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ICM_INVREC_GENERAL - Basic Settings for Investigation Records

ICM_INVREC_GENERAL - Basic Settings for Investigation Records

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To use Records and Case Management(RCM) functions in Investigative Case Management(ICM), you must set up certain basic data. The activities involved are described in this document.

Note: SAP delivers the standard role SAP_PS_RM_ADMINISTRATOR that covers these activities.

Display or Change Central Parameters

You can edit the central technical parameters for RCM. For example, you can assign the Smart Forms that control the printing of document attributes (Parameter ID PS_PRINT_ATTR_DOC) and the printing of record attributes (Parameter ID PS_PRINT_ATTR_REC). For more information, see Customizing for Cross-Application Components under General Application Functions -> Records and Case Management-> Basic Settings -> Display or Change Central Parameters.

Create Content Model

You can create Content Models for documents. A content model determines the attributes and the location of documents.

You create a content model with the help of a wizard. You must specify which SAP content model you want to use as a template. In Investigative Case Management, DOMEA-compatible documents are supported and you need to choose content model template DOMEA-Compatible Documents. For more information, see Customizing for Cross-Application Components under General Application Functions -> Records and Case Management -> Basic Settings -> Create Content Model.

Note: We recommend that you create your own content model and choose a Content Server as a location for your documents.

Set Registry

You only need to set up some parts of this comprehensive Customizing activity in the Application Registry area of Records Management for Public Sector (S_AREA_RMPS).

Create or Change RMS IDs

You can use the Records Management System ID (RMS ID) to make a distinction between different sites where you store records, such as separate archives in different locations. SAP delivers CRM_ICM2 as a sample RMS ID.

  1. Make the settings in the Customizing for Cross-Application Components under General Application Functions -> Records and Case Management -> Basic Settings -> Set Registry.
  2. On the Registry: Developer Mode screen, under the ApplicationRegistry folder, expand the node S_AREA_RMPS.
  3. Right-click RMS_ID and choose Create Parameter Value. The Parameter Value screen opens.
  4. Enter a Parameter Value and a Short Description, and save your entries.

Note: We recommend that you set up your own RMS ID, to which you can assign your own element types.

Create or Change Element Types

For Investigative Case Management, the following Service Providers are supported:

  • RM_PS_SP_DOCUMENT
  • RM_PS_SP_DOCUMENT_TEMP
  • RM_PS_SP_MODEL
  • RM_PS_SP_RECORD

These service providers are compliant with the DOMEA standard. SAP delivers the following sample Element Types for these service providers:

  • CRM_ICM2_SPS_DOCUMENT_STATUS
  • CRM_ICM2_SPS_DOCUMENT_TEMPLATE
  • CRM_ICM2_SPS_RECORD_MODEL
  • CRM_ICM2_SPS_RECORD

Since it is not possible to change the element types delivered, we recommend that you proceed as follows:

  1. Set up your own element types as a modification-free enhancement by copying the element types delivered, adjusting them as necessary and assigning them to a new RMS ID that you have created in the customer namespace.
  2. Create or change element types in Customizing for Cross-Application Components under General Application Functions -> Records and Case Management -> Basic Settings -> Set Registry.
  3. In the Application Registry area S_AREA_RMPS, expand the node of the RM_PS_SP_DOCUMENT, RM_PS_SP_DOCUMENT_TEMP, RM_PS_SP_MODEL, and the RM_PS_SP_RECORD service providers.
  • For documents:

  1. Under RM_PS_SP_DOCUMENT, select element type CRM_ICM2_SPS_DOCUMENT_STATUS.
  2. Copy the element type.
  3. Enter your Element Type ID, a Short Description and save your changes.
  • For document templates:

  1. Under RM_PS_SP_DOCUMENT_TEMP, select element type CRM_ICM2_SPS_DOCUMENT_TEMPLATE.
  2. Copy the element type.
  3. Enter your Element Type ID, a Short Description and save your changes.
  • For record models:

  1. Under RM_PS_SP_MODEL, select element type CRM_ICM2_SPS_RECORD_MODEL.
  2. Copy the element type.
  3. Enter your Element Type ID, a Short Description and save your changes.
  • For records:

  1. Under RM_PS_SP_DOCUMENT, select element type CRM_ICM2_SPS_RECORD.
  2. Copy the element type.
  3. Enter your Element Type ID, the Short Description and save your changes.
  1. Set up the Connection Parameter Values:
  • For documents:

  1. Select your element type for documents.
  2. Assign the DOCUMENT_CLASS parameter. The value specifies the content model.
  3. Assign the SECOND_REF_RULE parameter. The value specifies the generation rule that the system uses to create the document number.
  4. Assign the STATE_PROFILE_ID parameter. The value specifies the status profile. The system uses the status according to the status profile.
  5. Assign the TEMPLATE_SPS_ID parameter. The value specifies the element type for document templates.
  6. Assign the TEMPLATE_ID parameter. The value specifies a template via its ID.
  7. Assign the TEMPLATE_PROFILE parameter. The value specifies a template profile.
  8. Assign the CREATE_ONLY_VIA_TEMPLATE parameter. The value specifies if documents can be created using a template only.
  • For records:

  1. Select your element type for records.
  2. Assign the MODEL_ID parameter. The value specifies the record model. You can enter one or more record model IDs. To allow use of all available record models, you can enter an asterisk (*).
  • Set up Classification:
    • For each element type:

    1. Assign the RMS_ID parameter. The value specifies the RMS ID that makes use of the element type. Enter your RMS ID.
    2. Assign the LOG_LEVEL parameter. The value specifies the detail of logging.

    Make Basic Settings for RMS ID

    You can define the standard to be used per RMS ID. For Investigative Case Management, the standard DOMEA is supported.

    1. Make the settings in in Customizing for Cross-Application Components under General Application Functions -> Records and Case Management -> Basic Settings -> Make Basic Settings for RMS ID.
    2. Create a new entry.
    3. Enter your RMS ID.
    4. Choose the Type of Authorization Check.
    For Investigative Case Management, the initial value and Standard (No access to private documents) are supported.

    Define Generation Rules

    You must specify a generation rule that determines which information the unique indicator (document number) of a document is to contain. For more information about the configuration of the generation rule, see the Customizing for Cross-Application Components under General Application Functions -> Records and Case Management -> Basic Settings -> Unique Indicator.

    Note:Since the system automatically generates the document ID, the generation rule must not contain rule elements with user input.

    Create Record Model

    You require a Record Model to structure your records. Record models are templates for records. Investigative Case Management supports record models that contain documents. The record model is a prerequisite for defining a Record Creation Profile.

    1. Maintain the settings in Customizing for Cross-Application Components under General Application Functions -> Records and Case Management -> Record -> Create Record Model.
    2. Create the record model in the Records Modeler. For more information, see SAP Library for SAP Records Management.
    3. Create nodes of type Structure Node. You use Structure Nodes to structure a record. In Investigative Case Management, structure nodes are called Folders.
      1. Enter a description.
      2. Enter values for At leastand Maximum instances.
    The values for At leastand Maximum instances determine how often a folder can be created within a record. In Investigative Case Management, each structure node (together with is substructure) of a record model is called a Folder Template. As long as Maximum is not reached, new folders can be created within a record by choosing the appropriate folder template.
    1. Create nodes of type Model Node below structure nodes. Instances of the model node occur in all records that are based on the same record model. Model nodes can be assigned elements in records.
    Note: In Investigative Case Management, model nodes are not visible in the investigation record.
    1. Enter a Description
    2. Enter the cardinality At leastand Maximum.
    The cardinality determines how many elements can be assigned to the model node. As long as the Maximum is not reached, new elements can be assigned to the model node within a record.
    1. Assign an Element Type to the model node.
    Elements assigned to the node in the record must have the same element type as the element type assigned to the model node in the record model. In Investigative Case Management, users can neither select an element type nor a model node when creating a document inside a record. The system determines the appropriate model node and the element type from the selected folder automatically.
    Therefore, the following requirements must be fulfilled:
    - Do not use an asterisk (*) to select All Element Types as element type of the model node.
    - The assigned element type belongs to service provider RM_PS_SP_DOCUMENT.
    - There is only one element type for documents assigned. If multiple element types for documents are assigned to the model node, the system takes the first one.
    1. Change the status of the record model to Released.

    Manage Document Templates

    You can manage document templates by combing them into document template profiles. For more information, see Customizing for Cross-Application Components under General Application Functions -> Records and Case Management -> Document -> Manage Document Templates.

    Define Document Templates in Record Model

    You can assign document templates to model nodes via document template profiles in the record model.

    In Investigative Case Management, if templates are assigned to a model node, then these are offered to the user. If no templates are assigned to a model node, the templates assigned to the respective element type are offered. If even no template is assigned to the element type, then creation with template is not offered for a folder.

    For more information, see Customizing for Cross-Application Components under General Application Functions -> Records and Case Management -> Document -> Define Document Templates in Folder Model.

    1. Open the record model.
    2. Select a node of type Model Node.
    3. Enter a value for context attribute TEMPLATE_PROFILE. The value is the template profile ID.

    Create Values for the Authorization Level Attribute

    You can subdivide documents into categories and use these categories to control access authorization. For more information, see Customizing for Cross-Application Components under General Application Functions -> Records and Case Management -> Authorizations -> Authorisations for The National Archives (TNA) -> Create Values for the Authorization Level Attribute.

    Customizing for Status Management

    You can define status values, assign these to a status profile, and define the order in which a user can set these status values. The status profile defines the initial status and is assigned to the element type. For more information, see Customizing for Cross-Application Components under General Application Functions -> Records and Case Management -> Customizing for Status Management.

    In the Customizing activity Define Status you can assign one of the following checkboxes to a status:

    • Object Locked
    Documents with such a status are visible to its author only.
    Note: this only applies if the Type of Authorization Check is Standard (No access to private documents) in Customizing for Cross-Application Components under General Application Functions -> Records and Case Management -> Basic Settings Make Basic Settings for RMS ID.
    • Restricted
    • Released
    With this status, a document's file cannot be changed anymore. Only the document's attributes can be changed.

    Configure XDC Interface

    The XDC interface is an RFC interface between the SAP system and an external software component that can be used to convert files from one format to another. The XDC interface is used for printing documents with the SAP spool. The external conversion library must support all formats that you want to print. For more information about the configuration of the XDC, see Customizing for Cross-Application Components under General Application Functions -> Records and Case Management -> Basic Settings Configure XDC Interface.






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