These functions allow checking-in, exporting, disconnecting original files as well as deleting content versions.

Check-In Originals

This function allows checking-in original files. In order to do so, the respective files must be accessible from the workstation which will execute this function.

Selection Screen

Selection Parameter

Export Originals

The program allows exporting originals files of selected document info records. Example of usage:

• After a system copy the program can be used to export template originals, which can then be restored on the test system (see Import Originals).
• Periodic extracts of Q-documents for publication on the intranet.

  	The function is protected by authorization (See also documentProAdmin, Customizing Manual).
  	Documents can be additionally filtered with customer exits. Also name changes and client specific actions are possible.

  Selection Screen
  Selection Paramter

  Parameter	Description
  Document type	Search restriction by document type
  Document	Search restriction by document number
  Part document	Search restriction by part document
  Version	Search restriction by document version
  Status	Search restriction by document status
  User	Search restriction by user
  Change No.	Search restriction by change number
  Laboratory / Office	Search restriction by laboratory / office
  Application	Only originals with this application will be exported.
  KPro storage location	For document types with storage system „KPro" only originals from storage system „KPro" will be exported.
  Vault storage location	For document types with storage system „vault" only originals with storage location „ vault" will be exported.
  Max. number of originals	Only as much originals as entered will be exported. (Option for test purpose).
  Extended Search	Starts extended search, for details see Extended Search.
  Selection list before export	Selection list of originals which will be exported will be displayed before processing. Function not available for background processing (batch mode).
  Test mode	Only selection and display of originals which shall be exported.
  Export to directory on server	If set, the originals will be written on the server. For batch processing the originals will always be written on the server.
  File name	Controls the writing pattern for file name:

• File name upper case, extension from saved original
  
• All parts upper case
  
• File name upper case, extension lower case.
  
• File name lower case, extension upper case
  
• All parts lower case.|

  Export directory	Directory on work station or server (acc. „Export to server directory) to which the originals shall be exported.
  Job-ID	Job-ID for execution of process (see Mass Operations).
  Optional log file	Writes optional log file (see Mass Operations).
  Orig.export w/o stamp	Depending on the system configurations the originals are stamped during their exportation. Set this flag to supressed the stamping.

  
  

  	Please regard, depending on the user settings, the document status may be either internal or external (see User Settings).
  	If the report is processed in the background, no selection list for further restrictions will be generated.

  File Name Format

  By default the following file format will be used: [Dokumentart][DokumentNr][Teildokument][Version][Applikation]#[DateiNr].[Extension] [document type][document number][part document][version][application]#[file no.].[extension] A customizing exit will allow other name conventions.

  Handling of Special Characters

  Special characters in a document number will automatically be replaced. The customizing offers 2 different methods which perform different replacement routines. While importing the files, the system checks the filenames for those escape characters and starts the inverted replacement function if one of those characters are found.
  	If the filename contains the escape characters for both methods, the classic method „replacement with ASCII code" will be performed. This is necessary to ensure the backward compatibility of the function with older product versions as well as with older extracts of originals.

  Classic method: Replacement with ASCII Code
  This method uses one escape character. While exporting the original file, the escape character is written first, followed by the ASCII Code of the special character in the hexadecimal format.
  Example:

  Document type	ZNG
  Part document	000
  Version	00
  Document number	A:123-H7A\1
  Application	PDF
  File No	2
  Possible file name	ZNG_A~3A123-H7A~5C1_000_00_PDF#2.pdf (~3A stands for : and ~5C for \ )

  New method: Replacement with Unicode Codes
  This method also uses an escape character. But in difference to the classic method, a closing escape character is used as well since the amount of replacement characters for each special character can vary (This is due to the definition of Unicode Codes). In the export process the escape character is written first, followed by the Unicode-Code of the special character in numerical format. Finally the closing escape character is added. The two escape characters cannot be set in the customizing, in contrast to the classic method, but are fixed characters: { and }.

  Document type	ZNG
  Part document	000
  Version	00
  Document number	A:123-H7A\1
  Application	PDF
  File No	2
  Possible file name	ZNG_A{58}123-H7A{92}1_000_00_PDF#2.pdf ({58} stands for : and {92} for \ )

  Import Originals

  This function allows importing original files from another directory. They can be added to the document info record or existing originals can be replaced.
  This way it is possible to restore template originals on the test system after a system copy from the productive system. (See also Export Originals). Another option is a periodical import of view files from a CAD system or the initial loading of originals in case of data transfer.
  Customer exits allow client specific file import. Originals can be filter or analyzed by the file name.
  The import function is implemented as ABAP report and can also run in the background (batch).

  	The function is protected by authorization (See also document ProAdmin, Customizing Manual).
  	Customer exists allow adjusting the processing of the file name. Also client specific action before selection and/or processing can be defined.

  Selection Screen
  Selection Parameter

  Parameter	Description
  Replace if existing	Original, which are found according the file number or the application in the document info record will be replaced by the imported original. All other originals will be ignored.
  Replace, show error if not existing	Same function as described above, for originals which cannot be assigned properly, an error will be recorded.
  Replace, if missing add	The original, which shall be imported will either replace the original with matching file number or application, else it will be added.
  Add new (always)	All originals will be added to the document info record, no matter which originals already exist.
  Add if missing	The originals, which shall be imported, will only be added, if no matching original is found with matching file name and application.
  Add, error when existing	Same function as described above under „Add if missing", but for already existing file numbers or application an error will be recorded.
  Check via application type (file number and name not relevant)	Originals will be replaced dependent on the application. This option is recommended for uploading of originals.
  Check via original number	Originals will be imported accordingly to their original number. This option is recommended to recover originals after a system copy.
  Storage location KPRO	Defines where originals of document info records will be stored, if the „KPro" is used as storage location system.
  Storage location vault	Defines where originals of document info records will be stored, if „vault" is used as storage location system (Flag „KPro" not set in customizing).
  Selection list before import	List of originals will be displayed before import. The option is not available when import function is running as background process (batch).
  Test mode	Only selection of originals to be imported, check and display of the list is processed.
  Import from directory on server (batch mode)	If set the originals will be read on the server (SAP-System). For background processing only reading on server.
  Import directory	Directory on workstation or server (acc. „import from server directory"), from which the originals will be imported.
  Job-ID	Job-ID authorization (see also Mass Operations).
  Option log file	Creation of optional log files (see also Mass Operations).
  Move file to … on error	In case of error during checking the original attributes or document attributes or during the check-in process, the respective originals will be moved to this directory. The file will be moved to a local directory or to a server directory, depending the above setting "Import from directory on server (batch mode)".
  Move to… if ok	Successfully imported originals, and those which have been ignored, will be moved to this directory after the check-in. The file will be moved to a local directory or to a server directory, depending the above setting „Import from directory on server (batch mode)".
  Delete imported files if OK or file to be ignored.	Successfully imported originals or those which have been ignored, will be deleted after the check-in.

  
  

  	For background processing all directories and files must be accessible on the SAP server.

  File Name Format Convention

  By default the file search will search for files showing the following file name format convention. Customizing allows defining a different convention. [Dokumentart][DokumentNr][Teildokument][Version][Applikation]#[DateiNr].[Extension] [document type][document number][part document][version][application]#[file no.].[extension]

  Handling of Special Characters

  Read paragraph Handling of Special Characters in Export Originals for more specific information.

  Disconnect Originals

  This function allows disconnecting original files from document info records. However originals will not be deleted physically, only its link to the document info record will be removed. This option can be useful after a system copy, when originals shall be disconnected from the original storage location of a productive system. Only necessary when according to the system configuration, the originals on the original storage location of the productive system are accessible from the target system (typically integration system).

  	This function must never be allowed on a productive system!
  	After a client copy on the system and when using KPro as storage location system, this function should also not be uses, because some KPro system tables are not client capable.
  	The function is protected by authorizations (see also ProAdmin, Customizing Manual).
  	Customer exits provide additional document filter.

  Selection Screen
  Selection Parameter

  Parameter	Parameter Description
  Document type	Search restriction by document type
  Document	Search restriction by document number
  Part document	Search restriction by part document
  Version	Search restriction by document version
  Status	Search restriction by document status.
  Application	Search restriction by application
  User	Search restriction by user
  Change No.	Search restriction by change number
  Laboratory / Office	Search restriction by laboratory / office
  KPro storage location	For document types with storage system „KPro" only originals from storage system „KPro" will be disconnected.
  Vault storage location	For document types with storage system „vault" only originals with storage location „vault" will be disconnected.
  Max. number of originals	Only as much originals as entered will be disconnected. (Option for test purpose).
  Selection list before disconnecting	Selection list of originals which will be disconnected will be displayed before processing. Function not available for background processing (batch mode).
  Test mode	Only selection and display of originals which shall be disconnected.
  Job-ID	Job-ID for execution of process (see Mass Operations).
  Optional log file	Writes optional log file (see Mass Operations).

  Delete Content Versions

  This function allows deleting inactive content versions. The active version will never be deleted. The number of content versions which shall be kept can be defined together with the application.

  	The function is protected by authorizations (see also ProAdmin, Customizing Manual).
  	Using the change management functions, the validity of characteristic values can be determined by the date or dependent on parameters. If a class type was defined, the function cannot be used.
  	The selection can be filtered additionally by customer exits.