writes them into the attribute list of the node. There is a flag set in the Context column, in the List no. column there is a number entered for each context attribute, and in the Attribute column the name of the context attribute is entered.

If the selected element type belongs to a service provider that has no implemented context attributes, the field remains blank and is not writable.

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Attributes of Model Nodes
Smallest and greatest number

The number of object instances that may be in the record

Example: 0 — *; 1 – 1

Element types

All elements that are possible for the current RMS

Additional possible settings: All element types

User roles

Specifies the visibility of the node

In the standard setting, a node is visible for all roles

Context attributes

Enable the assignment of values for context attributes

May or may not have attribute values

Which context attributes exist is implemented via the service provider for the element types

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Enter the element type(s) that should be in the model node. The element types are defined in the registry.

Enter the user roles for which the node should be visible. You maintain roles using the transaction PFCG.

You can assign roles using transaction SU01 (or transaction PFCG).

Context attributes:

If you have selected an element type for the model node that belongs to a service provider that has context attributes, the system automatically writes them into the attribute list of the node. There is a flag set in the Context column, in the List no. column there is a number entered for each context attribute, and in the Attribute column the name of the context attribute is entered.

If the selected element type belongs to a service provider that has no implemented context attributes, the field remains blank and is not writable.

The attribute ANCHOR is always displayed for a model node.

With this it is possible to insert elements into the record automatically.

An additional possible context attribute is a record generation rule that creates a record number or entries for infotypes in the case of HR objects.

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Statuses of Record Models
Initial:

The record model is defined.

At this point, you cannot create a record that references this model.

Released:

You cannot delete nodes already existing in the record, but you can enhance the existing model.

At this point, you can create records that reference this model.

Final:

The record model can no longer be changed.

At this point, you can create records that reference this model.

Obsolete:

The record model is invalid.

Records that are based on the model can still be used. The model can no longer be used for new records.

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A record model must be released to create records that are based on it.

In addition, the record model must be assigned to the record element type on which the new record is to be based.

This assignment to the record element type is done in the registry in the connection parameters of the record element type.

The parameter fort he record model is called MODEL_ID. You also have to make an assignment to the desired RMS.

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Creating a Record Model

DESIGN

Decide how the record should look

(which nodes, which element types, how the nodes are ordered, how many instances, if notes are desired?, …)

DEFINING IN THE RECORDS MODELER

In the Organizer, select the desired element type for record models and choose create in the context menu  the Records Modeler opens

Create the desired structure nodes

Create the desired model nodes

Create the desired instance nodes

Set the appropriate status for your model
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The new record model then displays with the structure node Worklist.

You can leave the node there and create your new nodes on top of, or behind, it, or you can rename the node (context menu) and then see only those nodes that you have defined yourself.

Insert new nodes using the context menu. You can choose between:

Create one level lower

Create same level (before)

Create same level (behind)

For each element type that you assign a model node, you can decide whether notes can be created. You can also activate the note function for instance nodes.

Instance nodes:

Using Choose instance, choose the instance that is to be present in all records. You search for an existing instance; you cannot create a new instance.
A dialog window opens where you can search for elements of element types. Records Management must know the element for the element to be assigned to an instance node.

You change the status using the Model button and the function Change status
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Node Attribute ANCHOR
Node attribute ANCHOR

The attribute ANCHOR is the default.

ANCHOR sets a marker in the record in place of the anchor.

The system can then automatically insert elements at that position.

The value for the attribute ANCHOR can be any char-string.

The value for the anchor must be transferred to the caller program (BAPI).
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You can also follow the example of the BAPI BAPI_RECORD_ADDELEMENT. (Object type RECORD, method AddElement)

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Enhancing a Record Model

In a released record model, you cannot delete any existing nodes
But you can deactivate existing nodes

You can create new nodes as long as your record model does not have the status final

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If you deactivate nodes, records that you add to the record model do not contain those nodes.

This procedure ensures that you do not have to convert your set of records in the event that you want to make structural changes.
Existing records remain unaffected while new records are created according to the new structure.
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Connectivity of Elements in SAP RM

Concrete instances

has concrete instances Record
Element type Record
SP for model
for model grp 2
record models …..
record model grp 1
Element type1
Service for records
provider Element type2
for records
for records

l
e
d
o
nfilem
do
e
s
a
b
has concrete instances

Record can be assigned to record

(model, in-Record1 stance nodes)

Record2

Record3
SP for

web info Element type has concrete instances for

web info

URL goes
into record,
URL1 e.g. via
URL2 instance
nodes

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Elements are connected to each other in Records Management.

Using model nodes or instance nodes, records contain other elements that are instances of element types.
The example on the graphic shows that records, in turn, can be present in records as elements and URLs, for example, can be referenced in records.
All other element types (BOR objects, documents, …) are naturally also possible contents of records.

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Sequence of Customizing Steps

Create the design of a record

Attributes of the record

Set structure and contents of record

Create a content model

Create record model

Create nodes

Set status

Define element types in service providers

Maintain connection parameters (depending on service provider)

Maintain classification (assignment RMS/type)

If necessary, enhance Records Management with new service providers.

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Record Models: Unit Summary
You now know:

How electronic records can be structured using record models

The different node types

How to create a record model in the Records Modeler

The different statuses of a record model

The definitions of the record contents that to occur in every record of a model
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Exercises
Unit: Record Models

Topic: Record Models
After completing this exercise, you will be able to:

• Design a record model

In this exercise, you create another record which is based on a new model. This record will contain you personnel record as a sub-record and will enable you to test further element types and elements.

This exercise is a prerequisite for further exercises.

Creating a record model

1-1 Start the Organizer and search for the Record models element type. Execute the Create activity in this element type and hide the Organizer.

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1-2 Create a record model with nodes as specified in the following table. All nodes should always be visible for all roles.

When you are asked whether you would like to add notes for nodes, choose notes by selecting and confirming with Continue.

Node Name Node Element Type(s) Card Hierarchy
Type .
Business Structur 0 – 1 Beneath the
partner e node root node
Partner Model ZRM_SPS_BO_BUPART 0 – 1 Beneath the
node business
partner node
Note Model ZSRM_SPS_NOTE_PERSDEMO 0 – * Beneath the
node partner node
Correspondenc Structur 0 – 1 At the same
e e node level as and
after business
partner
Documents Model ZSRM_SPS_DOCUMENT_PERSDEMO 0 – * Beneath the
node and ZSRM_SPS_NOTE_PERSDEMO correspondenc
e node
Employee Structur 0 – 1 At the same
e node level as and
after
correspondenc
e
Personnel Model Z_SRM_SPS_PERSONNELRECORD_DE 0 – * Beneath the
record node MO Employee
node
Document. Instance ZSRM_SPS_URL_PERSDEMO with At the same
node instance http://help.sap.com level as and
after employee
1-3 Release the record model. Save it and assign the following attributes:
Short description: Record model ##
Clear description: Model ##

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1-4 Before you can create a record based on this model, you have to register the model for an element type for records.

To do so, call up the registry and copy the record element type ZSRM_SPS_RECORD_TEST_##.

You create the element type with the following values:

Element type ID: ZSRM_SPS_RECORDMODEL_TEST_##
Short description: Customer records ##

Select the element type and choose Change in the context menu. Go to the Connection parameter values title element.
Select the Connection parameter MODEL_ID and change the entry:
Choose the RMS S_RMS_DEMO and the Record model element type ## (using the input help).
The system uses this to independently determine the correct POID of the record model. Save these settings.

1-5 From the organizer, create a new record for your Customer records ## element type.

Check that an instance of the URL stored in your model has already been integrated into your record.

Search for record BIT640-## record Anja Mueller and integrate it into the employee directory as a sub-record.
Enter Business partner number 102 in the business partner directory. Save your record and enter the following attributes:
Short description: Customer record##
Record number: Customer record ##
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Solutions
Unit: Record Models

Topic: Record Models
1 Creating a record model

1-1 Start the Organizer and search for the Record models element type. Execute the Create activity in this element type and hide the Organizer.

1-1-1 Call up the organizer with the ORGANIZER transaction.

1-1-2 Open the Record models folder, select the Record models element type and choose Create in the context menu. The Records Modeler opens on the left side of the screen. Switch off the organizer with Show/hide organizer.

1-2 Create a record model with nodes as specified in the table above.

All nodes should always be visible for all roles. For the Business partner and Partner nodes, you can change the already created worklist node.
When asked whether you want to add notes for nodes, choose Notes and confirm with
Continue.
You can ignore the values for the relation fields.

1-2-1 Creating the Business partner structure node Select the existing Worklist node.
A subscreen opens where you can enter the corresponding values. Complete your processing with the green checkmark (copy in the model). It is only then that the data is copied into the record model.

1-2-2 Creating the partner model node

Select the existing Worklist model node (gray node) for editing and enter the values. Select the element type using the input help.

1-2-3 Creating the note model node

Select the partner node and choose Create one level lower in the context menu. Continue as in 1-2-2.

1-2-4 Proceed with all other nodes in the same way by using the activities Create one level lower, Create on the same level before or Create on the same level after.

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1-3 Release the record model. Save it and assign the following attributes:
Short description: Record model ##
Clear description: Model ##
In order to work with the record model, it must be released.
Change the status of the record model to Released.
1-3-1 Choose the Attributes for the Record model icon. Enter the short description
and clear description and confirm with the green OK checkmark.
Choose Save. (Do not save as a new version.) You do not create a new version.
1-3-2 To release the model, choose the Change status function for the Model icon.
Confirm the released status.
1-4 Before you can create a record based on this model, you have to register the model for
an element type for records.
To do so, call up the registry and copy the record element type
ZSRM_SPS_RECORD_TEST_##.
You create the element type with the following values:
Element type ID: ZSRM_SPS_RECORDMODEL_TEST_##
Short description: Customer records ##
Go to the Connection parameter values title element. Select the Connection parameter
MODEL_ID and change the entry:
Choose the RMS S_RMS_DEMO and the Record model element type ## (using the
input help).
The system uses this to independently determine the correct POID of the record model.
Save these settings.
1-4-1 Start the registry with SRMREGEDIT, open the Application registry view and
choose section S_AREA_RMS. Open the service provider for records
SRM_SP_RECORD, choose the element type
Z_SRM_SPS_RECORD_TEST_## and choose the Copy function in the
context menu.
1-4-2 Enter the following values
Element type ID: Z_SRM_SPS_RECORDMODEL_TEST_##
Short description: Customer records ##
and Save locally.

1-4-3 In the registry, choose element type Z_SRM_SPS_RECORDMODEL_TEST_## and choose Change in the context menu. Go to the Connection parameter values tab page. Check that the connection parameter DOCUMENT_CLASS contains a value.

Select the line with the Model_ID entry and choose Change. Confirm the RMS S_RMS_DEMO. Use the input help to enter the Record model ## value. Check that the classification parameters (RMS_ID and TYPE) contain values. Choose Save.
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1-5 From the organizer, create a new record for your Customer records ## element type.
Check that an instance of the URL stored in your model has already been integrated
into your record.
Search for record BIT640-## record Anja Mueller and integrate the record into the
employee directory as a sub-record.
Enter Business partner number 102 in the business partner directory.
Save your record and enter the following attributes:
Short description: Customer record##
Record number: Customer record ##

1-5-1 Call up the organizer with the ORGANIZER transaction. Open the records folder, select Customer records ## and choose Create from the context menu. On the right part of the screen you see that the generated record has the structure of your new record model Record model ##.

1-5-2 Select the Documentation node to test whether the URL that refers to the documentation is already integrated in the record.

1-5-3 Select the Personnel record model node and choose Activities → Search from the context menu. Choose Start search and copy record BIT640-## record Anja Mueller from the hit list. The record is integrated into the node as a sub-record.

1-5-4 Select the Partner model node and choose the Search activity. Select Business partner 102.

1-5-5 Choose Save . The system shows a dialog box for entering the attributes. Enter the customer record ## value as the Short description and Record number.

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Views, Roles and Authorizations
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Views, Roles, and Authorizations:
Unit Objectives
After completing this unit, the participant will be able to

Personalize in Records Management

Describe the standard roles and authorization objects of Records Management and Case Management

Discuss the levels on which you can use authorizations to make the information available to processors that they need to do their work
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Views, Roles, and Authorizations (1/2)

SAP provides two roles as templates for Records Management

SAP_BC_RM_USER (role end user)

SAP_BC_RM_ADMINISTRATOR (role administrator)

Contains all activities and authorizations of SAP_BC_RM_USER

Also contains activities and authorizations for Customizing work

The corresponding roles in Case Management are

SAP_BC_CM_USER

SAP_BC_CM_ADMINISTRATOR

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Views, Roles, and Authorizations (2/2)
SAP Records Management works with a 4-level authorization concept

Level 1: Definition of VIEWS

Level 2: Assignment of authorizations using Records Management AUTHORIZATION OBJECTS

Level 3: Check of the authorizations

(implemented in the SERVICE PROVIDERS)

Level 4: When applications (transactions, reports, businessobjects, HR infotypes) are called in Records Management, the user needs additional authorization for the corresponding application object
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Using views, you can restrict access to data in records.

Be aware, however, that you also have to ensure that you can not search for and display by other means those elements where you want to restrict access.
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Level 1: Views
Role-based views for the RECORDS ORGANIZER

The role-based view contains element types and elements thatan employee with a role needs for his daily work

If no role-based view is defined, the user sees all element typesthat are in the current RMS — the so-called standard view

 Role-based views for records are defined in the record model, that is in the record modeler

Setting views in the RECORDS BROWSER

Within a record, a user can decide which nodes are visible for particular roles

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You maintain role-based views by way of the transaction SRMVIEWGEN.

To do so, you have to have created a role in transaction PFCG.

The function Views in the Records Browser is valid for model nodes as well as for structure nodes

The authorization concept does not extend to the level of attributes.

Authorization maintenance on the attribute level must be done by way of the service providers

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Role-based Views for Records
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You can also restrict visibility within the record.

Use the context menu (right-click) and choose Set visibility.

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Level 2: Standard Authorizations
The authorization object for Records Management is called S_SRMSY_CL.

It comprises the following authorization fields:

RMS ID

ElementtypeID

Activity: read (33), write (34), output (35)

For each node of a record, the system checks if the processor has the authorization OUTPUT for the current RMS and for the element type.

For the activities search, display, information, and log, the system checks the activity Read with reference to RMS and element type.

For the activities create, change, and delete, the system checks the activity Write with reference to RMS and element type.

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An authorization check is executed when a processor performs the following actions: Display of element types or elements as nodes in a list (e.g. when calling a record). If the check fails, the node does not display in the record.

If authorization to read or write is denied, a message stating that the processor does not have the required authorization for the activity is issued.
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Example: Authorization Object S_SRMSY_CL
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You define authorizations/roles using transaction PFCG.
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Level 3: Service Provider
Service providers can implement their own authorization checks.

Authorization checks are implemented with the generic service provider.

The following authorization objects are used:

S_SRMGS_DC: refers to documents (container for versions and variants)

S_SRMGS_VV: refers to versions and variants

S_SRMGS_PR: refers to properties

S_SRMGS_CT: refers to the contents of documents

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If service providers do not implement their own checks, level 3 of the authorization check is omitted.

In the service providers, you can depict checks especially devised for application-specific situations.

Knowledge Provider forms the basis for the generic service provider.

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Authorizations Case Management
The following authorization objects are relevant only for

Case Management:

Authorization object S_SCMG_CAS for cases with the following fields:

CASETYPE: technical name of a case type

SCMG_ACT: number of an activity

SCMG_KEY: key for the authorization check

Authorization object S_SCMG_FLN for case attributes

Authorization object S_SCMG_STA for the status of a case

Authorization object S_SCMG_TXT for case notes
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You will only understand the authorizations mentioned here when we have become acquainted with operations and Case Management. They are mentioned here only for the sake of completeness and for later reference.

Authorization object S_SCMG_CASE.

The Key field for the authorization check is not stored in the case; rather, it is created each time the authorization check is run. It is used to enable a

user exit. You can fill the field with the current value of a field in an application. To use this user exit, you have to implement the BAdI

SCMG_AUTHORITY_S, method DETERMINE_KEY. If the BAdI is not implemented, the field is not checked.

Additional information on authorization objects, their fields, and possible uses can be found in the documentation.

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Roles in Records Management: End User

SAP_BC_RM_USER

Transactions

ORGANIZER (Records Organizer)

Authorization objects

S_SRMGS_CT Records Management: Authorizations for the contents

of documents

S_SRMGS_DC Records Management: Authorizations for documents

S_SRMGS_PR Records Management: Authorizations for attributes

S_SRMGS_VV Records Management: Authorizations for versions and variants
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Roles in Records Management: Administrator
SAP_BC_RM_ADMINISTRATOR

An administrator has all authorizations in the area of system configuration as well as for current operations (logging, problem analysis, and so on)

Transactions

ORGANIZER (Records Organizer)

SRMPROTOVIEW (log view for records)

SRMCUSTOMIZING

(starts the Implementation Guide)

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„ Authorizations:

S_SRMGS_CT Records Management: Authorizations for the contents of documents

S_SRMGS_DC Records Management: Authorizations for documents

S_SRMGS_PR Records Management: Authorizations for attributes

S_SRMGS_VV Records Management: Authorizations for versions and variants

S_FRA_AREA Framework Registry: Area

S_FRA_SP Framework Registry: Service provider

S_FRA_SPS Framework Registry: Element type

Behind the log view there is a hidden technical log

The transaction SRMCUSTOMIZING goes to the corresponding section in the IMG

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Administrator:
Central Log for Accessing Records

Transaction SRMPROTOVIEW

In the content model for records, the attribute

SRM_PROTOCOL of the LOIO class must be set to ON

Log data can be transferred to
MS EXCEL

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Actions on the record are logged in the background

You reach the display of the log using the transaction SRMPROTOVIEW. The log includes all entries; the time period cannot be restricted.

You can call the log directly from the record using the function Log entries.

The attribute SRM_PROTOCOL in the content model is ON by default.

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Problem Analysis: Application Log

Analyzing problems can be done using the application log

Display in transaction SLG1

Object: SRM

The application log must be explicitly activated

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Applications use the application log to store problem messages in a central location

You must explicitly activate the application log.

To do so, use the transaction SRMCUSTOMIZING or the transaction SPRO. There you will find a corresponding IMG activity.

The application log works with problem classes. (very important, important, medium, additional information, miscellaneous).

In the column Problem class in Customizing, choose the problem class that you want to use to log error messages.

In the column T…, choose how many days you want logged error messages to be kept before they can be deleted.
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Views, Roles, and Authorizations:

Unit Summary
You now know:

How to personalize in Records Management

The standard roles and authorization objects of Records Management and Case Management
The levels where you can use authorizations to make the information available to processors that they need to do their work

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Exercises
Unit: Views, Roles and Authorization

Topic: Roles and Views
After completing this exercise, you will be able to:

• Create a role-based view of the Records Organizer

You create a role-based view in this exercise.

1 Create a role-based view based on the role Z_ PROCESSOR_##.

1-1 In user administration, enter the Z_ PROCESSOR role in your user master record.

1-2 Create a role-based view for the Z_PROCESSOR_## role and for Record Management System S_RMS_DEMO.

Your role-based view should only contain folders for records and documents. Only Personnel records and Test records ## should remain as element types. Keep all element types for documents.

Hint: Assign all element types to your view first. To do so, position the cursor on the offered nodes, select Insert list of all elements from the context menu and then delete the element types you do not require.

Save your role-based view.

1-3 Restart the Organizer to test your view.

Hint: For additional exercises, it is easier to work in the standard view. To do so, delete the Z_PROCESSOR_## from your user master record.

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Solutions
Unit: Views, Roles and Authorization

Topic: Roles and Views
1 Create a role-based view for the Z_PROCESSOR_## role.

1-1 Enter the Z_PROCESSOR_## role in the user administration (transaction SU01) for your user.

1-1-1 Start transaction SU01.

Enter your user in the User field and choose Change. Branch off to the Roles tab page.
Enter your role and choose Save.

1-2 Create a role-based view for the Z_PROCESSOR_## role and for Record Management System S_RMS_DEMO.

Your role-based view should only contain folders for records and documents. Only Personnel records and Test records ## should remain as element types. Keep all element types for documents.

Hint: Assign all element types to your view first: To do so, position the cursor on the offered nodes, select Insert list of all elements from the context menu and then delete the element types you do not require.

Save your role-based view.

1-2-1 Use transaction SRMVIEWGEN to call up the maintenance of role-based views. Enter Z_Processor_## under Role and S_RMS_DEMO under RMS. Choose Create.

1-2-2 Assign the requested element types by positioning the cursor on the offered nodes and choosing the Insert list of all element types activity from the context menu. You receive all folders with all element types.

1-2-3 Open the folders according to the exercise task and remove the element types you do not require. To do so, use the context menu and the Delete nodes activity.

1-2-4 Delete all folders except records and documents. Choose Save.

1-3 Restart the Organizer and test your view.

Hint: For additional exercises, it is easier to work in the standard view. To do so, delete the Z_PROCESSOR_## from your user master record.

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Configuration Details
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Configuration Details: Unit Objectives

After completing this unit, the participant will be able to

Define rules for the generation of record numbers

Work with the keyword catalog

Use document templates

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Record Number Generation Rules
The record number can be set manually during attribute maintenance or generated automatically according to a rule stored in the system.

The rule determines how the record number is composed. The system generates the unique ID from the elements that are entered in the generation rule.

You assign the generation rule to records in the record model; the assignment is then valid for all records based on that model.
Unique document names can also be generated using a rule.
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Generation rules refer to the attribute of a record/document in which a unique description, a record number, is stored.

The record number generator is also implemented as a service provider

Generation rules are applied when a user saves a record or document.

The user has to enter a unique description at the time of creation and has the possibility of having it generated. The system generates the unique ID from the elements that are entered in the generation rule.

In most projects, records are created automatically in the background. You have the system give a unique record number at the same time. In making the assignment, the system uses the entries that you stored when defining the generation rule.

To maintain the generation rule, use the transaction SRMCUSTOMIZING or the IMG. Use the documentation

Store name and determine rule type (for records, for documents, …), button Create

Choose Create a new rule element, selection of the element

Maintain the element in a new window

Repeat this step until all desired elements are in the rule

At present it is not possible to use a user exit for a personal rule.

Maintain the attribute Generation rule for record numbers to assign the rule to a record model. This makes the rule valid for all new records. This makes the rule valid for all new records.

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Generation Rule
for Personnel Records in the System

Rule for personnel record

Valid for personnel record Anja Müller

Record number: PERS-2003/08/28-001

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Using a generation rule with context counter you can specify that a sequence number be given for a substring of the generated indicator.

To set a rule with context counter, you have to define the related rule elements with the same name: Start marker for context counter
End marker for context counterContext counter

The marker elements set the context (substring of the generated indicator) for which the counter element is to generate a new number.

You establish the logical relationship of the elements with the element names. As the names of rule elements have to be unique in the system, the marker elements have one (unchangeable) name prefix.

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Elements of the Rule

 Most rule elements are self-explanatory

 The rule element Context counter ensures that a unique number is generated

 The rule element Rule link inserts an existing rule

 The rule element Text entry forces you to enter a text

 Free text can be defined using the rule element

Definite text
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The rule element Context counter generates uniqueness with reference to a sequence that is between the start and end markers.

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Creating a Keyword Catalog
A user uses a keyword catalog to

Support the assignment of document attributes

Support search functions

A catalog has the following functions

Processing of keywords

Free form entry of keywords

The system allows you to define keywords as ‘allowed’ or ‘not allowed’

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The setup of a keyword catalog is an activity in Customizing.

Every processor has the right to edit the catalog.

Every user must enter the personal keywords that he intends to store in the document in the keyword catalog.

Keywords must always be entered in capital letters! Set the corresponding flag in Customizing!

In the keyword catalog, you store the terms that are to be allowed for the assignment of attributes and search functions. You also store the terms that are not to be allowed.

Search hierarchies are possible

Keywords can also be maintained directly from the record or the document.

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Document Templates
You can use document templatesto create standard documents in Records Management

MS Word documents contain form fields (text fields)

Form fields are supplied with values in two different ways:
Form fields are filled with values
With selected attributes of the recordto which the document belongs (default)

With a user-defined function module

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Document templates are stored as Word documents in Records Management. The Word templates .dot are not used!

To use document templates, follow these steps:

Transaction ORGANIZER: create a document template in Records Management.To do so, use an element type of the service provider for document templates

Transaction SRMREGEDIT: create and change an element type of the service provider for documentsand maintain the connection parameter “TEMPLATE” with the ID of the template you have created. Use the F4 help for support.

Create a document with the element type that you have just edited.

The system will ask you if you want to create a document that is based on a template and which template you want to use.

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Use of Form Text Fields in MS Word Templates

In the context menu in the toolbar, open the form icon bar

Move the cursor to the place in the text at which the form text field should be inserted and choose ‘from’ from the form icon bar

Click the form field and remember the name in the field Bookmark (e.g. Text1)

Choose Properties in the File menu and choose the tab Personalize

In the field Name, enter the technical name of the record attribute that you want to use as an entry for your form field

Select the checkbox Link to contents and enter the name of the bookmark that you noted in the field Source

Choose Create and then OK.

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The transaction DMWB calls the Document Modeling Workbench, in which the attributes for records and documents are defined (Content Model)

There you find the technical names of the attributes.

The type should be ‘normal text.’

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Filling Form Fields Automatically

FUNCTION Z_SAMPLE_GET_FORM_DATA.
*» —————————————————————-IMPORTING

*» VALUE(IM_DOC_PROPS) TYPE SRMGS_PROPERTY_TAB OPTIONAL
*» VALUE(IM_CONTEX_PROPS) TYPE SRMGS_PROPERTY_TAB OPTIONAL
*» VALUE(IM_DOC_TEMPLATE_ID) TYPE STRING OPTIONAL
*» VALUE(IM_DOC_PROXY) TYPE REF TO I_OI_DOCUMENT_PROXY OPTIONAL
*» EXPORTING SOI_FORM_LIST
*» REFERENCE(EX_FORM_DATA) TYPE
*» TYPE——————————————————————POOLS:soi,srmgs.

DATA:
wa_form_data TYPE soi_form_item.
* wa_form_data-type = ‘P’.
* wa_form_data-name = ‘Z_ROOM’.
* wa_form_data-value = ‘I1.21’.
* APPEND wa_form_data TO ex_form_data.

ENDFUNCTION.
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In general, record attributes are not adequate to fill form text fields; as a rule you implement a function module to fill your form text fields.

You have to enter the name of your function module, for example, Z_SAMPLE_GET_FORM_DATE, in your element type for documents in the connection parameter FUNCTION_GET_FORM_DATA.

This function module is called when the value transfer to the document takes place. The interface of the function module must be the same as the interface of the function module SRM_BDV_GET_FORM_DATA.

The example code of this function module shows which fields in the transfer table EX_FORM_DATA must be filled. EX_FORM_DATA is a container, that is a table with name-value pairs. You fill the table with the names of the form text fields and the values that you want to add to the form.

To enable the reading of all relevant contents, the table IM_DOC_PROPS contains the document attributes and the table IM_CONTEX_PROPS the attributes of the record in which you create the document.

If you create a new document in your personnel record, for example, you use the value of the attribute personnel number (of your record) to ascertain the address data for your employee.

See note 740017 on dealing with record attributes.

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Relationship Between

Document Templates and Element Types
Concrete instances

SP for document templates has assigned
Element type has concrete instances Document
Document
template
for docu-
template grp 2
ment tem- …..
grp 1
plate

Service provider

for documents has assigned

Element type1

for documentsElementtype2

for with template
documents with template

s
e
t
a
l
p
m
e
t
t
n
e
m
u
c
o
d
e
t
e
r
c
n
o
e c Document1
s s
u with Document2
with
template Document3
template
has concrete instances with
template

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To use document templates, an element type for document templates has to be implemented. The relationship between document template and document is exactly analogous to the relationship between record model and record.
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Configuration Details:
Unit Summary
You are now able to:

Activate the application log

Define rules for the generation of record numbers

Work with the keyword catalog

Use document templates
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(C) SAP AG BIT640 8-11

Exercises
Unit: Configuration Details

Topic: Rule for Generating the Record Number
At the end of this exercise, you will be able to

Create a record number generation rule and apply the rule to records
In this exercise you define a rule for generating a record number

Define a rule for generating the record number

1-1 Create the record number generation rule Z_RECORDNUMBER_##.

1-2 The record number should be a string composed of the following sections in the specified order:

Fixed text (definite text) RN-##-

Current date For example, 13.07.04
Separator (definite text) —
4 digit counter (unique) For example, 0001

Here, replace ## with your group number. As the record number, you should, for example assign RN-01 -07.13.04-0001. The four digit counter should ensure uniqueness depending on the current date (for example, for a new date, start counting at 0001 again).

1-3 Apply your new rule to your record model Record model ## (unique name Model ##).

1-4 Test your rule by creating a new file for your element type Customer records ##.
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Exercises
Unit: Configuration Details

Topic: Document Template

Using Document Templates
At the end of this exercise, you will be able to

• Use document templates in records

You want to store standard documents as templates in your records.

This task is the prerequisite for the optional exercise for document templates with form fields.

2 Use document templates

2-1 Use MS word to create a document template in the organizer. Create this based on the Document templates element type in Records Organizer.

For example, enter the following text in your document template:

This is the document template for a pay letter of group ##.

Assign the following attributes:

Short description: Pay letter template ##
Clear description: Pay letter template ##

2-2 Create a new element type ZRM_SPS_PALETTER_## in the service provider for documents. The elements (documents) of this type are created based on your new document template.

Hint: Use element type SRM_SPS_DOCUMENT_DEMO as the copy template for your new element Type.

Assign the following entries:

Element type ID: ZRM_SPS_PAYLETTER_##
Short description: Pay letter with template ##

Enter your document template Pay letter template ## as the value for the connection parameter TEMPLATE_ID and assign S_RMS_DEMO as the RMS.

2-3 Create a new Pay letter ## document based on your new document template.
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(Optional) Exercises
Unit: Configuration Details

Topic: Document Template with Form Fields

Using Document Templates
At the end of this exercise, you will be able to

Automatically supply form fields in document templates with values
You want to create standard documents as templates in your records and facilitate working with form fields.

Using form fields in document templates

3-1 Change your document template Pay letter template ##.

Insert a Form field that is to be supplied with the description of the record when the document template is used. The technical attribute name is DESCRIPTION.

3-2 Test whether the description of the record is copied into the Form field when you create a document for the template from a record.

The value transfer can only work in the context of a record!
Create a new record for the Test records ## element type. Maintain the attributes (so that the DESCRIPTION attribute has a value) and save your record.

Short description: Test record with document template ## Record number: Test record with document template ##

Now create a document based on your document template. The Form field fills automatically.
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Solutions
Unit: Configuration Details

Topic: Rule for Generating the Record Number
Define a rule for generating the record number

1-1 Create the record number generation rule Z_RECORDNUMBER_##.

1-1-1 Call up the Implementation Guide (transaction SRMCUSTOMIZING) and start the activity Define record number generation rule.

1-1-2 Select Record number as the type of rule and enter Z_RECORDNUMBER_## in the Generation rule field. Choose Create.

1-2 The record number should be a string composed of the following sections in the specified order:

Fixed text (definite text) RN-##-Current date For example, 13.07.04 Separator (definite text) —

4 digit counter (unique) For example, 0001

The four digit counter should ensure uniqueness depending on the current date (for example, for a new date, start counting at 0001 again).

1-2-1 Select the New generation rule with the cursor. In the context menu, choose Create rule element. Select rule element type SRM_FIXED_TEXT. Enter the following values in the dialog box that appears then:
Name Text 1
Description Fixed Text
Output text RN-##- (## = group number

Confirm with the green checkmark (Accept input).

1-2-2 Select the first rule element and choose Create rule element (after) in the context menu. Select rule element type SRM_REF_MARK_BEG. Enter the following values in the dialog box that appears:
Name REFCOUNTER
Description Initial marker reference counter

Confirm with the green checkmark (Accept input).

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1-2-3 Select the second rule element and choose Create rule element (after) in the
context menu. Select rule element type SRM_ACTUAL_DATE . Enter the
following values in the dialog box that appears then:
Name Date
Description Current date
Output sequence DD.MM.YY
Confirm.
You find valid output sequences by positioning the cursor on the Output
sequence field and call up help (F1).
1-2-4 Insert the next rule element. The rule element type is
SRM_REF_MARK_END. Select the following values and then confirm:
Name REFCOUNTER
Description End marker reference counter
1-2-5 Insert the next rule element. The rule element is SRM_FIXED_TEXT.
Select the following values and then confirm:
Name Text 2
Description Separator
Output text — (only a hyphen as separator)
1-2-6 Insert the next rule element. The rule element type is
SRM_REF_COUNTER. Select the following values and then confirm:
Name REFCOUNTER
Description Reference counter
First assigned number 1
Maximum length 4
Select the key figure Fill with leading zeros, leave the key figure Use
placeholders blank.
1-2-7 Exit the maintenance of the rule with the green arrow (Back).
1-3 Apply your new role to your record model Record model ## (unique name Model
##).
1-3-1 Access the organizer, search for your Record model ## record model and
open it in change mode.
1-3-2 Open the attributes for the file and enter your rule
Z_RECORDNUMBER_## in the Generation rule for record number field.
Save your record model.
1-4 Test your rule by creating a new file for your Customer records ## element type.
1-4-1 Restart the organizer. Create a new record for the Customer records ##
element type and maintain the new record attributes. According to your rule, an indicator is assigned as the record number.
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Solutions
Unit: Configuration Details

Topic: Document Template

Using Document Templates
2 Use document templates

2-1 Use MS word to create a document template in the organizer. Create this based on the Document templates element type in Records Organizer.

For example, enter the following text in your document template:

This is the document template for a pay letter of group ##.

Assign the following attributes:

Short description: Pay letter template ##
Clear description: Pay_letter_template_##

2-1-1 Open the Records folder in the organizer, select the Documents folder and choose Create from the context menu.

2-1-2 On the right part of the screen, choose Application → Microsoft Word.

MS Word starts in the right subscreen. In MS Word, write the text This is a

document template for a pay letter for group ##.

2-1-3 Choose Save and enter the following attributes in the screen that appears then:

Short description: Pay letter template ## Clear description: Pay letter template ##
The document template is now known to the Records Management framework.
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2-2 Create a new element type ZRM_SPS_PAYLETTER_## in the service provider for documents. The elements (documents) of this type are created based on your new document template.

Hint: Use element type SRM_SPS_DOCUMENT_DEMO as the copy template for your new element type.

Assign the following entries: ZRM_SPS_PAYLETTER_##
Element type ID:
Short description: Pay letter with template ##
As the value for connection parameter TEMPLATE_ID, enter your Pay letter template ## document template.

2-2-1 Use SRMREGEDIT to call up the registry, open the application

Registry and the S_AREA_RMS area, open the service provider for documents SRM_SP_DOCUMENT, select element type SRM_SPS_DOCUMENT_DEMO and choose Copy in the context menu.

2-2-2 Assign the following entries:

Element type ID: ZRM_SPS_PAYLETTER_##
Short description: Pay letter with template ##

2-2-3 Choose Save and save as local object. Assign your document template to connection parameter TEMPLATE_ID.
Use the input help. Your template is called Pay letter template ##. Assign the RMS in classification S_RMS_DEMO.
Save your element type.

2-3 Create a new Pay letter ## document based on your new document template.

2-3-1 Call up the organizer with the ORGANIZER transaction and open the Documents folder. Choose Create. Your new template should now be returned.

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(Optional) Solutions
Unit: Configuration Details

Topic: Document Template with Form Fields

Using Document Templates
3 Using form fields in document templates

3-1 Change your document template Pay letter template ##.

Insert a Form field that is to be supplied with the description of the record when the document template is used. The technical attribute name is DESCRIPTION.

3-1-1 Start the organizer with the ORGANIZER transaction. In your history, search for your document template Pay letter template ##. Select the template to display it and go into Change mode.

3-1-2 Enter RECORD as the text. Place your cursor on the toolbar and show the Form icon bar using the Form context menu. Place the cursor behind your record text and select the Form button from the toolbar (Form stands for form text field).

3-1-3 Select the field and hold the value in the Bookmark field. Choose File → Properties → Adjust.
In the Name field, enter the technical name of the attribute, which you would like to use as the Form text field. DESCRIPTION.
Set the Link to content flag and, in the Source field, choose the bookmark that you noted.
Choose Add and then OK. Save your new template and choose Save → As new version.
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3-2 Test whether the description of the record is copied into the Form field when you create a document for the template from a record.

The value transfer can only work in the context of a record!

Create a new record for the Test records ## element type. Beneath that the Free records record model is located, which allows you to create any type of content for testing purposes. Maintain the attributes (so that the DESCRIPTION attribute has a value) and save.

Short description: Test record with document template## Record number: Test record with document template ##

Now create a document based on your document template. The Form field now fills automatically.

3-2-1 To create the document, use the grey Worklist element model node and position the cursor on the Worklist folder and choose Create one level lower in the context menu. Then, from the offered list, choose your element type for documents: ZRM_SPS_PAYLETTER_##.

For additional steps, proceed as before.

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Process Route and Floating File
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(C) SAP AG BIT640 9-1

Process Route and Floating File:
Unit Objectives

After completing this unit, the participant will be able to

Identify the possibilities that the floating file offers you in Records Management

Use process routes for the

ad hoc definition of record-based activities

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Example: Business Process Pay Increase

Check, assign System maintenance
HR department HR Personnel officer
E-form
Letters

E-record

or

Supervisor

“Pay increase” Employee

SAP AG 2003
Records offer a rather static view of the life of the business.

The ‘Floating file’ function adds a process flow view.

With the ‘floating file’ function of SAP Records Management you can depict all of the steps of the process described above.

A floating file is sometimes called a ‘circular.’ This is a synonymous term from the public sector. Demand for floating files is chiefly in the public sector, but the function is industry-independent.

You use the floating file (and process route) function when you want to send individual elements from a record along a process route to several employees in a sequence.

You can specify for each employee what task he is to perform. (signature, final signature, print, send, …)

A floating file can only be created from a record, not directly from the Records Organizer.
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Process Information with Electronic Records

Using the Business Workflow, you automate complex business processes.

SAP provides the additional service floating file for business processes that are based on records.

Floating files support approval and review processes, for example.

Elements of a record can be made accessible to other employees in the course of the circulation process.

A business route (process route) defines what elements are accessible to which employees and what actions can be done with the elements.

SAP AG 2003
There are two approaches to integrating a process view in a record:

for processes with complex logic, the application creates workflows that are called from within the record
for processes with few rules, the agent himself uses ad hoc functions with which he can define workflows that run according to a process route.

The process route is based on the WebFlow Engine.

You model a workflow and assign each step to an agent. Just as for other aspects of a workflow, you can specify not only the agent, but also positions and organizational units. You can create process route items sequentially or parallel.

The specified process can be changed at any time. This ad hoc functionality enables the user to react flexibly to changes.

Using the authorization object S_SRMDISP1, you can define authorizations for circulars (floating files). It has the following fields: RMSID (RMS), SPSID (element type), ACTVT (create, change, display, delete, output of circulars)

The authorization concept for the process route has three levels. Level 1: Authorization object S_SRMPATH1

Level 2: Authorizations in the header data of the process route

Level 3: Authorizations when creating an item in the field Authorization item The authorizations from level 3 can both extend or restrict those from level 2.
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How You Use a Floating File (1/2)

Create a new floating file in a record.

Select all the elements that you want to distribute in the floating file.

Define a process route.

Activities are assigned functions. The functions stand for options available to the agent who receives the element by way

of a process route.

Start the floating file.

ad hoc

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You define a process route by entering the process route items and their agents as well as the desired actions.

You can also set up deadline monitoring.

The functions of activities can be, for example:

sign, do not sign, final signature, not responsible, take note,…

To define a process route, do as follows:

Move the cursor to a model node that is assigned an element type for circulars. In the example records this is the node Processes. Choose Create in the context menu. The system displays the elements of the record.

Select the elements that you want to put in the floating file and choose Continue.

Choose Create process route.

Maintain the header data of the process route using Display/change process route header data. There you can maintain, for example, who can change the process route, who the recipients are for messages in case of missed deadlines etc.

Insert the process route. You can choose sequential or parallel steps. Enter the recipient(s) of the floating file for a given step.

You can also specify how long the recipient may have the floating file before he is required to pass it on (section Latest end)
5. Save the floating file and choose Start circular.

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How You Use a Floating File (2/2)
Agents receive their activities through a work item in their workflow inbox. You can then

View the record and the elements that

were selected by the creator of the floating file Execute functions on the element
Change the process route,

for example, add another agent

Create attachments (documents,business objects,
reports,…)

ad hoc
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The agents specified in the process route receive a work item in their workflow inbox when the run is started.

When you execute a work item, you go to a screen on which the elements (e.g. documents or business objects) are listed that were selected when the floating file was created. The agent can display these elements by selecting them.
You can execute the activities using buttons on the right side of the screen. These buttons correspond to the activities that were assigned when the floating file was created. It is also possible to add attachments to the elements.

You see the attachments that are available at the bottom of the screen.

The floating file is always sent with a link to the record from which the floating file was started.

In this area, you can also create your own attachments, should you wish to do so. To do so, choose Create and in the dialog window that appears, select the elements you want to use for an attachment.

With Finish circular step and exit, you exit the work item in your inbox. The employee who is next on the process route now receives a work item. If you are the last agent, you receive an Exit circular button .

With Circular → Exit any other agent in the process route can also close the circular. Whether a circular is closed and who closes it is stored in the header data of the circular.

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Using Floating Files: Process Route Template

 A floating file is defined and can then be sent once

A process route can be stored in the system

as a process route template ad hoc

You can then use it again in a new floating file

You can change the process route that you called up via the template when you use it again
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You can save a defined process route using Process route → Save as template. „ Process route templates must be assigned to groups for process routes.

These groups serve to sort the process routes by theme; these groups are created in Customizing. To do this, choose SRMCUSTOMIZING and Set up groups for process routes.

Using the activity area, you can separate process route groups for different applications. If you are using a process route within Records Management (circular), enter the abbreviation SRMDP. If you are using a process route within Case Management (circular), enter the abbreviation SCMG. At present, these fixed values are not documented in the system.

The two-character, user-defined abbreviation uniquely identifies a process route group in an activity area. Example: A1

The description can be stored in several languages and serves to explain the meaning of a group. With the language abbreviation you specify the language in which the text is stored.

To use a process route template in a new circular, choose Load process route template, start the search for the template and select it.

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Floating File/Circular: Basic Settings

Perform Basic Customizing for Business Workflow

Activate event linkage for the workflow template WS75500107

Maintain possible agents for the following tasks or select them as general:
TS75507961 and TS75507962

Refresh the organizational environment

Maintain activities and activity functions for the process route in the IMG
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You use transaction SWU3 for Basic Customizing of the Workflow Engine.

Activate event linkage:

Call the transaction PFTC_DIS.

As the task, choose Workflow template and enter the number 75500107 Choose the Display function
Open Triggering events and activate event linkage by selecting the symbol in the first column (red/gray rhombus). The symbol will turn green.

Maintenance of possible agents: Call the transaction PFTC_DIS.
As the task, choose Workflow template and enter the number 75507961

In the Extras menu, choose Maintain agents

Maintain your agent assignments.

Choose General task if you do not want any restriction of agents. (Properties → General task)
Repeat the procedure for task 75507962

Refreshing the organizational environment:

Choose the transaction SWUS and enter WS75500107 as the task Choose Environment → Refresh the organization environment

You maintain the settings for the business route in the IMG under SAP WEB Application Server → Basis Services → Records Management or using SRMCUSTOMIZING

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Process Route and Floating File:
Unit Summary
You are now able to:

Identify the process route as an ad hoc workflow

Describe the functions offered by floating files in Records Management to support record-based business processes

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Exercises
Unit: Process Route and Floating File

Topic: Working with Floating Files
After you have completed this exercise, you will be able to

• Use and configure floating files

You want to execute record-based, dynamic generation processes.

Work with floating files.

1-1 In your personnel record BIT640-## record Anja Mueller, create a floating file containing the employment contract, resume, and reference elements from the record. Store a process route. When you do this, use your user and those of the two groups next to you in the class room as the processors of the steps.

Use a parallel step sequence and choose Co-signature and Final signature as the activity. Start the floating file.

1-2 Create a second floating file with the employment tax card.

As the first recipient, define your own user (final signature activity) and add your two neighboring groups (activity: For your information) in additional sequential steps. Specify that persons involved in the process may change the process route.
Start the floating file.
Change the process route before you finish processing your floating file. Delete the first of the other two processors.

Exit processing and ensure that only one processor has received the floating file as a result of your change.
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Solutions
Unit: Process Route and Floating File

Topic: Floating Files
Work with floating files

1-1 In your personnel record BIT640-## record Anja Mueller, create a floating file containing the employment contract, resume and reference elements from the record. Store a process route.

When you do this, use your user and those of the two groups next to you in the class room as the processors of the steps.
Use a parallel step sequence and choose Co-signature and Final signature. Start the floating file.

1-1-1 Start the organizer with the ORGANIZER transaction. Select in your history to call up record BIT640-## record Anja Müller and switch to change mode. Close the organizer with Show/hide organizer.

1-1-2 Open the Process node, select Floating files and choose Activities → Create from the context menu.

1-1-3 The system displays the record elements that are available for a floating file (circular). Choose Employment contract, resume and reference.

1-1-4 Define a process route.

To specify the recipients of the floating file, select Start in the middle section of the screen and choose Insert sequentially.
Enter your system user as the Processor ID and Co-signature as the activity in the dialog box.

Your user appears in the process route.

Select your user, then choose Insert in parallel another two times to enter your neighboring groups as recipients for the file. Choose Save.

1-1-5 Start the floating file with the Start circular button. Answer the question whether you want to save and start the circular with Yes and exit the record.

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1-1-6 Display the floating file in the Business Workplace. Start the Business Workplace in the basic menu by choosing Office → Workplace. Open the Inbox folder. Select Workflow. On the right side of the screen, you see a work item that represents the floating file.

1-1-7 Execute the work item. You see the circular and, on the left side, the activities. Select the content of your floating file and choose the activities you want. Exit the task using Complete circular step and Exit. Answer the question whether you want to complete the step and exit with Yes.

1-1-8 The work item has disappeared from your Inbox. Because you have defined a parallel recipient sequence, the folder should have arrived at your neighboring groups at the same time. Check this by displaying the Workflow log. To do so, open the Outbox folder on the left part of the screen and then Work items executed by me. Select the line with your floating folder and choose the Display workflow log icon (paper roll).

The Circular for record… line, which represents a work item for users, appears three times. One has the status completed (the work item you just executed), two have the status ready. Search for the lines with the status Ready and select. Choose the top entry in the Processor section. The system displays the processor in whose Inbox the folder is now located. The processors should correspond to your process route definition.

1-2 Create a second floating file with the employment tax card.

As the first recipient, define your own user (final signature activity) and add your two neighboring groups (activity: For your information) in sequential steps.
Specify that persons involved in the process may change the process route. Start the floating file.
Change the process route before you finish processing your floating file. Delete the first of the other two processors.

Exit processing and ensure that only one processor has received the floating file as a result of your change.

1-2-1 Start the organizer with the ORGANIZER transaction. Select your history to call up record BIT640-## record Anja Mueller and switch to change mode. Close the organizer with Show/hide organizer.

1-2-2 Open the Process node, select Floating files and choose Activities → Create from the context menu.

1-2-3 The system displays the record elements that are available for a floating file (circular). Choose the Employment tax card as the content of your floating file.

1-2-4 Define a process route.

To specify the recipients of the floating file, select Start in the middle section of the screen and choose Insert sequentially. Enter your system user as the Processor ID and Final signature as the activity in the dialog box.
Your user appears in the process route.

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1-2-5 Select your user, then choose Insert sequentially another two times to enter your neighboring groups as recipients for the file. Under Processing time, enter 3 days for both users. Choose Save.

1-2-6 Specify who can change the process route. To do so, call up the header data of the process routes using Display/Change header data for process route. Maintain the entry under Change and select Persons involved in the process by using the input help.

Choose Save. Start the floating file.

1-2-7 Return to the basic screen of the circular and choose Start circular. Answer the question whether you want to save and start the circular with Yes.
Exit your record and return to the basic menu.

1-2-8 Display the floating file in the Business Workplace. Start the Business Workplace in the basic menu by choosing Office → Workplace. Open the Inbox folder. Select Workflow. On the right part of the screen, you see a work item that represents the floating file. Execute the work item. You see the circular and, on the left side, the activities. Select the content of the floating file and choose Final signature.

1-2-9 Choose Link to process route and delete the two additional recipients from the folder.
Return to the basic screen and complete your task with the Complete circular step and exit.
Answer the question whether you want to complete the step and exit with Yes.

1-2-10 The work item has disappeared from your inbox and should by now have arrived at the second of your two neighboring groups. Check this by displaying the Workflow log. To do so, open the Outbox folder on the left part of the screen and then Work items executed by me.

1-2-11 Select the line with your floating folder and choose the Display workflow log icon (paper roll) . Search for the line with the status Ready and select the icon in the processor section. Choose the top entry. The system displays the processor in whose Inbox the folder is now located. The processor should correspond to your process route definition. Select the appropriate line to show the work item.
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Case Processing with Case Management
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Case Processing with Case Management:
Unit Objectives

After completing this unit, the participant will be able to

Discuss cases in Case Management

Describe the Architecture of Case Management

Discuss the Delivery and Availability of Case Management
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Case Processing with …
 Business Workflow serves to automate business processes that can be standardized to a high degree.

Processes are always handled immediately.
 Floating files is an option for approval procedures. The elements of a record are selected and put in circulation.

The process is defined ad hoc. Who will be involved in the process and what task they will perform is determined when the run starts.
 Operations (cases) are used to handle complex processes that do not always execute in the same way.

Cases refer to other information objects that are stored in the case record.

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For process control, floating files and cases use, for example, Business Workflow and the ad hoc workflow process route.

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Overview of Operations (Cases)

Header data
1 : 1
Case

Subcomponents

Case record Case notes Process Log
(linked objects) route
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The terms operation and case are used largely synonymously in this unit.

A case is comprised of the following subcomponents:

Header data:

Header data store attributes in which important data for the case are stored.

Case record (linked objects):

Here you will find all information objects that are relevant for the case. These can be documents as well as system objects, e.g. business objects.
Agents of the case can add new information objects to the record at any time.

Notes:

Notes are continuous notes that the case agents create.

Process route:

A process route consists of a sequence of employees who receive the case for processing. The sequence can be changed or expanded in the course of processing.

Log:

A log contains a list with all activities that have been performed in the case.

You can expand the log by implementing additional subcomponents and cases.

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Case Management

Header

data for

the case:

(user-)

definable

attributes

Processing

indicators:

notes,

replies,

memos, …

continuously

logged, no

longer

changeable

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Enclosed Case Record
Navigation to view change:

•Case record (linked objects)

•Processing indicators (notes)
•Process route (process definition)
•Log

All information that belongs to a case or elucidates the case is placed in the enclosed case record.
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Information that is generated in the course of a case is stored in the enclosed case record (linked objects).

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Process Route in Case Management
Control and automatization of case processing using a process route

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Case Management also uses the process route internally as an ad hoc workflow.
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Logging Activities
Depending on the system settings, all activities of a case are listed in a detail log, making the process transparent …
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The slide shows a view of the log for a case.
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How do Operations and Records Interact?

Business context (long-term, e.g. customer record)

Business process short-term
Handling

Recording and

documenting

Digital record

Merge

Operations

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The illustration above provides only a rough orientation. Content-wise, operations and records are closely related and serve similar purposes.

Records are used to record and document longer-term contexts. Personnel records and customer records are two examples. Records are focused on the documentation of business processes.

With operations, short-term processes are supported and actively carried out. Documents that arise in the framework of an operation are stored in an operation record. Operations are focused on process management.

Operations with related contents can be combined in records.

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Technical View
Case Management runs in its own area on SAP Web AS 6.20: S_AREA_CMG

SAP provides the following new service providers for cases:

SCMG_SP_CASE for cases (operations)

SCMG_SP_CASE_NOTES for case notes

SCMG_SP_CASE RECORD for the case record (linked objects)
SCMG_SP_CASE determines the behavior of the case while the other two determine the behavior of the assigned objects

The service provider SCMG_SP_CASE_LOCATOR implements an alternative search for cases
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SAP provides an array of service providers. The service providers of Records Management are assigned in the registry to the area S_AREA_RMS. The service providers of Case Management are assigned in the registry to the area S_AREA_CMG. All Records Management service providers can also be registered, and thus used, in the area for Case Management (S_AREA_CMG).

You register a service provider by creating a new service provider in the area S_AREA_CMG, to which you assign the classes registered in the area S_AREA_RMS.

The following service providers are currently only available in Case Management: Service provider for cases
Service provider for case searchService provider for case notesService provider for case records
The connection parameters of these service providers are described in the Case Management documentation.
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Delivery and Availability
Q3 / 2002 03/31/2004 2005
SAP Records SAP Records SAP Records
Management
Management 2.4 Management 3.0
2.0
SAP NetWeaver 04 SAP NetWeaver 05

SAP Web AS SAP Web AS NetWeaver AS 7.0
6.20 6.40
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The big new development in SAP RM 2.4 was Case Management.

But as SAP also had to supply applications with Case Management, the new development for 6.40 was also carried out on the SAP Web AS 6.20 as well. So Case Management is already available with an SAP Web AS 6.20 on high service package levels.

The delivery of new objects in Support Packages is largely unproblematic. The unpleasant consequence, however, is that Case Management was initially delivered in a completely new area.

With SAP RM 3.0 and NetWeaver AS 7.0, the separation of Case Management and Records Management is at an end.

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Case Processing with Case Management:
Unit Summary
You are now able to

Discuss case processing and its uses in Case Management

List the most important differences within Records Management

Describe the Delivery and availability of Case Management

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Exercises
Unit: Case Processing

Topic: Creating a Change Request
In this exercise you will learn to

• Process cases with Case Management

You want to handle processes that cannot be standardized completely and that are related to further information, especially documents.
1 Creating a change request

1-1 Start Case Management with transaction SCASE. Choose area S_CMG_DEMO.
Create a case using the Change request case type.
1-2 Maintain the attributes of your change request. To do so, use the following values:
Heading Change BIT640-##
Category Change to order
Priority High
Status New
Leave all other attributes blank.
1-3 Enter an internal memo, for example, with the following text:
The customer called to request an order change. Only two monitors are to be
ordered.
Save your change request.
1-4 Fill out the case record. You can use the following values for this (the corresponding
objects already exist): 1033
Customer
Customer record Karsson High-Tech Markt
Order 5000
Material M-17
Technical drawing DRM, T-D32
1-5 Now create a process route for your change request. The process route consists of only
one-step: You are to process this case yourself.
1-6 Set the status to In process and Save your case.

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1-7 Go to the Business Workplace and execute the workflow. Have the log displayed and exit your work item.
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Solutions
Unit: Case Processing

Topic: Creating a Change Request

1 Create a change request

1-1 Start Case Management with transaction SCASE. Choose area S_CMG_DEMO. Create a case using the change request case type.

1-1-1 Change requests are located in the case directory of your organizer. In the context menu for the change request choose the Create activity.

1-2 Maintain the attributes of your change request. To do so, use the following values:
Heading Change BIT640-##

Category Change to order
Priority High
Status New

Leave all other attributes blank.

1-3 Enter an internal memo, for example, with the following text:

The customer called to request an order change. Only two monitors are to be ordered.

1-3-1 In the lower part of the screen, choose Internal memo instead of Description, enter your text and choose Apply (green checkmark).

1-3-2 Save your change request.

1-4 Fill out the case record. You can use the following values for this (the corresponding objects already exist):

Customer 1033
Customer record Karsson High-Tech Markt
Order 5000
Material M-17
Technical drawing DRM, T-D32

Choose linked objects in the lower part of the screen. Open the Customer folder.

Select the Customer node and choose Search from the context menu. Enter key 1033. The customer is inserted.
If the customer node is not available, choose Create one level lower from the context menu and then choose Customer.

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Repeat the procedure for the customer file (is part of the customer folder), the order (order folder), the material and the technical drawing (material folder).

1-5 Now, create a process route for your change request. The process route consists of only one-step. You are to process this case yourself.

1-5-1 To create a process route, change to the appropriate sub-component using the

Process route button.

1-5-2 Position the cursor on the start of the process route and select Enter sequentially.

1-5-3 Choose SAP user as the user type, your user ID as the processor ID and Process as the activity.

1-6 Set the status to In process and save your case.

1-6-1 You find the status of your case in the header data (attributes). From the input help, choose In process. Save your case.

1-7 Go to the Business Workplace and execute the workflow. Display the log and exit your work item.

1-7-1 You find the Business Workplace using transaction code SBWP and your work item in the Inbox – Workflow folder.

Select the work item to start processing. Your case displays for processing.
Use the Print button to select the log subcomponent and check the log. Select Back (green arrow) and exit this work item explicitly.
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Configuration of Case Management
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Configuration of Case Management:
Unit Objectives

After completing this unit, the participant will be able to

Identify special features in configuration

Discuss possible enhancements for concrete processes

This unit is an introduction and does not deal with all details of Case Management.

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Special Features in Case Management Customizing
The transaction code SCASE_CUSTOMIZING goes to the corresponding area of the IMG.

The registry remains the central location for Customizing activities (area S_AREA_CMG).

Some settings, however, are done outside the registry (IMG), in particular when application-specific enhancements are expected.

In addition to the SP Framework, BAdIs are also used in Case Management for application-specific adjustments. The concept of subcomponents is also used for enhancements.

The attributes of a case are not defined as a Content Model (Knowledge Provider).

The case type is the central Customizing entity.

Case record and record are based on different service providers.
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Overview Customizing Case Management
Case type
RMS ID

Settings case record

Settings case notes

Attribute Profile

Function Profile

Status Profile

further
All settings for the operations of a common type are collected in the case type.

SAP AG 2003
The case type is the central characteristic of a case that comprises all the Customizing settings (attribute, function, status, text and terminology profiles). A user must declare a case type when creating a case.

The case type contains a reference to the RMS in which the cases are to be managed.

The record model is at present registered at two locations: in the settings for case type
in the registry for the connection parameter MODEL_ID in the element type for case recordsthis can be useful if there are several record models stored for an element type.

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Case Record
For the case record, you maintain the element type case record and the element type case record model.

Case records are based on the service provider SCMG_SP_CASE_RECORD.

Case records do not have their own attributes. They are parts of a case and are found, opened, and processed through the case.

For the classification (Classification tab) of the element type for case records, do not assign a type and set ORG_HISTORY=NO_ENTRY.

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Note on the connection parameter MODEL_ID of the element type for case records:

You have to enter the document ID of the record model on which the case record is based. You also have to enter this ID in the Customizing activity Define case types for a case type!

The case record element type must have the classification ORG_HISTORY=NO_ENTRY; otherwise a case record appears in the history and can be directly addressed and, for example, separately deleted.

For classification (Classification tab) of the element type for case records, SAP recommends that you do not assign a type, as case records are only intended for processing within a case and not from within the

Organizer.

If you do not assign a type, the element type is not displayed in the Organizer.

In contrast to case records, records are based on the service provider SCMG_SP_RECORD.

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Case Notes
For the case type, you maintain the element type for case notes

Case notes are based on the service provider

SCMG_SP_CASE_NOTES

The connection parameter OBJECT must be given a value for the element type for case notes

The default is the SAPScript text object SCMG_CASE

The text object can be adjusted in the IMG activity Create text profile

For the text profile, you also define whether the newest note texts are inserted at the top or the bottom
of the notes
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The service provider for case notes integrates notes into a case. To set up element types in the service provider for notes, you have to give a value to the connection parameter OBJECT.

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Attribute Profile
The attribute profile serves to define an attribute record for operations

The attribute profile thus replaces the most important task that content models perform for records

You can find general attributes for cases in the table SCMG_T_CASE_ATTR

You can enhance the attribute profile by creating a further table with the same key

Maintain your table for the attribute profile

Define which attributes are to be used, how they are to be grouped and arranged

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With the attribute profile, you determine which attributes are to be used. In doing so, you can define the display and maintenance characteristics for each attribute.

The table SCMG_T_CASE_ATTR contains a series of attributes in general use.

You can define a table yourself in the Data Dictionary (transaction SE11). This must have the client as well as the CASE_GUID as the key (like table SCMG_T_CASE_ATTR). You cannot use field names that are already in use in the general table. Define your Special attributes using this table. The documentation you have stored for the data element as well as your search help are available in Case Management using F1 or F4.

Now create an attribute profile and enter the table you have defined. You can set groups in which the attributes are later displayed. At least one group is required. The attributes themselves are identified through the Data Dictionary table field. The F4 help can assist you in the selection of attributes in the item Assign attributes.
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Other Profiles
Function profile

You can add additional functions (keys) for the case

You can add other subcomponents to a case

Status profile

You can define status and status transitions

Connection to the central status management is possible (implementation of a BAdI)

When setting a status, an event can be triggered to which the process route, for instance, reacts

Terminology profile

You can define crucial terms
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Function profile

You can add additional subcomponents by implementing a class that inherits from the interface

IF_SCMG_SUBCOMPONENT.

You can find a description of this procedure in the Case Management Developer documentation.

Status profile

In this IMG activity, you can create a status profile. A status profile contains several status values thatcan be assigned to a case. Status is an attribute that the user can set for any case.

Details on the status profile can be found in the online documentation for the IMG activityCreatestatus profile.

Terminology profile

In this IMG activity, you can adapt central terms such ascaseorrecordto match with the terms usedin your company. SAP supplies templates for that purpose. It is not necessary to re-define all terms. If a term does not appear in the profile, the SAP standard term appears on the interface. At present only a few terms are supported by the terminology profile.

In standard Case Management, you can only replace the terms case and case type with other terms.

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Process Route Settings for Operations
To use the process route in operations, perform the following settings:

Perform Basic Customizing for Business Workflow.

Activate event linkage for the workflow template WS78900007.
ad hoc

Maintain possible agents for the following tasks or select them as general:
TS78907914 and TS78907915.

Refresh the organizational environment.

Execute the other activities for the process route in the IMG.

The process route starts when the status of the operation is changed.

In the status profile, define when the event INPROCESS is to be generated. The workflow template reacts to this.

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You use transaction SWU3 for Basic Customizing of the WebFlow Engine.

Activate event linkage:

Call the transaction PFTC_DIS.

As the task, choose Workflow template and enter the number 78900007 Choose the Display function.
Open the Triggering events tab and activate event linkage by selecting the symbol in the first column (red/gray rhombus). The symbol will turn green.

Maintenance of possible agents: Call the transaction PFTC_DIS.
As the task, choose Workflow template and enter the number 78907914

In the Extras menu, choose Maintain agents

Maintain your agent assignments.

Choose General task if you do not want any restriction of agents (Properties → General task)
Repeat the procedure for task 78907915

Refresh the organizational environment:

Choose the transaction SWUS and enter WS75500107 as the task Choose Environment → Refresh the organization environment
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Configuration Case Management:

Unit Summary
You are now able to

Discuss Special Features in the Configuration of Case Management

Describe possible enhancements for concrete processes
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Examples from the Applications
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Examples from the Applications:
Unit Objectives

After completing this unit, the participant will be able to

Describe how mySAP Financials Dispute Management and mySAP CRM Case Management are examples for applications that are based on Records & Case Management.
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Example Application

SAP Dispute
Management

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SAP Dispute Management is part of the solution mySAP Financials, or more precisely of mySAP Financials Supply Chain Management (FSCM).

FSCM helps companies

reduce working capital and outstanding payments

improve payroll and payment processes

increase the precision of capital requirements estimates

improve handling of exceptional circumstances

track documents as they circulate through the company

The core themes of the SAP FSCM solution are Biller Direct, Dispute Management, Collections Management, Credit Management, Cash and Liquidity Management, Treasury and Risk Management as well as contract accounts receivable and payable.

In this course we shall concern ourselves with clarification and dispute cases which are handled with Case Management in the system.
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Example Process: Clarification Case

Heinz Müller

Employee goods issue

2 •Reads e-mail
•Performs workflow task 3 •Sets Thomas Schnell as
•Confirms late delivery
•Sends case back to next agent Thomas Schnell
coordinator •Asks Thomas for
Account Manager
decision
•E-mail is sent and work-
1 •Sets Heinz Müller as flow task generated

agent
•Asks Heinz to check
late deliveries
•E-mail is sent and Sabine Streng 4 •Reads e-mail
workflow task generated
Dispute Manager (coordinator) •Performs workflow task

•Decides on credit memo
of customer
6 •Reads e-mail •Sends case back to coordinator

•Performs workflow task 5
•Posts credit memo •Sets Hans von Saldo as next agent
•Sends case back to •Asks Hans to post the credit memo
coordinator •E-mail is sent and workflow task generated
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Hans von Saldo

Accounts Receivable Accountant
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Clarification Case Processing in SAP Workflow

Link to clarification case
Attached documents

Link to billing document
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In the case attributes there is application-specific information such as the clarification amount and a link to a billing document.

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Example:
Creating Customer Correspondence Manually
Recipient

adopt or change

Select correspondence type
Select correspondence
Select external notes
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Special feature: As a rule, Dispute Management does not use the process route for routing cases through the company.

Dispute Management requires SAP Web Application Server 6.20.

Dispute Management 2.0 can be used in SAP R/3 Enterprise 4.7.

Dispute Management 3.0 is supplied with mySAP ERP 2004.

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Example Application

CRM Case
Management

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Case Management is part of the solution mySAP CRM in the Service area.
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Case Management with mySAP CRM

Process case Structure

Create case case
2
1 3

Analyze Confirmation of
cases service
7 Effect 4
Close case
settlement

6 5

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Business Scenario (1/2)

1
2
3

The Interaction Center agent performs various process steps that refer to general questions. By way of a system message, the agent knows that a case must be created in which all information is managed. The case is then assigned to a case-agent.

The case-agent evaluates any previous developments of the case and assigns it to the responsible team. Here the case is processed. Case notes refer the agents to all the electronic documents of the case. The case-agent sets access authorizations.

While the log is being checked, the case-agent must know if additional cases refer to current cases. He links these cases with the current case as a sort of sub-case.

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Business Scenario (2/2)

4
5

6

7
The process agent creates order confirmations with the date of receipt and the expenses generated by the case.

The process agent closes the case after ensuring that all steps for linked business transactions and sub-cases have been processed and closed.

Calculate the time and costs associated with the case.

Use predefined questions and reports.

The Service Manager performs case analyses in order to ensure the transparency of the case processes in his area of responsibility.

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Case Management in the CRM
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The CRM Case Management only uses the back end of Case Management, which is provided as part of the basis.

The user interfaces are based on the People Centric UI. A further variant is used for the Interaction Center.

The front end for CRM Case Management was not realized using the front end framework.

For the SAP Interaction Center, there is an additional browser-based user interface available for use.
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Examples from the Applications:

Unit Summary
You now know two examples of applications that use Records & Case Management in integrated fashion:
mySAP Financials Dispute Management

mySAP CRM Case Management

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Business Scenarios
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Business Scenarios:
Unit Objectives

After completing this unit, the participant will be able to

Discuss the business objects RECORD, DOCUMENT and, SCASE

Discuss the possibility of integrating workflows

List the possibilities of implementing enhancements in Records Management

Use the Document Finder for finding records

The chapter is designed for technically-oriented project members with ABAP / ABAP object expertise.

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Integration of Records and Documents in
Workflows and Applications

You use the business objects RECORD, DOCUMENT, and SCASE

BOR object type RECORD

Dialogue methods: find, display, edit, delete

BAPIs for reading and processing record contents and attributes

ArchiveLink integration

BOR object type DOCUMENT

Dialogue methods: find, display, edit, delete

BAPIs for reading and processing document contents and attributes

BOR object type SCASE

Dialogue methods: find, display, edit

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You can display the methods of the business object type RECORD in the Business Object Repository Browser (transaction code SWO3). In the BOR Browser, choose Basis Components → Basis Services → Records Management.

The BAPIs are entered and identified as methods in the business object.
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Service Provider for Workflows
Using the Service Provider for Workflows, you can start any workflow from Records Management

Workflows can also run in a remote system

Workflows can integrate project-specific function modules into the service providers in order to

Start workflows and supply them with the necessary information

Provide search dialogues in which the workflow you want to start can be selected

Display the workflow log

Maintain the description of the workflow that is used in Records Management, for example, in the record

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Because the workflow can be run in a remote system, cross-system handling of information through the record is possible. The process, too, can be run cross-system.

Using function modules, you can store non-standard coding in the service provider.

Thus you can pass non-standard data when starting a workflow. Customarily the import elements of the workflow contained are filled.
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Sample Function Modules for the SP Workflow
At the following times, you can intervene in the program flow by implementing a user-defined module.

To start the workflow

Connection parameter FUNCTION_START_WORKFLOW

Sample module: SRM_SP_WFL_START_WORKFLOW

To start the log display

Connection parameter FUNCTION_PROCESS_WF_LOG

Sample module: SRM_SP_WFL_PROCESS_LOG

To name the work item

Connection parameter FUNCTION_INSTANCE_DESCRIPTION Sample module: SRM_SP_WFL_GET_INST_DESCR

To search for a work item

Connection parameter FUNCTION_QUERY_WORKFLOW Sample module: SRM_SP_WFL_F4_WIID
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For a user-defined implementation, you have to copy the sample module, adapt it while keeping the interface and enter it as a connection parameter in the corresponding element type.

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Calling an Existing Workflow from a Record
Maintain the registry

Create an element type in the service provider for workflows

Maintain the connection parameters

WF_DEFINITION

RFC_DESTINATION

RFC_DESTINATION_CALLBACK Maintain the values for classification
Assignment to RMS Assignment to TYPE

Enter the element type in the record model Call the workflow from the record
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Integration of Records in SAP Applications
HR master record

?

Enhance your application with the addition of a record display call For example, an additional button Display record button

Use the business objects RECORD and DOCUMENT

SAP also provides the following function modules for starting the framework on a concrete element instance

SRM_START_FRAMEWORK_RFC

SRM_START_FRAMEWORK_NEWMODE Or you can use the following class

CL_SRM_START_FRAMEWORK

Or register the display of the record that belongs to the business object as an extra generic service

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SAP provides the following function modules (FMs):

SRM_START_FRAMEWORK_RFC

This FM starts the service provider framework with a concrete instance.

The FM is RFC-able, but can also be called locally. You can call an instance method or a class method. Class method means that the object is not known, e.g. Search or Create. An instance method goes to a specific object, e.g. Display, Change, Delete.

SRM_START_FRAMEWORK_NEWMODE

This FM is identical to SRM_START_FRAMEWORK_RFC. The only difference is that the object is displayed in a new context

Or you can use the following class

CL_SRM_START_FRAMEWORK

This class is the API with the most functions. Further information about the function modules as well as about class can be found in the online documentation

From release 6.20, Support Package 9, Records Management features a GUI Control Thus in place displays of all Records Management elements in applications are possible.

The classes for the GUI Control are called CL_SRM_BASE_CONTROL and

CL_SRM_STACKED_CONTROL
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Integration of SAP Applications
in Records Management
?
Material

Contact

Invoice

HR master record

Use the Standard Service Provider For business objects

For transactions For reports
For workflows

For special requirements:

Develop a new service provider to integrate an application object in Records Management

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Information on the architecture of the Service Provider Framework follows later in this unit.

In the appendix to this course and in the SAP Service Marketplace you can find a programming guide for service providers

(http://service.sap.com/recordsmanagement)
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Automatic Record Storage
Material

Contact Event

Invoice

HR master record
Use events or user exits to define for which actions your set records should be automatically updated

Use the following BAPIs, for example, to update your set of records

BAPI_RECORD_CREATE

BAPI_RECORD_CHANGE_PROPERTIES

BAPI_RECORD_ADDELEMENT
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A typical project requirement is automatically to log processes in a record in the SAP system. For example, when a new HR master record is created, a new personnel record should be created in HR and the record attribute personnel number set. When creating infotypes fort he employee, these should be automatically integrated into records.

You can also find the corresponding BAPIs as methods of the business object RECORD.

Use the BAPI Explorer (transaction BAPI) to find BAPIs that are helpful for the current project task.

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BAPI for Creating Records
FUNCTION bapi_record_create.
*» —————————————————————-IMPORTING
*» BAPISRMREC-RMSID
*» VALUE(RMS_ID) LIKE
*» VALUE(SPS_ID) LIKE BAPISRMREC-SPSID
*» VALUE(DOCUMENTID) LIKE BAPISRMREC-DOCID
*» VALUE(DESCRIPTION) LIKE BAPISRMREC-DESCR
*» VALUE(MODEL_SPS_ID) LIKE BAPISRMREC-SPSID
*» VALUE(MODEL) LIKE BAPISRMREC-DOCID
*» VALUE(DOCUMENTID_CHECK_UNIQUE) LIKE BAPISRMREC-BOOLEAN
*» EXPORTING BAPIRET2 STRUCTURE BAPIRET2
*» VALUE(RETURN) LIKE
*» VALUE(OBJECTID) LIKE BAPISRMREC-GUID
*» VALUE(DOCUMENTCLASS) LIKE BAPISRMREC-DOCCLASS
*» —————————————————————-
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RmsId: ID of the Records Management System (RMS) in which the record is to be created SpsId: Element type for the record to be created

DocumentId: Unique identifier for the record to be created (“Record number”). This is the attribute with the technical name SRM_DOCUMENT_ID.

Description: Descriptive text for the record to be created. The description, in contrast to the DocumentId, does not have to be unique. This is the attribute with the technical name DESCRIPTION.

ModelSpsId: Element type of the record model on which the record is based.

Model: Unique identifier of the record model on which the record is based. This is the attribute (of the record model) with the technical name SRM_DOCUMENT_ID. To find the unique identifier of a record model, do as follows:

Choose the record model in the Records Organizer and start the activity “Display.” In the modeler that opens, choose the function “Model attributes.”

The “unique identifier” of the model will then be displayed in the list of attributes. Return: Result of the BAPI call. This is where any error messages or warnings are returned.
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BAPI for Creating Records (Continued: Notes)
FUNCTION bapi_record_create.
*» —————————————————————-IMPORTING
*» BAPISRMREC-RMSID
*» VALUE(RMS_ID) LIKE
*» VALUE(SPS_ID) LIKE BAPISRMREC-SPSID
*» VALUE(DOCUMENTID) LIKE BAPISRMREC-DOCID
*» VALUE(DESCRIPTION) LIKE BAPISRMREC-DESCR
*» VALUE(MODEL_SPS_ID) LIKE BAPISRMREC-SPSID
*» VALUE(MODEL) LIKE BAPISRMREC-DOCID
*» VALUE(DOCUMENTID_CHECK_UNIQUE) LIKE BAPISRMREC-BOOLEAN
*» EXPORTING BAPIRET2 STRUCTURE BAPIRET2
*» VALUE(RETURN) LIKE
*» VALUE(OBJECTID) LIKE BAPISRMREC-GUID
*» VALUE(DOCUMENTCLASS) LIKE BAPISRMREC-DOCCLASS
*» —————————————————————-
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ObjectId: Technical (internal) ID of the record that is issued by the “Knowledge Provider” (KPro).

You find the ID of the record by displaying the information in the record. To do so, position the cursor on the uppermost node in the record, open the context menu and choose Information: The record ID is displayed as a value of Document ID.

You can also open the activity Information on the node for the record in the Records Organizer.

DocumentClass: Content model of the record. This document class is entered as a connection parameter in the element type of the record.
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BAPI for Adding Elements to Records

FUNCTION bapi_record_addelement.
*» —————————————————————-IMPORTING
*» BAPISRMREC-GUID
*» VALUE(OBJECTID) LIKE
*» VALUE(DOCUMENTCLASS) LIKE BAPISRMREC-DOCCLASS
*» VALUE(SPS_ID) LIKE BAPISRMREC-SPSID
*» VALUE(ANCHOR) LIKE BAPISRMREC-ANCHOR
*» VALUE(DESCRIPTION) LIKE BAPISRMREC-EL_DESCR OPTIONAL
*» VALUE(STORE_AS_NEW_VERSION) LIKE BAPISRMREC-BOOLEAN
*» EXPORTING BAPIRET2 STRUCTURE BAPIRET2
*» VALUE(RETURN) LIKE
*» TABLES BAPIPROPTB
*» ELEMENT_SP_POID STRUCTURE
*» ELEMENT_PROPERTIES STRUCTURE BAPIPROPTB OPTIONAL
*» ELEMENT_VISIBILITY STRUCTURE BAPIPROPTB OPTIONAL
*» —————————————————————-
SAP AG 2003
ObjectId: Technical (internal) ID of the record that is issued by the “Knowledge Provider”(KPro).

You find the ID of the record by displaying the information in the record. To do so, position the cursor on the uppermost node in the record, open the context menu and choose Information: The record ID is displayed as a value of Document ID.

You can also open the activity Information on the node for the record in the Records Organizer.

DocumentClass: Content model of the record. This document class is entered as a connection parameter in the element type of the record.

SpsId: Element type of the element to be inserted

Anchor: This identifies the node in the record into which the element is inserted. The attribute ANCHOR must be filled with the correct value on this node in the record model.

Description: Descriptive text that is displayed in the record browser for the element to be inserted. Store_as_new_version: If this indicator is set, a new logical version is created for the record.

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BAPI for Adding Elements to Records (Continued: Notes)
FUNCTION bapi_record_addelement.
*» —————————————————————-IMPORTING
*» BAPISRMREC-GUID
*» VALUE(OBJECTID) LIKE
*» VALUE(DOCUMENTCLASS) LIKE BAPISRMREC-DOCCLASS
*» VALUE(SPS_ID) LIKE BAPISRMREC-SPSID
*» VALUE(ANCHOR) LIKE BAPISRMREC-ANCHOR
*» VALUE(DESCRIPTION) LIKE BAPISRMREC-EL_DESCR OPTIONAL
*» VALUE(STORE_AS_NEW_VERSION) LIKE BAPISRMREC-BOOLEAN
*» EXPORTING BAPIRET2 STRUCTURE BAPIRET2
*» VALUE(RETURN) LIKE
*» TABLES BAPIPROPTB
*» ELEMENT_SP_POID STRUCTURE
*» ELEMENT_PROPERTIES STRUCTURE BAPIPROPTB OPTIONAL
*» ELEMENT_VISIBILITY STRUCTURE BAPIPROPTB OPTIONAL
*» —————————————————————-
SAP AG 2003
Return: Result of the BAPI call. This is where any error messages or warnings are returned. Element_SP_POID: Table that contains the SP-POID-PARAMETER of the element to be inserted

Element_Properties: In this table, free attributes for the element to be inserted are transferred as name-value pairs. These attributes are stored in the record of the element and can be displayed and changed in the Records Browser.

Element_Visibility: In this table you can transfer the names of roles for which the element to be inserted should be visible. To do so, you enter the role name in the NAME column or * if the element is to be visible for all roles. Entries in the VALUE column are ignored.

If the parameter is not transferred or if the table is empty, the role assignment is adopted from the corresponding node of the record model.
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ArchiveLink Documents and Records

Ideally, you should create an element type for each ArchiveLink document type

The following convention is useful: Use the technical name of the ArchiveLink document type as an anchor in the record model

ArchiveLink documents should always be linked to a business object

To optimize the search for ArchiveLink documents, we recommend that you implement a corresponding document area with the Document Finder

To enter ArchiveLink documents in records automatically, respond to the event ASSIGNED of the corresponding business object and implement an event receiver
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The event receiver reads the relevant data from the event container in order to establish the assignment to a record.

Then the BAPI BAPI_RECORD_ADD_ELEMENT is called for the record into which the document is to be checked-in.

In this case, the use of the Anchor with the ArchiveLink document is useful.

Even if they are set in another record, ArchiveLink documents should always link to a business object so they can be given attributes and can be located.
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Document Search with the Document Finder

Searching for documents with the Document Finder

Implementing of a user-defined document area (search method, display method…)

Customizing: Searching for documents that were created using the generic service provider
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The implementation of a document area for the Document Finder is described in the ArchiveLink developer documentation.

It is necessary to implement the interface IF_ALINK_ QUERY and possibly IF_ALINK_HITLIST_CALLBACK in a user-defined class. The simplest solution is to use the template class CL_ALINK_QUERY_TMPL.

For record search only using Customizing:

Use the standard search class CL_DOCF_KPRO_QUERY

Maintain the table SRMDOCSPSPS to establish an assignment of your new document area to a record element type and a content model (LOIO and PHIO class).
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Business Scenarios:
Unit Summary
You are now able to

Discuss the business objects RECORD, DOCUMENT and, SCASE

Discuss the possibility of integrating workflows

List the possibilities of implementing enhancements in Records Management

Use the Document Finder to find records
SAP AG 2003
(C) SAP AG BIT640 13-16

Exercises
Unit: Business Scenarios

Topic: Starting a Workflow from a Record
At the conclusion of this exercise, you will be able to

• Use workflows in Records Management

You want to integrate workflows into records.

Starting a workflow from a record.

Do this exercise in the Records Management area in RMS S_RMS_DEMO.

1-1 Create a new element type in the service provider for the workflow service provider:

Element type ID: ZSRM_SPS_WORKFLOW_##

Short description: Workflow Test ##

Use this element type to start workflow WS93300206 in Records Management. The workflow shows the personnel record for Anja Mueller.

Assign the correct connection parameters (NONE, WS93300206). Assign the correct classification parameters (TYPE workflow, RMS
S_RMS_DEMO).

1-2 Start the organizer with transaction code ORGANIZER and select RMS S_RMS_DEMO. In your test record ##, create a new element type of the newly created element type ZSRM_SPS_WORKFLOW_##.

1-3 Call up your Business Workplace and check that you have received a work item. Execute it.

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Exercises
Unit: Business Scenarios

Topic: Program for Creating Personnel Records

At the conclusion of this exercise, you will be able to

Make enhancements to SAP Records Management by means of BAPIs
You want to write a report that creates your initial set of personnel records.

This exercise is designed for developers who know how to use the ABAP Workbench.
Program for creating a new personnel record

2-1 In the ABAP Editor open report SRM_RECORDS_CREATE.

2-2 Display the source text of the program. In the source code, you find the call of BAPIs. Analyze this program.

2-3 Start the program using variant VAR1. For that, replace the ## (prefix) in the Record description field with your group number and execute the report.

2-4 Read the log and compare the result to your analysis.
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Solutions
Unit: Business Scenarios

Topic: Starting a Workflow from a Record
Starting a workflow from a record.

1-1 Create a new element type in the service provider for the workflow service provider:

Element type ID: ZSRM_SPS_WORKFLOW_##

Short description: Workflow Test ##

This element type is to be used to start workflow WS93300206 in Records Management. This workflow shows the personnel record for Anja Mueller. Assign the correct connection parameters (NONE, WS93300206).

Assign the correct classification parameters (belongs to TYPE workflow, RMS S_RMS_DEMO).

1-1-1 Use SRMREGEDIT to call up the registry, open the application registry and area S_AREA_RMS. Select the service provider for workflows SRM_SP_Workflow and choose Create element type from the context menu.

1-1-2 Assign the

Element type ID: ZSRM_SPS_WORKFLOW_##

Short description: WorkflowTest ##
Choose Save and save as a local object.

1-1-3 Maintain the connection parameters. To do so, select your new element type and choose the Change function from the context menu. Branch to the Connection parameter values tab page. Select the WF_DEFINITION parameter and choose Change. Enter WS93300206.

Choose parameter RFC_DESTINATION and enter the value NONE. Enter the same value for parameter RFC_DESTINATION_CALLBACK.

1-1-4 Change to the Classification tab page and choose Create. Double- click S_RMS_DEMO to select it as the RMS and SRM_Workflow as the type. Choose Save.

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1-2 Start the organizer with transaction code ORGANIZER and select RMS S_RMS_DEMO. In your test record ##, create a new element type of the newly created element type ZSRM_SPS_WORKFLOW_##.

1-2-1 Start the organizer with the ORGANIZER transaction.

From the history, choose your Test file ## record and change to change mode. Select the folder using your newly created node and choose Create one level lower from the context menu. Select the Workflow test ## element type.

1-2-2 In the dialog box that appears, enter your logon user as the user.

1-3 Call up your Business Workplace and check that you have received a work item. Execute it.

1-3-1 Start the Workplace using transaction SBWP. Open the Inbox folder and the Workflow folder by double-clicking. Execute the work item in your inbox. Personnel record Anja Mueller is displayed.
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Solutions
Unit: Business Scenarios

Topic: Program for Creating Personnel Records
Program for creating a new personnel record

2-1 In the ABAP Editor open report SRM_RECORDS_CREATE. 2-1-1 Start transaction SE38 and enter the program name.
2-2 Display the source text of the program. In the source code, you find the call of BAPIs. Analyze this program.

2-2-1 In the source code, there are BAPIs for reading information from the personnel master

BAPI_EMPLOYEE_GETDATA, to create a record BAPI_RECORD_CREATE, to set record attributes BAPI_RECORD_CHANGEPROPERTIES and BAPI_RECORD_ADDELEMENT to insert elements into records.

2-2-2 The program creates a new personnel record for the personnel master, sets the record attributes and fills the record with infotypes.

2-3 Start the program using variant VAR1. For that, replace the ## (prefix) in the record description field with your group number and execute the report.

2-3-1 Choose the With variant pushbutton, in the dialog box, select variant VAR1 and confirm with the green checkmark.

2-3-2 For that, replace the ## (prefix) in the record description field with your group number and execute the report.

2-4 Read the log and compare the result to your analysis.

2-4-1 The program illustrates how easy it is to automatically create records and record contents. You can use a similar report to create the initial set of personnel files in a simple way.

2-5 Find your newly created file in the organizer.

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Projects with SAP Records Management
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Projects with SAP Records Management:
Unit Objectives
After completing this unit, the participant will be able to

List the necessary project requirements

Discuss the relevant initial questions for a project in Records Management

List the required project steps in a general way

Describe possible system landscapes

Identify the integration options for SAP Records Management

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(C) SAP AG BIT640 14-2

Projects in Records Management
SAP Records Management enables solutions that are tailored to your requirements

SAP Records Management is based on an open infrastructure that allows additional functions/elements to be integrated as well as implemented

SAP Records Management provides standard building blocks for your projects

SAP Records Management does not require complex system Customizing

Additional functions can be implemented

Applications on non-SAP systems can be integrated

Customer-specific workflows can be used
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Due to the different process requirements, we decided against creating and delivering a standard product with highly complex Customizing.

Instead, SAP Records Management is based on an open framework

the “Service Provider Framework” with which you can make changes to the standard without modifications.

You can use the connection to the Business Workflow Engine to call up standard and customized workflows from files.

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Project Know-How
For projects with SAP Records Management, you should have a basic knowledge of the following areas

Records Management and Case Management

Service Provider Framework

Business Workflow / WebFlow

ArchiveLink and Knowledge Provider (KPro)

To implement enhancements, you need to have know-how in

ABAP and ABAP objects
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Initial Questions in a Project (1/2)

Is the project focus on records/operations?

Which types of records/operations will there be? How do you want to use the records?

Which attributes will the record have?

Content model (set of attributes in the record or document) or attribute set for operations

Which attribute links the record with the application?

Content model

What is the record supposed to contain?

Record model for record or operation record

What documents will be used in the record?

Record model

How is the record content to be structured?

Record model

SAP AG 2003
Departments define requirements that will be included in records management (example: every month, the pay slip is to be integrated in the personnel record). Hence, the requirements for electronic records have to be collected first.

The important thing here is that a complete final picture of how the record is to look is created in the design phase. This means that all people that are to work with the records must be involved in the project.

Avoid concentrating on special cases during the design phase.

Based on the complete picture, the implementation can then be carried out in stages.

Prototypes have proven very valuable for quickly achieving a good project result. Prototypes also help convince end users and include then in the project in a sensible manner.

Important questions are:

Is the record contents located in non-SAP systems or remote systems that thus have to be integrated?How many/which business objects are to be managed in the records
How many Office documents

Are you going to work with ArchiveLink documentsWhat other objects have to be managed
Does the record content have to be versioned?
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Initial Questions in a Project (2/2)
Who is able to access records and record contents?

Role-based views

How do you want to store the records and documents that are created?

Archive systems, SAP Content Server, (system database)
Do you want to control business processes from the file? And, if so, which business processes do you want to control?
Workflow integration (floating files and standard workflows)

Can these processes be optimized?
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The following has to be clarified for documents

Where are the documents stored (SAP Content Server, file system, external storage system,…)How long will they be required

What are the legal requirements for the documentsIn which format are they stored
You also have to pay attention to the question of access rights. Structures often determine authorizations as well.

For example, processes can be optimized by using workflow and document management (like ArchiveLink).
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Simplified Depiction of the Steps of an SAP Records Management Project
Mandatory step

Optional step

Process
management
Define Process
record
Implemen- content: optimization
Stored by means of
Creating tation documents, workflow,
of the business circular
content enhance- objects, letters,
models: ments trans- …
Attributes of actions,
records,
desktop
documents,
documents,


Configuring
Records
Creating Management

record
models Authoriza-
(defining the
tions,
structure
Role-based
of records)
views,

rules for
automatic
number
assignment,
key word
catalog

SAP AG 2003
The slide shows the required steps for implementing a record solution.

The steps represent a simplified sequence, in a real project the steps are executed iteratively. Prototypes with partial functionality are useful.

Definition of attributes for records and documents

A set of attributes is stored for every record and every document. These attributes define the data that is required. For example,
a personnel record has to use a personnel number.

Implementation of project enhancements

The connection of non-SAP systems could be a project enhancement, for example. However, existing functions can also be enhanced.

Definition and configuration of record contents Documents and applications make up the expected content

Definition of record models

In your record models, you specify the structure of the record and grant authorizations for file contents.

In order to be able to optimize business processes in the context of SAP Records Management, you must first analyze the business processes in the desired environment before the start of the project. Afterwards, the integration of standard workflows and ad hoc workflows by means of floating files can help you optimize your processes.

(C) SAP AG BIT640 14-7

Use of SAP Records Management

In general, two approaches for using record management have developed

Electronic files as the starting point for daily work (operational view)

Electronic files as an option for making the work with operations traceable
(administrative view)

In projects, you have to clarify which approach applies or whether there are mixed requirements

To fill records automatically, you have to implement the appropriate process automation steps in the project

SAP AG 2003
Operational view:

The file is the starting point for everyday work

Application transactions, reports, … are triggered from the record.

The record content is maintained manually. That means, for example, that documents are explicitlyaccepted into the file.

Administrative view

You keep using your application as before. There are no changes to the processesin the enterprise.

In the context of an operation, the system documents all relevant steps in the electronic record.

The record and the record content are created externally, for example using BAPIs.The user does not fill the record manually.

(C) SAP AG BIT640 14-8

System Environment:
Records and Document Storage

SAP Web AS 6.20 as the central server for records and document management
SAP R/3
SAP Web AS 6.20 Content
Release 4.6C server

SAP Records

Management as an integral part of your SAP system, for example, SAP R/3 Enterprise 4.7

SAP R/3 Content
Enterprise 4.7 server

SAP AG 2003
You can run SAP Records Management on SAP Web AS 6.20 without losing the integration functionality.

Business objects can be integrated using RFC. So you are not forced to migrate to SAP R/3 Enterprise to use records management.
(C) SAP AG BIT640 14-9

Technical Environment of SAP Records
Management

Presentation
• SAP GUI for Windows mySAP •• HRFI
• Browser
• CRM
• Public Sector …
ArchiveLink and
Knowledge Provider

External SAP Content Web
Storage system Server Legacy

SAP AG 2003
Documents are usually stored on a SAP Content Server or a 3rd party Content Server.

The ArchiveLink or Content Management Service interfaces handle the communication between the external storage system (third party provider and the SAP Content Server) and the SAP system.

Electronic records do not only consist of documents but also information from the applications.

SAP Records Management is based on an open infrastructure for enhancements. All integration options of SAP Web Application Servers or SAP NetWeaver can be used to connect external systems such as legacy systems.

Electronic files can refer to Web contents.

For all users who are not occasional users of SAP Records Management, SAP currently recommends the SAP GUI for Windows as the interface.

A browser-based UI is already available for certain purposes (example: an employee has a look at his own personnel record).
(C) SAP AG BIT640 14-10

Projects with SAP Records Management:
Unit Summary
You are now able to

List the necessary project requirements

Discuss the relevant initial questions for a project in Records Management

List the required project steps in a general way

Describe possible system landscapes

Identify the integration options for SAP Records Management
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(C) SAP AG BIT640 14-11

Appendix 1

The Service Provider Framework
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(C) SAP AG BIT640 15-1

The Service Provider Framework:
Unit Objectives
After completing this unit, the participant will be able to

Describe the service provider architecture

Describe the structure of the service provider framework and know how to use it

This chapter is designed for technically-oriented project members with knowledge of ABAP objects.

SAP AG 2003
The online documentation provides a programming guide for service providers.
(C) SAP AG BIT640 15-2

Why Use a Framework? — Initial Situation
Records Management integrates different information from different sources

Records Management should not be restricted to a predefined number of information objects

SAP does not know which objects a customer or an application wished to integrate into Records Management

Business objects from SAP and Non-SAP systems

Processes

?
Material

Contact

Invoice
HR master record

Desktop documents and templates
Web content

etc….
SAP AG 2003
Questions that have to be clarified: Where does the data come from?
How is it supposed to be formatted?

Which operations can be carried out on objects?

(C) SAP AG BIT640 15-3

Application Programming and Application Modeling

Application programming

Object

Object

Object
Object Object

Application modeling
Object Object Object Object Object

Framework
SAP AG 2003
When new applications are developed, objects are often put directly into relationships by programming.

A framework approach has been chosen for Records Management: Objects communicate via an arbitrating instance (the framework). To enable this, objects are lagged in such a way that they correspond to the specified interfaces (in the sense of object orientation).

The openness for integrating new objects that is thus achieved means high protection of investment. In customer projects you can make enhancements to this architecture anytime. SAP can react to new trends in the form of new object anytime.

(C) SAP AG BIT640 15-4

Why Use a Framework? — The Solution
Every InfoObject type can be viewed as a service provider (SP)
… By

Using standard interfaces to describe properties and responses

Class roles

Publishing properties and responses

SRM Registry

Creating an abstract reference to every information object

Element

SAP AG 2003
The service provider framework

Provides general access to the objects of the different service providersInstantiates and manages elements at runtime

Handles the communication between service providers (client framework)Offers services
Technically, a service provider is defined by: A number of ABAP OO classes
A number of SP POID parameter definitions

A number of SP connection parameter definitionsA number of SP context parameter definitions
The SP uses SP POID parameters to uniquely identify an own data object. Connection parameters can refine this identification further.
The unique identification number of an invoice is the invoice number; this can be a POID parameter. An invoice can be stored in 1-n SAP systems that are addressed via an RFC destination. The RFC destination can be a connection parameter.
(C) SAP AG BIT640 15-5

Service Provider: Components

AREA POID directory
Parameter (definition)
Service provider types Class roles Interfaces
Instance of Classes

POID parameter (definition)
Service provider Context parameters (definition)

Instance of Connection parameter (definition)

Connection parameter (values) Element type
Parameter (values)

Instance of

POID parameter (values)
Element
Context parameter (values)

SAP AG 2003
The graphic shows the components of the service provider framework architecture and their relationships.

(C) SAP AG BIT640 15-6

Class Roles

Class roles describe the properties and the behavior that service providers can offer
Technical implementation:

Object, stored in the SRM registry

The definition of a class role consists of the basis class and a set of mandatory and optional interfaces

A service provider fulfills a class role by inheriting the basic class and implementing all mandatory interfaces at least
SAP AG 2003
A class role is an object oriented interface definition for classes that serve a certain purpose (‘role’).

Technically, a class role is defined as a number of interfaces. Interfaces are either optional or mandatory.

A class can implement any number of class roles

A class role must be completely implemented by the class of the service provider (no distribution of interfaces of the class roles to different classes)
(C) SAP AG BIT640 15-7

Service Provider for BOR Objects
Class roles identified by the interfaces of the classes

Implemented

classes
SAP AG 2003
If you want to implement a service provider, this provider must fulfill the class roles specified by the framework. To do so must define classes that inherit the classes specified by the framework and implement the mandatory interfaces of the class role.

The class roles that have to be implemented in any case are (if you are working with WINGUI):

IS_SP_SYSTEM_CLASS

Function: Publishing the SP parameters

IS_SP_CONTENT_CONNECTION_CLASSFunction: Connection to the SP repository

IS_SP_VISUAL_QUERY_WINFunction: Visual search for WINGUI

IS_SP_VISUALIZATION_WIN_CLASSFunction: Displaying an object in WINGUI

The completely implemented classes must be registered in the registry of the RM framework. This is done using transaction SRMREGEDIT in area S_AREA_RMS.

Procedure:

Create service provider (type SRM_GENERAL)

On the Properties tab page choose the icon for Elements and Element types

On the Classes tab page, enter the classes you previously implemented. The system enters the class roles based on the interfaces used in the classes.

(C) SAP AG BIT640 15-8

Service Provider for Flight Data
Class roles identified by the interfaces of the classes
Classes implemented by customers

SAP AG 2003
Methods that are called at the time of registration: IF_SRM_SP_SYSTEM_PARA~Get_Attr_Sp_Poid

The interface bundles the methods for publishing the parameters of the service providers. The method provides a description of the POID parameters.
Method Get_Attr_Desc_Connection of the interface provides a description of the connection parameters. Method Get_Attr_Desc_Context provides a description of the context parameters.

Methods that are called at runtime:

IF_SRM_CONNECTION bundles the methods that regulate the lifespan of the back end object.

(C) SAP AG BIT640 15-9

Service Provider: Class Roles

A service provider is defined by the classes it implemented in the RM registry

R e g i s t r y

Definition of Class Roles

IS_SP_CONTENT_CONNECTION_CLASS

Basis class: CL_SRM_SP_CONNECTION Interfaces:

IF_SRM_CONNECTION (mandatory)

IS_SP_VISUALIZATION_WIN_CLASS

Basis class: CL_SRM_SP_CLIENT_OBJ Interfaces:

IF_SRM_SP_CLIENT_WIN (mandatory) IF_SRM_SP_ACTIVITIES (mandatory) IF_SRM_SP_AUTHORIZATION (mandatory) IF_SRM_SP_CLIENT_OUTPLACE (optional)
Definition of Service Providers

Service Provider for BOR Objects

Class roles Classes
IS_SP_CONTENT_CONNECTION_CLASS CL_SRM_SP_BOR_INSTANCE
IS_SP_SYSTEM_CLASS CL_SRM_SP_BOR_INSTANCE
IS_SP_VISUALIZATION_WIN_CLASS CL_SRM_SP_BOR_INSTANCE_CLIENT
IS_SP_VISUAL_QUERY_WIN_CLASS CL_SRM_SP_BOR_VISUAL_QUERY
IS_SP_VISUAL_VALUE_HELP_WIN CL_SRM_SP_BOR_VALUE_HELP
… …

Service Provider for Records

Class roles Classes
IS_SP_CONTENT_CONNECTION_CLASS CL_SRM_SP_RECORD
IS_SP_SYSTEM_CLASS CL_SRM_SP_RECORD
IS_SP_VISUALIZATION_WIN_CLASS CL_SRM_REC
IS_SP_VISUAL_QUERY_WIN_CLASS CL_SRM_GENERIC_SP_QUERY_VIS
IS_SP_VISUAL_VALUE_HELP_WIN CL_SRM_REC_VALUE_HELP
… …

SAP AG 2003
(C) SAP AG BIT640 15-10

Service Provider: Connection Parameters
The Repository of a Service Provider is segmented by connection parameter maintenance

Entire repository of a service provider
The subarea is created by maintaining the values in the connection parameters

SAP AG 2003
Example of subareas:

For the service provider of workflows, for example, the ID of the workflow definition is a possible segmentation of the repository
(C) SAP AG BIT640 15-11

Service Provider: SP POID Parameters

POID = Persistent Object ID

The POID uniquely identifies an element of a service provider

Identification of individual
Entire repository elements
Subarea is identified by entering values

in connection parameters

SAP AG 2003
In order to uniquely identify an element of a service provider, you have to specify the connection parameters AND the SP POID parameters

(C) SAP AG BIT640 15-12

Service Provider: Context Parameters

Context parameters enable different service providers to exchange any type of information
You want to display a document from a record in Japanese.

If the service provider for documents has a language context parameter, it can be set by the service provider for records

and the corresponding information is transferred.

SAP AG 2003
The framework imparts the contexts information. This is where you can see the principle of application modeling.

(C) SAP AG BIT640 15-13

POID / Connection / Context Parameters
Service Provider for BOR Objects

POID parameters:

BOR_Objekttyp

BOR_ObjektID
Connection parameters (selection):

Object type Logical system Display method Create method Edit method Delete method Subtype

Context parameters:

Anchor
Service Provider for Flight Data POID parameters:
CARRIER_ID

CONNECTION_ID
Connection parameters: None
Context parameters:

None

SAP AG 2003
(C) SAP AG BIT640 15-14

Element (1/2)
In the SP Framework, all elements of the service provider are represented by an element
The element consists of three parts:

POID area: Specifies parameters for the framework area In Records Management this is always the RMS ID.

SPS ID (element type).

SP POID: Specifies the unique identifier(s) for an element of a certain element type.
SAP AG 2003
A document is identified by the document class (connection parameter RMF POID) and the document ID (SP POID parameter).

The same document can be accessed in different RMS (POID area)

(C) SAP AG BIT640 15-15

Element (2/2)
Technically, each part of the element is represented by a table with name/value pairs

SP Documents SP URL
SPS Name Value Name Value
ID
SPS ID SRM_SPS_DOCUMENT SPS ID SRM_SPS_URL Definition by Framework
AREA Name Value Name Value Definition by AREA
POID
RMS ID S_RMS_DATA RMS ID S_RMS_DATA Definition by SP
SP Name Value Name Value
POID
DOCID 112411234093274752 URL http://www.sap.com

VERSION 0
VARIANT 0
SAP AG 2003
(C) SAP AG BIT640 15-16

Model and Instance POIDs
Model POID

SP POID is initial

Only represents a reference to the element type, not an element

Only those methods are possible that do not have to have an instance: CREATE, QUERY, …

Instance POID

SP POID is set

Refers to an element in the SP

Only instance methods are possible: DISPLAY, MODIFY, DELETE, …
SAP AG 2003
(C) SAP AG BIT640 15-17

Questions Before You Develop a Service Provider
What data is to be displayed?

How is this to be addressed clearly?

Is there already a function that finds data in the system?

Is there already a function that displays the data?

Is there already functionality? Does the functionality have to be lagged so that the RMS can call it up?

SAP AG 2003
The question about identifying the data refers to POID ID and connection parameters.

It is often the case that search and display functions for objects exist already, which then just have to be integrated into the framework. If they do not exist yet, they are written externally or in the context of implementing the interface in the framework.
(C) SAP AG BIT640 15-18

Service Provider: Architecture
Client framework
Back end framework

SP client

SP back end
SP

Repository
Service providers consist of:

SP client(s)

SP back end

SP Repository

SP Client

Presentation layer

User interaction

SP back end

Encapsulates the data for the SP

client

Accesses the SP repository

SP repository

Persistent data storage

Generally not part of Records

Management

Examples: R/3 application data, KPro,
external applications

SAP AG 2003
(C) SAP AG BIT640 15-19

Service Provider Client Classes

Class role IS_SP_VISUALIZATION_WIN_CLASS
• is used to visualize activities in SAPGUI
Interfaces Basis classes
IF_SRM_SP_ACTIVITIES CL_SRM_SP_CLIENT_OBJ
IF_SRM_SP_CLIENT_WIN
IF_SRM_SP_AUTHORIZATION CL_SRM_<…>_VISUAL_WIN
optional IF_SRM_SP_CLIENT_OUTPLACE
Class role IS_SP_VISUAL_QUERY_WIN_CLASS
• is used to visualize activities in SAPGUI Basis classes
CL_SRM_SP_CLIENT_OBJ
Interface
IF_SRM_SP_VISUAL_QUERY_WIN CL_SRM_<…>_VISUAL_QUERY_WIN
= must be implemented by the service provider
SAP AG 2003
(C) SAP AG BIT640 15-20

Service Provider Back-End Classes

Class role IS_SP_CONTENT_CONNECTION_CLASS

• Class role for the connection to the repository

Basis classes

Interfaces CL_SRM_SP_CONNECTION
optional IF_SRM_CONNECTION_NEW

IF_SRM_CONNECTION CL_SRM_SP_<…>_CONNECTION

Class role IS_SP_SYSTEM_CLASS

• Class role for publishing SP POID connection and

context parameter declarations Basis classes
CL_SRM
Interface
IF_SRM_SP_SYSTEM_PARA CL_SRM_SP_<…>_SYSTEM

= must be implemented by the service provider (naming proposal)

SAP AG 2003
(C) SAP AG BIT640 15-21

Service Provider Framework: Conclusion

Registry
Services
SP application Class-role resolution Class roles Interface resolution Interfaces / Basis classes
AREA
Record Case SP CASE CL_SRM_SP_CLIENT_OBJ
Document SAPGUI Visualization IF_SRM_SP_ACTIVITIES
BOR Workflow Content Connection IF_SRM_SP_AUTHORIZATION

Note System Parameter Publication IF_SRM_SP_CLIENT_SAPGUI

URL SP … IF_SRM_SP_MENUE

SP Framework Client Services UI Service Protocol Property
Service Service
SP Framework Foundation Object Generic Key Key Relation
Service
Factory Service
(POID)

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(C) SAP AG BIT640 15-22

Overview of RCM with SAP NetWeaver 04
SAP AG 2003
(C) SAP AG BIT640 15-23

Appendix 1: Unit Summary
You are now able to

Describe the service provider architecture

Describe the structure of the service provider framework and know how to use it
SAP AG 2003
(C) SAP AG BIT640 15-24

Appendix 2:
Document Management Infrastructure

SAP AG 2003
(C) SAP AG BIT640 16-1

Document Management Infrastructure: Unit
Objectives
After completing this unit, the participant will be able to

Identify the various components of the document infrastructure

List the basic characteristics of the interface and the different scenarios for ArchiveLink

Describe the functions of the new retrieval tool Document Finder

Identify the essential concepts of the Knowledge Provider

Discuss the SAP product range in the document management area
SAP AG 2003
(C) SAP AG BIT640 16-2

Infrastructure for Document Management

SAP NetWeaverTM

Knowledge Provider

General services implemented in ABAP for storing and managing attributed and

versioned documents

ArchiveLink
Inbound document processing

Storing outbound documents

Print lists Document Viewer

Document Finder

Content Management

Services by CM implemented in Java for research, storage and classification

of documents
Content Management Service / ArchiveLink Interface
SAP SAP

Content Cache
Server
Server
A
V
JA

Index Server /

TREX

SAP AG 2003
SAP Records Management uses the tried and tested document infrastructure of SAP NetWeaverTM.

ArchiveLink or the SAP HTTP content management service offers a standard interface to external archive systems (optical archives).

ArchiveLink controls inbound documents including scanning and integrates outbound documents (print, fax, e-mail, …).

Document Viewer enables the display of different document formats such as TIFF, PDF, JPG, … offers annotations et cetera.

Document Finder facilitates an efficient search for documents across several folders.

Index Server TREX offers full text search.

Knowledge Provider (KPro) takes care of versioning, assigning attributes, …

You make the settings for the Knowledge Provider in the Document Modeling Workbench.

SAP Content Server can be used as an economical alternative to a storage system.

SAP Cache Server minimizes the network load in case of distributed locations. Cache Server can also cache external archive systems.

Interactive forms eliminate the boarders between document processing and process handling by avoiding an integration gap.

(C) SAP AG BIT640 16-3

SAP Content Server 6.30
At the moment SAP Content

Server is only available for

Windows operating systems

Bis. documents are physically stored on an SAP DB

SAP Web Application Server communicates with SAP Content Server via HTTP

SAP Content Server 6.30 supports Unix as the operating system
SAP AG 2003
More information can be found in note 622509 (availability, platforms)
(C) SAP AG BIT640 16-4

Complementary Software Products: Certification
For information on certified partner products, see www.sap.com/icc

Software category:

Archiving, Imaging Software

Interface: BC-AL

Software category:

HTTP Content Server

Interface: BC-HCS
Software category:

Computer Aided Design

Interface: PP-CAD
SAP AG 2003
SAP’s CSP program offers certification for a large number of integration scenarios. This includes the connection of the external archive systems (ArchiveLink or HTTP content server interface), the connection of CAD systems or the certification of a repository manager to the knowledge management in the portal.

For more information on the content of certification, scenarios and certified partner products, see www.sap.com/icc.

(C) SAP AG BIT640 16-5

ArchiveLink
Linkage

ArchiveLink
Material Print lists

Customer

Business objects contacts Incoming documents

Originals, stored documents

Invoice/quality notification

Outgoing documents

Employee

Integration of business objects and business documents

SAP AG 2003
ArchiveLink is a service of an SAP system that connects external storage systems (optical archives and document management systems). It is a general cross-application interface, which makes the storage functionality available to SAP applications. ArchiveLink is technically based on the RFC interface, OLE automation, BAPIS and from 4.6 also on the HTTP protocol.

The following functions are supported:

Storing and displaying scanned documents

Storing documents and entering the corresponding business objects using the SAP business workflowStoring, displaying outbound documents
Storing, displaying and searching in print lists

The business object and the stored documents are linked through link records in ArchiveLink tables. To do this, a unique document ID (DocID) is exchanged between the SAP system and the storage system. If the HTTP log is used, then the SAP system can generate a GUID and the unique ID.

ArchiveLink takes care of the entire communication with the storage system. There is no need for user-defined programming.

(C) SAP AG BIT640 16-6

Overview of ArchiveLink Scenarios
Storing incoming documents

Storage using the business workflow

OutgoingStorage using the barcodedocuments

Print lists

Incoming documents

Stored manually (ad hoc)

Storing outgoing documents

SAPscript, Smart Forms, Print Workbench

Storing print lists

Reporting in the SAP DB

Working with non-SAP documents

Document Finder

(additional interface to an external content server)

Non-SAP documents
SAP AG 2003
(C) SAP AG BIT640 16-7

Inbound Processing with Business Workflow
Incoming document

Invoice entry Invoice release

Mail

Scanner

Fax

Document

Release for clearing

External storage system

SAP AG 2003
This graphic depicts a typical incoming document process with ArchiveLink and business workflow.
(C) SAP AG BIT640 16-8

Central Document Search: Document Finder
Invoices in
system A
Head office
Sales order in
system B
Document Query
options
SAP DMS
External storage
SAP AG 2003 system
(C) SAP AG BIT640 16-9

Document Search with Document Finder
Document Finder

Generic search client

Combines full text and attribute search

Enhanced attribute search using new document areas

Can be enhanced using the implementation of a new document area
Search for documents in SAP and non-SAP system

Search in external archive systems using a new RFC retrieval interface

Standard document areas for

Document Management Systems

ArchiveLink documents and print lists
SAP AG 2003
The ArchiveLink search functions are based significantly on business objects.

The processor displays an object, for example, an invoice and can then display the linked documents for that.

Sometimes, however, you want to search for documents directly. This is made possible by a new tool for 6.20, the Document Finder.

Documents are categorized by document areas. The document area specifies: The index structure in the SAP system the search is to occur
What attributes are to be used to search these index structures

Whether the search is carried out locally or via an RFC destinationHow the hit list is to be visualized (hit list or tree)
What actions are possible on the respective hits

The Document Finder client interface offers a full text search, if this function is supported by the document area.

The search in external storage systems must be supported by the provider. This interface is currently not part of the ArchiveLink certification yet.
(C) SAP AG BIT640 16-10

Knowledge Provider:
The Concept of Logical and Physical Documents

Logical documents are:

Representations of the characteristic role of a document

Abstractions depend on, for example, the following criteria:

‹ Medium and format (sound file, photo, HTML text, …)

‹ Language (original language or translation)

‹ Content version (preliminary version, final version)

Logical documents comprise 1-n physical documents
Administration level

Logical 1 * Physical
document document
SAP AG 2003
A logical InfoObject represents a logical bracket around an object in all its instances, that is, it describes the abstract aspect of a document.

A logical document could be, for example, the Declaration of Independence of the United States.

(C) SAP AG BIT640 16-11

Physical Documents
Physical documents:

Represent the physical documents

Correspond to exactly one logical document

Belong to the same logical document; can differ in language, format and content

Represent the corresponding logical document in a special context

Contain one or more components

A component corresponds to a file on the content level
Administration level Content
1 * 1 * 1 1
Logical Physical Component File
document document

SAP AG 2003
Physical object means the concrete document. The Declaration of Independence is available in numerous translations and in spoken form as a sound object. Every translation and the sound file are each individual physical objects.

The application determines which physical document is appropriate for a given context; a context resolution takes place.
(C) SAP AG BIT640 16-12

Information Objects
All objects have the following things in common:

GUIDs (globally unique identifiers) – technical keysAttributes

‹ Standard attributes, such as Created by, Last changed

by, Document format, Expiration time, Storage type, …

‹ Application-specific attributes Document classes

Classes for relationships
SAP AG 2003
In the Document Modeling Workbench, logical and physical InfoObjects are classified using their characteristics in order to facilitate processing.

You can use content models to fulfill an application’s requirements regarding the attribution of documents, versioning and the relationships between documents.

Attributes describe the characteristics of instances of logical and physical objects. There are standard attributes that are always available and application-specific attributes in which the application can store additional information.

Information objects of the same type are summarized in classes.

The info classes provide information on the characteristics of an InfoObject. The IO class of a logical object is called LOIO class: the IO class of a physical object is called PHIO class.

Dependencies between documents are depicted using relationships.

A relationship links two documents according to certain criteria. Depending on these, the types of relationships, the relationship classes, are distinguished.
(C) SAP AG BIT640 16-13

Knowledge Provider: Relationships
Relationships map dependencies between documents

There are predefined relationship classes Examples for types of relationships

Collection relationship

Template relationship

Description relationship

Structure relationship

Hyperlink relationship

Version relationship

Relationships can be application-specific

The result is a net of documents and their relationships

SAP AG 2003
Examples for relationships are:

A link from a physical document to its logical documentA link from a translation to the original

A link from a revises document to the originalA link from a format version to the original
Collection relationship

A physical document belongs to precisely one logical document.

Template relationship

Only between physical documents: One can be the template for another

Description relationship

An InfoObject is a description of another object (possible, for example, for a graphic object)

Hyperlink relationship

Shows a hyperlink to a logical document if the context resolution is set. At runtime, a physical object is retrieved that suits the context of the call.

Structure relationship

Models a hierarchical relationship between the contents of documents. (for example relationships between chapters and sections in a book)
(C) SAP AG BIT640 16-14

Versioning

Relationships between two documents

Types of versioning

Format versions

Language versions

Content versions

… others?

Principles of strict versioning

The content of a physical document cannot be overwritten

Whenever the content is changed, a new document is created with a separate document ID

Documents that are no longer required are deleted

SAP AG 2003
Format versions save a document in a new format

Content versions mean the content of documents is updated

The advantages of strict versioning are

New versions cannot be overwritten by older ones

There are no synchronization problems during buffering

(C) SAP AG BIT640 16-15

Four Product Groups / SAP NetWeaverTM
Knowledgel Managementt

• Central access • Full text search • Classification

Knowledgelee Managementat
Contenttt Managementet
Collaborationllrati
SAP Records SAP Knowledge mySAP Product
Management Warehouse Lifecycle Management
Personnel records Documentation Research and develop-
Customer records Training ment, production
Project records Translation Engineering
… Quality handbooks Logistics
Records Management SAP Knowledge Document Management
Case Management Warehouse App Server System
Knowledge Workbench cFolders
ArchiveLink
Web documents
Business Workflow,

Floating File, … Easy DMS

SAP AG 2003
The SAP product range in the document management area can be divided into four product families/ subject areas. Three of the product groups are developed in the context of the SAP NetWeaver technology.

Knowledge Management focuses on the central access to all document repositories, full text searches and classification. The range is complemented by tools for collaborative scenarios.

SAP Records Management maps digital documents, digital records and digital operations. You use ArchiveLink and Business Workflow in the context of Records Management.

The SAP Knowledge Warehouse is a specialist for training materials and documentation and contains tools to support the translation process.

Especially for the area of mySAP PLM (but also relevant for other areas), SAP offers the Document Management System with Web interfaces (WebDocuments), integration in MS Office (Easy DMS) and cFolders for collaborative development.

The individual products are integrated or can be integrated with one another to a certain degree.

In course BIT614 (WDE614) SAP also offer a detailed overview of the SAP document infrastructure in the document management area.
(C) SAP AG BIT640 16-16

Document Management Infrastructure: Unit
Summary
You are now able to

Identify the various components of the document infrastructure

List the various characteristics of the interface and different scenarios for ArchiveLink

Describe the functions of the new retrieval tool Document Finder

Identify the essential concepts behind the Knowledge Provider

Discuss the SAP product range in the document management area

SAP AG 2003
(C) SAP AG BIT640 16-17

Appendix 3: Additional Information
SAP AG 2003
(C) SAP AG BIT640 17-1

Courses in the Records Management Environment
SAP Business Workflow

BIT600 Terminology, Dealing with Workflow Patters,

Reporting, Workplace

BIT601 Business Workflow — Customized Implementationof Workflows

BIT610 Workflow – Programming

Document Management

BIT614Documents at SAP – An Overview

BIT615Document Management with SAP ArchiveLink

SAP Records Management

BIT640 SAP Records Management in Detail

SAP AG 2003
(C) SAP AG BIT640 17-2

Links to Additional Sources of Information
News, presentations, brochures …

Service Marketplace a.k.a. /records managementhttp://service.sap.com/recordsmanagement

E-learning material (learning maps) in the context of ramp-up knowledge transfer

Service Marketplace a.k.a. /rkt-netweaver -> NetWeaver 04 Special Topics -> Records & Case Management

Records Management Documentation and Implementation Guides http://help.sap.com
also available on the Service Marketplace

Additional references

http://service.sap.com/workflowhttp://service.sap.com/archivelink
http://service.sap.com/contentserver
SAP AG 2003
(C) SAP AG BIT640 17-3

Ramp-Up Knowledge Transfer, June 2004

Now available!
a.k.a.: /RKT-NETWEAVER > NetWeaver 04 Special Topics > Records & Case Management

SAP AG 2003
(C) SAP AG BIT640 17-4

Гайд Osiris: New Dawn. Основы выживания

В Osiris: New Dawn, выживание имеет очень важное значение, даже если вы решили посвятить себя исследованиям и прочему. Итак, в новом гайде вы узнаете, как выжить на незнакомой планете Протеус 2.

Основы и защита
Proteus 2 -это пустынная планета, на которой есть множество видов пришельцев и ресурсов. Если вы новичок, вы должны освоиться с управлением, которое завязано на WASD, и привыкнуть к окружающей среде. Начинаете вы с запасом изоленты, которая поможет вам залатать ваш костюм после аварийной посадки. Это спасет вашу жизнь от внешней температуры и давления, которые показаны на индикаторах с левой стороны. Если этого не сделать, наступит мгновенная смерть.

Следующая вещь, которую вы должны сделать, это построить Надувной купол рядом к точке возрождения. Делается это для того, чтобы сохранить ваш прогресс и пополнить запасы кислорода. Кроме того, соберите весь набор для выживания и коробку с патронами, чтобы начать свое исследование планеты. Продукты питания и воду можно найти в комплекте выживания.

Коробка с боезапасом поможет пополнить магазин вашей штурмовой винтовки, в то время как у пистолета бесконечный боезапас. Во время исследования вы столкнетесь с дикой природой и различными видами инопланетян, которые могут быть враждебными или нет. Лучше всего использовать пистолет, а винтовку держать для аварийной ситуации.

Гайд Osiris: New Dawn. Как построить базовое поселение

Первый шаг в постройке успешной колонии — это сбор необходимых ресурсов, которые можно обработать в полезные предметы. После чего, вы должны выполнить следующее:

Строительство стен
После того, как у вас есть все ингредиенты/ресурсы, постройте все основные структуры и стены. Теперь сосредоточьтесь на шлюзовой камере и оксигенаторах для стабилизации среды обитания. Для того, чтобы завершить среду обитания и сделать его пригодной для жизни, вокруг неё вы должны создать девять стен. Это стены трех типов:

— Нормальная стена: основная стена
— Оконная стена: основная стена + стекло
— Соединитель/переходник: позволяет создавать вход, выход или подключить среду обитания к другим модулям

Расширение
В целях расширения поселения, вы должны построить соединитель, который соединяет воздушный шлюз или коридор. Если у вас уже есть построенная стена, используйте мульти-инструмент, чтобы уничтожить её и восстановить соединитель. Помните, что разрушение стены не даст вам ресурсов. Подключите переходник к прихожей за счет строительства стен.

Полезные советы для начинающих игроков в Osiris: New Dawn

  1. Есть 4 наиболее важные вещи, которые вам стоит построить в первую очередь, если вы не хотите, чтобы ваш персонаж откинул ласты в ближайшие дни: Надувной купол (Inflatable dome), Хранилище (Depositary), Верстак (Forge) и Жилой модуль (Habitat).
  2. После создания верстака убедитесь, что у вас есть Лопаты (Shovels), так как они пригодятся вам в будущем.
  3. При встрече с инопланетной формой жизни старайтесь использовать стимуляторы, чтобы сохранить выносливость. Если вы погибните в сражении, то появитесь в безопасном месте (Надувной купол). Советуем вам тут же отправиться к месту своей гибели, чтобы подобрать выпавшие из инвентаря предметы.
  4. На имеющейся у вас карте отмечены координаты всех месторождений редких металлов и гейзеров. К тому же на ней указаны входы в пещеры и расположение различных ресурсов, например, каучука и ягод.
  5. Используйте бочки (Barrels), чтобы собирать газ из гейзеров. Это один из наиболее важных ресурсов для новичков.
  6. Зайдите в игровое меню и найдите кнопку, расположенную чуть выше аватара. С помощью нее можно основать колонию. После вы сможете рассылать приглашения друзьям или другим игрокам с предложением присоединиться к вашей группе для совместного развития базы.
  7. Если вы хотите бегать быстрее, то вам стоит выпустить из рук все инструменты и оружие. Чтобы мгновенно взять в руки или убрать обратно в инвентарь те или иные приспособления нужно нажать на клавишу «E».
  8. Надоело копаться в шахтах? Используйте Дроида (Droid) для добычи полезных ископаемых. Он будет самостоятельно складывать все добытые ресурсы в Хранилище.
  9. Удерживайте Shift и кликните левой кнопкой мыши по предмету, чтобы перенести целый стак с одного инвентаря в другой. Для переноса одной вещи достаточно кликнуть по нему один раз и передвинуть в нужный слот.
  10. Удерживайте Shift и кликните по предмету правой кнопкой мыши, чтобы выкинуть его из инвентаря. Для перемещения одной вещи в стаке нужно кликнуть по ней один раз ПКМ.
  11. Не стоит считать, что вы стали спецом по выживанию, побродив по планете в дневное время суток. Дождитесь ночи, ведь именно в этот период времени из своих нор выползают ужасные существа, которые попытаются съесть вас живьем. Используйте свой фонарик (flashlight), чтобы не попасть на обеденный стол инопланетного монстра.
  12. С помощью мульти-тула можно переименовать своего робота. Добавим также, что этот инструмент имеет массу полезных функций. К примеру, он способен чинить технику, измельчать твердые материалы и уничтожать маленьких пришельцев.
  13. Помимо небольших инопланетных зверьков вы повстречаете довольно опасных и умных существ, которые не станут атаковать вас, пока вы будете находиться рядом с другими игроками. Однако как только вы останетесь одни, они тут же попытаются вас растерзать.
  14. Наблюдаются просадки FPS? Тогда советуем вам снизить детализацию местности (terrain details). Все же разработчики постарались на славу и «выкатили» довольно красивую игру, однако системные требования у нее оказались довольно высокими.
  15. После создания предмета на столе для крафта убедитесь в том, что вы забрали его из инвентаря верстака.
  16. Чтобы починить скафандр в самом начале игры необходимо взять изоленту (нажмите на клавишу «3») и использовать ее на скафандре (левая кнопка мышки).
  17. Для использования ракетного ранца (джетпака) нужно зажать «пробел».

Надеемся, эти советы помогут вам пережить первую ночь в игре Osiris: New Dawn и встретить расцвет в целости и сохранности.

Список всех заданий с переводом

  • Use Patch Tape to fix suit breach — Почините свой скафандр с помощью Изолетны.
  • Press [v] to toggle camera perspective — Нажмите «V» чтобы сменить камеру.
  • Find survival kit — Найдите набор для выживания.
  • Find ammo box — Найдите комплект амуниции.
  • Find Inflatable Dome Kit — Найдите надувной купол.
  • Build Inflatable Dome — Разместите надувной купол.
  • Save inside Inflatable Dome — Сохранитесь в куполе.
  • Search for minerals to build Forge — Найдите и соберите ресурсы для постройки Горна.
  • Build Forge — Постройте Горн.
  • Search for minerals to build Habitat — Найдите и соберите ресурсы для постройки Жилого модуля.
  • Build Habitat — Постройте Жилой модуль.
  • Inspect missing habitat panel with Multi-Tool — Обследуйте одну из отсутствующих стен Жилого модуля с помощью Мультиинструмента.
  • Search for minerals to build and complete Habitat structure — Найдите и соберите ресурсы для завершения постройки стен Жилого модуля.
  • Search for minerals to build Airlock — Найдите и соберите ресурсы для постройки Шлюза.
  • Build Airlock on Habitat coupler — Постройте Шлюз на входе в Жилой модуль.
  • Build Chemistry Table in Habitat — Постройте Лабораторный стол в Жилом модуле.
  • Build Fabricator in Habitat — Постройте Сборочный стол в Жилом модуле.
  • Build Oxygenator in Habitat — Постройте Генератор кислорода в Жилом модуле.
  • Build Bed in Habitat — Постройте Кровать в Жилом модуле.
  • Save your progress at Bed — Сохранитесь в Жилом модуле с помощью Кровати.

Краткий справочник построек

Постройки в Osiris делятся на три типа:

  • Вспомогательные строения (их можно размещать только снаружи)
  • Здания
  • Объекты интерьера (их, соответственно, можно размещать только внутри зданий)
Вспомогательные строения

  • Beacon (Маяк)
    С помощью маяка можно отслеживать интересные места на карте. Для получения направления к определенному маяку используется Радар (Map).
  • Depository (Хранилище)
    Хранилище — это уличный контейнер, куда игрок или дроид могут складывать содержимое своего инвентаря.
  • Flag (Флаг)
    Флаг используется в качестве декораций для вашей колонии.
  • Forge (Горн)
    Основное производственное сооружение, построить которое следует одним из первых. В горне можно изготовить некоторые полезные инструменты и материалы, необходимые для дальнейшего развития.
  • Large Gas Tank и Small Gas Tank (Большая и малая газовые цистерны)
    Цистерны используются для хранения газов и заправки кораблей. К сожалению на данный момент они недоступны для постройки.
  • Large Satellite (Большая спутниковая антенна)
    Предназначена для улучшения функционала Радара. Запланированы несколько вариантов конфигурации, в зависимости от которой можно будет отслеживать животных, ресурсы и даже других игроков. На данный момент не работает!
  • Large Solar Panel (Большая солнечная панель)
    Является источником энергии для построек на базе, также может использоваться для подзарядки техники и починки дроидов. На данный момент не работает!
  • Marker (Маркер)
    Небольшой декоративный флажок, которым можно отмечать исследование в мире места.

Здания
  • Inflatable Dome (Надувной купол)
    Данную постройку можно использовать в качестве переносного дома. В ней вы можете сохранить свой прогресс, поправить здоровье и пополнить запас кислорода. Надувной купол доступен среди начального снаряжения любого колониста.
  • Airlock (Атмосферный шлюз)
    Герметизируемое сооружение, позволяющее сообщение между зонами с разным давлением, разным газовым составом атмосферы по обе стороны устройства. Используется в качестве входа на вашу базу. Без использования шлюза ваша база не будет считаться герметичной!
  • Habitat (Жилой модуль)
    Многофункциональный отсек, в котором вы можете разместить множество различного оборудования. Для стен модуля доступно несколько вариантов конфигурации: Сплошная стена, Стена с окном, Соединительный проем для пристройки расширений.
  • Barracks (Бараки)
    Модуль, в котором можно разместить различные бытовые принадлежности и устройства, например душ или места для отдыха. На данный момент не один из объектов интерьера бараков не имеет применения.
  • Bio Dome (Биосфера)
    Биосфера используется в качестве теплицы, в которой впоследствии, можно будет выращивать еду и другие ресурсы.
  • Hallway (Коридор)
    Предназначен для соединения отсеков базы между собой.
  • Laboratory (Лаборатория)
    Производственное сооружение, с помощью которого можно собирать все виды доступной техники.

Объекты интерьера
  • Bed (Кровать)
    Можно размещать в Жилом отсеке или Бараках
    При использовании восстанавливает немного здоровья и сохраняет прогресс игрока.
  • Chemistry table (Стол химика)
    Можно размещать в Жилом отсеке
    С его помощью можно синтезировать пластик, резину, а также некоторые лекарства и жидкости.
  • Climate controller (Кондиционер)
    Можно размещать в Жилищном отсеке
    Поддерживает комфортную температуру внутри базы.
  • Computer desk (Стол с компьютером)
    Можно размещать в Бараках
    Запланирован как база данных по различным аспектам игры. На данный момент не работает!
  • Couch (Диван)
    Можно размещать в Бараках
    Место развлченеия и отдыха. На данный момент не работает!
  • Crates (Ящики)
    Можно размещать в Жилом модуле
    Склад небольшого размера.
  • Fabricator (Сборочный стол)
    Можно размещать в Жилом модуле
    Используется для производства высокоуровневых материалов и компонентов.
  • Kitchen (Кухня)
    Можно размещать в Жилом модуле
    На кухне можно приготовить мясо или другие, более изощренные блюда.
  • Oxygenator (Генератор кислорода) Можно размещать в Жилом модуле
    Заполняет отсеки базы пригодным для дыхания воздухом. Установив такой у себя на базе вы сможете пополнять кислород, находясь внутри герметичных помещений.
  • Shower (Душ)
    Можно размещать в Бараках
    На данный момент не работает!
  • Storage locker (Шкаф)
    Можно размещать в Жилом модуле
    Большой склад.
  • Water reclaimer (Водосборник)
    Можно размещать в Жилом модуле
    Используя водосборник можно утолить жажду или пополнить запасы воды в переносимых в инвентаре емкостях.

Ресурсы (Описание и координаты нахождения)

В Osiris: New Dawn присутствует приличное количество разнообразных руд, доступных для добычи и используемых для создания устройств и компонентов.

Руды и залежи

Эти ресурсы добываются с помощью Зубила (Chisel) из разбросанных по планете залежей. Залежи могут быть чисты и смешанные.

Смешанные залежи бывают двух видов:

Base metals (Базовые металлы) — из данных залежей есть шанс выпадения Iron (Железа), Aluminum (Алюминия), Magnesium (Магния).

Precious metal (Драгоценные металлы) — из них может выпасть Copper (Медь), Titanium (Титан), а также имеется небольшой шанс выпадения Gold (Золота).

Список руд

 

.png]

  • Aluminum (Алюминий).png]
  • Azurnium (Азурний).png]
  • Carbon (Уголь).png]
  • Copper (Медь).png]
  • Diamond (Алмаз).png]
  • Gold (Золото).png]
  • Iron (Железо).png]
  • Lead (Свинец).png]
  • Lithium (Литий).png]
  • Magnesium (Магний).png]
  • Plutonium (Плутоний).png]
  • Titanium (Титан)

 

Список газов

Газы можно собрать из гейзеров с помощью Баллона (Barrel).

  • Chlorine (Хлор).png]
  • Flourine (Фтор).png]
  • Hydrogen (Водород).png]
  • Nitrogen (Азот).png]
  • Oxygen (Кислород) .png]

 

Другие добываемые ресурсы

Песок (Sand) можно добыть с помощью Лопаты (Shovel) практически в любом свободном месте карты.

Резина (Rubber) тоже добывается с помощью Зубила из Резиновых деревьев (Rubber Tree). Кроме того Зубилом можно добывать Ягоды (Berry) c Ягодных деревьев (Berry Tree).

Местонахождение пещеры с Литием и Алмазами



.png]

Где найти Азурний (Azurnium)?

Азурний можно найти на астероидах в космосе. Иногда Азурний может падать на поверхность планет в виде небольших астероидов.

Список кнопок управления

К сожалению сейчас в игре отсутствует возможность переназначить кнопки управления. Список назначенных кнопок вы можете увидеть при загрузке игры, а меню настроек или воспользоваться данным списком:

  • Esc — Главное меню
  • ~ — Автобег
  • E — Взять в руки/убрать из рук текущий инструмент или оружие
  • R — Перезарядка оружия
  • F — Использовать/подобрать/открыть контейнер/взаимодействовать с другими игроками
  • V — Смена камеры
  • M — Список заданий
  • Q — Отменить/пропустить текущее задание
  • Пробел — Прыжок (держите, чтобы использовать Джетпак)
  • Левый Ctrl — Присесть
  • Левый Shift — Спринт
  • L — Фонарик
  • R — Перезарядка
  • Enter — Начать ввод сообщения в чат
  • Tab — Меню персонажа/Инвентарь
  • C — Отменить последний приказ дроиду

Стандартное снаряжение

  • Multi-Tool (Мультиинструмент, Ремонтный инструмент)Назначение: Используется для починки поврежденных построек, стен, техники, дроидов, а также для постройки новых стен.
  • Chisel (Зубило, Кирка)Назначение: Используется для добычи руд, резинового дерева и плодов дерева. Также является единственным доступным оружием для ведения ближнего боя.
  • Patch Tape (Изолента)Назначение: Используется для починки проколов скафандра. Проколоть скафандр могут недружелюбные представители фауны, а также красные игольчатые растения.
  • Map (Радар, Карта)Назначение: Используется для ориентации в пространстве. Позволяет определить свои широту и долготу с помощью геолокации (широта и долгота (latitude, longitude) указаны слева и снизу от центра дисплея).
    Как показать направление до точки спавна/смерти?

    Если посмотреть на радар (ПКМ), а затем нажимать ЛКМ, вы будете переключаться между доступными ориентирами (точка спавна, точка смерти, построенные вами маяки (Beacon)). Направление к выбраному ориентиру указано в верхнем левом углу экрана в виде стрелки и расстояния до цели (подробнее смотрите в разделе гайда «Интерфейс»).

Яндекс.Метрика