Create template documents in SAP-DMS

Template documents must made available to the users as simple as possible. SAP-DMS allows this with following methods:

• Default template handling from SAP-DMS, which allows only very limited parameters for accessing templates.

• Global folders, which must be searched manually.

ProObjectLib template control allows detailed control of the access to the templates, also supporting language specific templates.

Document type to define

The template control is based on document info records created within SAP-DMS. Then to this document info records the original files are attached and checked in. Follow following rules when defining the document type for the template document info records:

• 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 below).

  • 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).

Key for templates

Following access types can be set up using standard customizing, any others has to be programmed using customer-exits:

• For "According assignment in templates":

  • The object identification of the document info record receiving the template is defined using the corresponding characteristic name.

  • If the identification is empty, the document type is used.

  • In the templates in the characteristic values of the characteristic according the setting "Char. TemplAss.", the identifications for which this template is valid are registered. Wild card * allowed. If more then one target type must be entered, the characteristic must allow mutliple values.

  • A template with just * entered is for all documents valid.

• Other access types (see also syntax below):

  • Template search using the document identification

  • Template search using the document type

  • Template search using the document identification and if not found using the document type

  • Template search using the document identification and if not using a customer-exit to build the key

  • Template search using a customer-exit to build the key

  • Template search using a customer-exit to build the key and if not found using the document type

Depending on the settings, the key for this access types can be in the number or the description of the document info record.

Syntax

The syntax of the template key has following elements:
<Key>:<Text> or <Key>:[<Ident>]

Thereby applies:

Language

Search

To search the templates always the key followed by a colon and * is used (<key>:*). Then all document info records matching this search criteria, available description in user login language and a release status are selected. If multiple released versions are available, only the most recent us used.

If multiple templates are valid, a selection box to chose the template will be processed.

Example for key in characteristic - "According assignment in templates"

Example for key in number or description

Following access examples based on setting "Template search using the document identification and if not found using the document type".

Existing templates (key in number):

• TSP:

• TSP-AC:1

• TSP-AC:2

• TSP-BH:

Access examples, if several templates grab, the user can choose one from a selection:

Create template document info records

Use SAP-DMS standard transaction CV01N to create a template document info record. Rules:

• 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.

• Do not forget that the template document is only active when it is set to a status that has the release indicator set.