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CRMS4_DEFINE_SPUS - Define Status Profile for User Status

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Define user statuses for service transactions and service items that you group in status profiles.

You can define status profiles that enable you to group and configure user statuses:

You want to extend the system statuses Open, In Process, Released, and Completed that have been defined as life cycle statuses in Service by additional user statuses.

You want to use user statuses to create Boolean attributes for service transactions or service items in this activity.

This saves you having to create custom fields in the Custom Fields app that are used to display the Boolean attributes.

User statuses are intended to extend the system statuses, not to replace them.

System status: A status that is defined by SAP and set by the system. It cannot be set by a user in an application.

A system status is a binary attribute that is assigned to a service transaction or service item, primarily to indicate that a certain stage in the business processing of the service transaction or service item has been reached, such as, released, completely billed, or credit check OK. Business transactions facilitate the transitions between system statuses.

Business transaction: An action that activates a system status, and, at the same time can set or delete other system statuses. In addition, a business transaction can be permitted or forbidden depending on which system statuses are active.

User status: A status that is created in this activity to extend the existing system statuses.

User statuses are grouped into status profiles, which are in turn assigned to a transaction type (in the Assign Status Profile to Transaction Types activity) or an item category (in the Assign Status Profile to Item Categories activity). User statuses that have a status number assigned within a status profile, are known as custom life cycle statuses.

Life cycle status: A system status or a user status that indicates the current processing stage in the life cycle of a service transaction or a service item.

Available status values that are used for service transactions and service items are:

Open

In Process

Released

Completed

Custom life cycle status: A user status that has a status number assigned in the related status profile. It indicates the current processing stage in the life cycle of a service transaction or service item that uses the related status profile.

Within a status profile, only one custom life cycle status can be active at a time.

SAP provides status profiles that are used to manage repair objects in In-House Repair.

SAP does not provide status profiles for service transactions and service items.

You set up status profiles as follows:

Status Profile

In the Status profile view, create the status profile.

Allowed object types

In the Allowed object types view, assign at least one status object type to the status profile.

The object type determines whether the status profile can be assigned to a transaction type and/or an item category.

The following status object types are provided:

Assign CRM Order Header (COH) to status profiles that are used for service transactions.

Assign CRM Order Item (COI) to status profiles that are used for service items.

If you assign both status object types (COH and COI) to a status profile, you can use the status profile for service transactions and for service items.

User Status

In the User status view, create the user statuses for the status profile:

Create the user statuses for the status profile.

Enter a key (four-character abbreviation) and a description for the user status.

The system assigns an internal code to the user status (a consecutive number that starts with E) which cannot be changed.

The key and the description are language-dependent.

You can add up to 9,999 user statuses to a status profile.

Optional: You can assign a status number (status number) to the user status.

The status number is used to define the logical sequence of the user statuses within the status profile. The transition between user statuses that have a status number assigned is controlled by the lowest and highest status number.

Note the following when you assign a status number to a user status:

Only one user status with a status number can be active in a service transaction or a service item at a time.

User statuses with a status number are therefore also referred to as custom life cycle status.

You can assign a status number to a user status only once within the status profile.

You can combine user statuses with and without a status number within a status profile.

You can set or reset user statuses that have no status number at any time.

If you have assigned a status number to the user status: Define the highest ( highest status number) and lowest status number (lowest status number) for the user status.

You use these settings to control the transition between the user statuses within the status profile: You can switch to another user status if the status number of the user status lies between the lowest and highest status number.

Specify if the status is used as the initial status (checkbox to set the initial status) within the status profile.

The initial status is automatically set when the service transaction or the service item is created.

If you do not select a user status within the status profile as the initial status, the system flags the user status with the lowest status number as the initial status.

You can define more than one user statuses as the initial status in the status profile. But make sure only one of the initial statuses has a status number.

Optional: Under Business Transaction, you can assign the business transaction that is performed when the user status (custom life cycle status) is active in the service transaction or the service item.

By doing so, you activate the life cycle statuses (Open, In Process, Released, Completed) that are related to the business transactions and that correspond to system statuses.

You can use the following business transactions and the related system statuses (life cycle statuses):

Business Trans.	Description	System Status
OPEN	Set to Open	Open
INPR	Edit	In Process
RELE	Release	Released
FINI	Complete	Completed
CANC	Reject	Rejected

Business transactions that have been specified in the system (for example, EXEC (Execution)) but that are not provided in the dropdown list, cannot be used in status profiles that are created in this activity.

Example:

You want to define additional custom life cycle statuses, which extend the standard sequence of the life cycle statuses Open->In Process->Released->Completed. Make sure that the following applies:

The custom life cycle statuses correspond to at least the life cycle statuses Open, In Process, Released, and Completed and appear in the given order.

The life cycle statuses trigger the corresponding business transactions.

If you define a user status that corresponds to the system status (life cycle status) In Process, assign the corresponding business transaction Edit (INPR) to this user status.

Optional: Process control for user status

In the Process control for user status view, you can extend the interaction of the user statuses and system statuses by means of business transactions (business transaction).

You can control whether the system can perform a business transaction when the related user status is active. The following settings are possible (Influence):

Business transaction allowed

Business transaction allowed with warning

Business transaction disallowed

You can specify that the user status is set or reset by the related business transaction. The following settings are possible (Next action):

Set user status

Delete user status

Note:

A user status that is related to a business transaction is activated when the system performs the business transaction and activates the corresponding life cycle status (Open, In Process, Released, or Completed).

If you do not set up the process control for the user statuses within a status profile, the business transactions that are integrated in the program coding cannot be controlled by the user statuses.

Example:

When the user status of the last remaining service order item in a service order changes to Released, the status of the related service order automatically changes to Released.

If the process control for the user status Released has not been configured, the status change in the service order item does not influence the user status of the service order because the business transaction RELE (Released) cannot be performed for the service order.

Reject

Status profile that contains the life cycle statuses that are used in Service by default

This status profile is used by default when the transaction type (in the Assign Status Profile to Transaction Types activity) or the item category (in the Assign Status Profile to Item Categories/category activity) does not have a status profile assigned.

The user statuses correspond to the life cycle statuses that are used in Service, and to the business transactions that are provided in this activity.

Allowed object types: COH (CRM Order Header), COI (CRM Order Item)

You can use this status profile for service transactions and service items.

User status

The following user statuses have been defined for the status profile:

User Status	Initial	Status No.	Lowest	Highest	Business Trans.
Open (E001)	x	10	10	30	OPEN
In Process (E002)		20	20	30	INPR
Released (E003)		30	30	40	RELE
Completed (E004)		40	40	40	FINI

The user statuses have a status number and a business transaction:

The user statuses are used as custom life cycle statuses for service transactions and service items because they have a status number assigned.

The transition between the user statuses is controlled by the highest and lowest status number. For example,

If the service transaction or service item has the status Open (E001), a transition is possible to In Process (E002) and Released (E003).

If the service transaction or service item has the status Completed (E004), no transition is possible to other user statuses.

The business transaction assigned is performed when the corresponding user status is set in the service transaction or service item.

The user status Open (E001) is the initial status that starts the logical sequence of the user statuses within the status profile.

Process control for user status

Process control for the user statuses Open (E001), In Process (E002), Released (E003), Completed (E004):

User Status	Business Trans.	Influence	Next action
Open (E001)	OPEN	Allowed	Set status
In Process (E002)	INPR	Allowed	Set status
Released (E003)	RELE	Allowed	Set status
Completed (E004)	FINI	Allowed	Set status

The business transactions that are assigned to the user statuses activate or deactivate the corresponding system statuses when the business transactions are performed.

Status profile that contains the life cycle statuses and additional user statuses

This status profile contains user statuses that have business transactions assigned that match the life cycle statuses in Service. It also contains user statuses that do not have business transactions assigned and that are used to extend the life cycle statuses in this status profile.

Allowed object types: COH (CRM Order Header), COI (CRM Order Item)

You can use this status profile for service transactions and service items.

User status

The following user statuses have been defined for the status profile:

User Status	Initial	Status No.	Lowest	Highest	Business Trans.
Open (E001)	x	10	10	50	OPEN
In Planning (E002)		20	20	50	INPR
Ready for Execution (E003)		30	30	50	RELE
Execution Completed (E004)		40	40	40	FINI
Execution Cancelled (E006)		50	20	50	CANC
Unassigned (E005)
In Quality Control (E007)

The user statuses E005 and E007 do not have a status number, nor a business transaction:

If no status number is assigned, the user statuses cannot be used as custom life cycle statuses, nor to extend the life cycle of service transactions or service items. But they can be set at any time for the service transaction or the service item. In other words, they can be set independent of the custom life cycle statuses.

If no business transaction is assigned, the user status cannot influence the system statuses.

The user statuses E001, E002, E003, E004, and E006 have a status number and a business transaction assigned:

The user statuses are used as custom life cycle statuses for service transactions and service items because they have a status number assigned.

The transition between the user statuses is controlled by the highest and lowest status number. For example,

If the service transaction or service item has the status Open (E001), a transition is possible to In Planning (E002), Ready for Execution (E003), Execution Completed (E004), or Execution Canceled (E006).

If the service transaction or service item has the status Ready for Execution (E003), a transition is possible to Execution Completed (E004) and Execution Canceled (E006).

If the service transaction or service item has the status Execution Completed (E004), no transition is possible to other statuses.

The business transaction assigned is performed when the corresponding user status is set in the service transaction or service item.