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/IPRO/MGT_ELMNT - Define Elements

/IPRO/MGT_ELMNT - Define Elements

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In this step you define standard elements, as well as alternate elements. Elements refer to clauses, forms, reports, and header/footer clauses. You can create elements either in HTML or in WordML.

Standard elements are globally available to all authors, whereas alternate elements contain different wording and business meaning than the standard element to which it is assigned.

Standard elements are selected on the basis of responses in the dialog process and of default values in the relevant document selection.

Note

Due to the high volume of entries, we strongly recommend that you first plan a naming convention, which assists you in maintaining correct element ordering in the generated document. Naming conventions are also useful for easy maintenance and retrieval. Elements are ordered within groupings in the section of a document. You define element ordering in the Customizing activity Define Ordering.

To find an element by ID, text, reference, or reference text, choose Search clauses in the toolbar.

You must have performed the following activities:

Note

To create elements in WordML (in other words, using Microsoft Word), you must:

Install Microsoft Word 2003 Professional, Service Pack 2.

Install and register the Developer Support Office Framer Control ActiveX, which is available on the Microsoft website. This ActiveX is used as a container for Microsoft Office documents within SAP Document Builder.

Configure your web browser for ActiveX support.

To create (standard or alternate) elements:

  1. Choose Standard Elements in the dialog structure.
  2. Choose New Entries.
  3. Enter an identifier and assign the element to the corresponding regulation set.
  4. Select a content modifier if applicable.
  5. Enter the effective date. Using effective dates allows you to have one or more copies of the same element within a given regulation set.
  6. Check the version number. The version number must be '0' (active). If not, you must convert all elements.
  7. Specify the element type.
  8. Assign the element to the corresponding rule.
  9. Set the indicator Editable if you want to allow changes to the element. This setting enables authors to convert a standard element to a custom element.
  10. Specify the output type, that is, an output definition for this element in order to properly assemble this element in a document. This is a technical step, used for non-HTML elements, that should be completed by a technically skilled person. This field refers to an output definition for rendering the element. For standard elements such as clauses, stored in HTML format, you do not have to maintain the Output Type field since the HTML renderer is known. However, this does not apply to a non-HTML form or report. For example, to set up a form, you must first build it using Adobe LiveCylce Designer (Document Builder fields are set up on the form.), define an output definition for this form identifying the renderer and create a standard element in SAP Document Builder for this form. While creating the element an association to the output type from the previous step is made. This output type in turn is linked to a BAdI implementation using the Generic Output Interface BadI.
  11. Specify the element status. The status determines whether an element can be used within a document or not. In order to be included in a document, an element must have the status 'Active'.
  12. Specify the document owner.
  13. Specify the element category. Element categories are used to determine possible agents of a workflow task within a specific content.
  14. Set the WF Active indicator to trigger a separate workflow for the selected element when this element is changed.
  15. Set the Alternate Element indicator if applicable. If so, you must assign the element to a base element.
  16. Save your entries.

To assign a variable to an element:

  1. In Standard Elements, select an element.
  2. Choose Associated Variables in the dialog structure.
  3. Choose New Entries.
  4. Select an existing variable.
  5. Set the indicators Read-only and/or Required if applicable. Setting the Read-Only indicator prevents the author from editing its value.
  6. In case of multiple variables, enter a sequence number. This is the order in which the fill-in variables will be presented to an author.
  7. Specify a fill-in owner. A fill-owner refers to the author of the document and is used for information purposes only. Note that if you have set the indicator Read-Only, you cannot change the owner.
  8. Save your entries.

To assign a prescription to an element:

  1. Choose Associated Prescriptions in the dialog structure.
  2. Choose New Entries.
  3. Select a prescription. The corresponding regulation set, content modifier, and effective date are displayed automatically.
  4. Specify the date on which the prescription comes into effect.
  5. Save your entries.

To assign a guidance to an element:

  1. Choose Associated Guidance in the dialog structure and follow the steps as described above.

To define the properties of an element:

  1. Choose Properties in the dialog structure.
  2. Choose New Entries.
  3. Select a property and enter a description.
  4. Save your entries.

To define element formats:

  1. Choose Element Formats in the dialog structure.
  2. Choose New Entries.
  3. Select the relevant document format to which this element should be included.
  4. Select the appropriate format section in which this element should appear. This setting may only be overridden in the document selection element format setup. Note that authors are not allowed to move an element from its default section to another section.
  5. Set the Included by Reference indicator if you want an element to be included by reference by default. This means that only the element title will be included in the assembled document in lieu of its full text.
  6. Select the elements inclusion attribute of Mandatory, Optional, or Rule. This defines how the element will be included.
  7. Save your entries.
  8. Repeat these steps for the same document format for any further sections.
  9. Note that if you set the Element is optional or the Element is required indicator, all settings you have defined in a rule for this element or in a document selection are overridden.

To define texts for the document summary:

  1. Choose Texts in the dialog structure.
  2. Choose New Entries.
  3. Specify a text type. An element may have many text types associated with it. A text type describes the type of text it is. For example, a clause may have a full text and by-reference text associated with it, the by-reference text only containing the title of the clause.
  4. Enter the description to be displayed to the author in the Document Summary.
  5. Select the applicable text format.
  6. To edit or view a text, select an existing entry and choose Edit/Show Text. You can then either edit the text directly or copy and paste a file from your local PC. Text editing is available in Wysiwyg or in source mode. If you have opted for WordML, Microsoft Word is started after you have chosen Edit/Show Text.
  7. Save your entries.

To set up a form:

  1. Define all relevant simple variables, structures, table variables and their associations. For example, you can set up a structure that contains all the simple variables on a form.
  2. Create a form using a form development tool, such as Adobe LiveCycle Designer. Make sure that you map and spell the field names accurately. The spelling of the fields must match the spelling of the subject variables entered previously in Define Variables.
  3. Create an output type in Define Output Definition and maintain its attributes in Maintain Output Attributes. This output definition is used to render the form in a generated document later on.
  4. Create a BADI implementation for the form in Generic Output Interface.
  5. Define an element for the form, associate the simple variables to the form or, if applicable, associate the structure containing all the simple variables for this element, as well as prescriptions, guidance and properties.
  6. Set the element default locations per document format.
  7. In the text subfolder, define and upload the corresponding form. You must also specify the output type, that is, an output definition for this element in order to properly assemble this element in a document later on, which has been set up in the steps above.

To set up a report:

  1. Define all relevant simple variables, structures, table variables and their associations. For example, you can set up a structure that contains all the simple variables in a report.
  2. A developer should perform this step.
  3. Create a report in either HTML or PDF format. You can use the HTML sample in the assembly implementation as a baseline. Make sure that you map and spell the field names accurately. The spelling of the fields must match the spelling of the subject variables entered previously in Define Variables. The report is displayed as defined in an assembly method called schedule.
  4. Create an output type in Define Output Definition and maintain its attributes in Define Output Attributes.
  5. Create a BAdI implementation for the report in Generic Output Interface.
  6. Define an element for the report, associate the simple variables to the report or, if applicable, associate the structure containing all the simple variables for this element, as well as prescriptions, guidance and properties.
  7. Set the element default locations per document format.
  8. In the text subfolder, define and upload the corresponding report. You must also specify the output type, that is, an output definition for this element in order to properly assemble this element in a document later on, which has been set up in the steps above.

You can set element inclusion defaults at the element format and document selection levels.

  • For each default element format you must define a setting of mandatory, optional, or rule to include this element in a document format. Note that this setting applies to all documents of this format.
  • For each document selection you can define a setting per element of mandatory, optional, or rule. Settings at the document selection level override the default element level. Settings at the document selection level enable you to include elements, including section headers or forms that are unique or needed in this document but not needed by all documents of the same format. For example a form, such as the Standard Form 33 may not be mandatory at the default element setting but could be configured to be mandatory at the document selection level.

Element Format Options

  • Mandatory
    The element will be included in a document and cannot be deleted. A rule for this element will be evaluated in case the rule results in other actions that would include or exclude other elements. However, this element is included as mandatory regardless of what its rule or any other rule determines.
    If any rule tries to explicitly exclude this element, the element will still be included in the document.
  • Optional
    The element will be included in document for this format and can be deleted. This setting takes overrides any rule that tries to include or exclude this element. A rule associated with this element will be evaluated in case the rule results in side effects") other actions that would include or exclude other elements. However, this element is included as optional regardless of what its rule or any other rule determines.
    If any rule tries to explicitly exclude this element, the element will still be included in the document.
    If including this element in a document is contingent upon a more complex rule then it is suggested to set this feature to 'Rule' and author a rule supporting the criteria.
  • Rule
    By default the element will not be included in a document. A rule for the element may include it. Rules can be authored to include an element as mandatory, optional, or recommended. A mandatory element cannot be deleted from a document while an optional or recommended element can. Rule also supports explicitly excluding an element. This allows for more sophisticated logic to determine if and which circumstances include an element.

Document Selection Element settings

The same settings of mandatory, optional and rule can be applied at the document selection element level. This is useful to override the settings of the default element format. You can manually insert and mark elements as mandatory, optional or rule that will be used for this particular document selection that may be different than the element format default.

  • Mandatory
    Overrides any setting at the element format level. The element cannot be deleted from the document. This element rule is evaluated as described above for rule side-effects. However this element is included as mandatory in the document regardless of its associated rule or any other rule.
  • Optional
    Overrides any setting at the element format level. The element can be deleted from the document. This element rule is evaluated as described above for rule side-effects. However this element is included as optional in the document regardless of its associated rule or any other rule.
  • Rule
    Overrides any setting at the element format level. This allows the Content Manager to override a setting at the default element format location.

To create alternate elements:

  1. Choose Standard Elements in the dialog structure.
  2. Select an element for which you want to create one or more alternate elements.
  3. Choose New Entries.
  4. Select an existing alternate element.
  5. Repeat the steps described under To create (standard or alternate) elements.

Deleting Elements

You can logically delete elements, that is, you can set the status to 'Inactive'. Elements marked as 'Inactive' are no longer used in new documents, but are still available in draft documents to maintain continuity until the user validates the deletion by choosing Update Report. If a rule contains an inactive element, it will no longer be considered in the document generation process.

We recommend not deleting elements in a productive system as users may encounter errors when trying to open previously saved and released documents. The recommended approach is to set such elements to 'Inactive'.






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This documentation is copyright by SAP AG.

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