Template documents must made available to the users as simple as possible. SAP-DMS allows this with following methods:
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Depending on the setting "Access type" in Template control:
"Key in document number" and "Key in document text"
It is to define if the key is within the number or the description of the template document info record and according this setting, an external or internal number type must be selected (see Key for templatesbelow).
According assignment in templates
This is the preferred type of access to the templates.
With this type, wild cards * are supported in the characteristic values.
The class holding the corresponding characteristic must be registered in SAP-DMS customizing.
The characteristic name must be entered in the Template control.
It is recommended to setup a simple status network, with only work and release status. A separate release status is required, only released template document info records are considered as valid templates.
A storage must be available for the template original files (Knowledge Provider / KPRO preferred).
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The syntax of the template key has following elements:
<Key>:<Text> or <Key>:[<Ident>]
Thereby applies:
<Key> | Der Schlüsselwert gemäss Customizing-Einstellung, also ein Merkmals-Wert, die Dokument-Art oder gebildet vom Customer-Exit. |
: | Separation of key and text (if key in description) of separation of key and identification (if key in number). |
<Text> | if the template key is stored in the description then the text following the colon (:) is the template description. |
<Ident> | If the template key is stored in the number of the template info record and multiple templates for one key must be defined, then a unique identifier after the colon (:) is necessary. |
Language
| Info |
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When searching templates for a document, only template document info records will be selected, for which a description in the users login language is available. |
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Example for key in characteristic - "According assignment in templates"
Vorlage
| Document A | Document B | Document B | Document D |
|---|---|---|---|---|
Template A
| ❎ | ❎ | ❎ | 🔲 |
Template B
| ❎ | 🔲 | 🔲 | 🔲 |
Template D
| 🔲 | ❎ | ❎ | 🔲 |
Template D
| 🔲 | 🔲 | 🔲 | 🔲 |
Template E
| ❎ | ❎ | ❎ | ❎ |
Example for key in number or description
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Access examples, if several templates grab, the user can choose one from a selection:
Document type | Identification | Template(s) | Note |
|---|---|---|---|
TSP | TSP-BH | TSP-BH: | Direct usage of template, no selection. |
TSP | TSP-AC | TSP-AC:1 and TSP-AC:2 | The user has to select one of the found templates. |
TSP | TSP-ZF | TSP: | No template for identification found, therefore the template with key = document type will be used. |
QV1 | QV1-BX | None | No valid template found and a corresponding message given to the user. |
Create template document info records
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If the access type for the templates is set so that the key is in the document number, then the document number must be according to the syntax described above.
If the template access type is set so that the key is in the document name, the key must be in the name before the text according to the syntax described above.
If the access type for the templates is set to "Common assignment in the templates", the document identifications for which a template is valid must be entered in the corresponding multi-value characteristic.
A text must always be entered (directly or after the key).
Add the template original (the Microsoft Office document) to the new document info record and store it. If the template is not stored, the file must be located in a directory that can be read by all SAP DMS users.
| Note |
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A template document info record must only have one template original. Otherwise when fetching the template an error will be displayed. |
Do not forget that the template document is only active when it is set to a status that has the release indicator set.