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OHIX0015 - Set Up Optical Archiving in HR

PERFORM Short Reference   RFUMSV00 - Advance Return for Tax on Sales/Purchases  
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In this step you make the necessary settings for optical archiving in HR.

Please note following:

In Human Resources (HR) object type 'PAPL' is used for applicant master data and object type 'PREL' for HR master data.

When assigning infotypes to a document type a distinction should be made between the following:

• No infotype is assigned to the document type.
  
  

In this instance, "-", meaning no entry, is entered for the infotype, subtype and object ID.

Example:

There is a resume in every personnel file, but since it contains so many different kinds of data it cannot be realistically assigned to any one infotype.

• Infotype without subtype is assigned to the document type.
  
  

In this instance, the infotype is assigned, a "-", meaning no entry, is entered for the subtype and the object ID.

Example:

The HR master data sheet is assigned to infotype 0002, Personal Data.

• Infotype with subtype is assigned to the document type.
  
  

The infotype is provided as a default. The subtype is also provided as a default if the value is known or if it contains a "+" indicating that an entry must be made in the field.

Example for infotype 0022, Education:

• If the document type is "University degree", the subtype is known and is therefore proposed as a default.
  
  

• If the document type is more general, such as "Leaving certificate", the entry "+" determines that a subtype must be specified.
  
  

• A document type is assigned an infotype which is subdivided into subtypes and object IDs.
  
  

Example for infotype 0021, Family/Related Person:

• If a document type "Photo of child" is defined, the infotype and subtype can be determined but the object ID is defined as a required field.
  
  

• If a document type "Child allowance statement" is archived listing all children, the object ID is not used and only a subtype is assigned.
  
  

• In the case of document types which can exist for any family member, only the infotype is proposed as a default and the subtype is defined as a required field.

The date of origin of the facsimile is an essential specification for time-based authorization checks.

You must have already set up "Optical Archiving".

If you have created your own document types in optical archiving under Central functions -> Work flow -> Optical archive, you must also make the following entries specifically for use in Human Resources:

• "NCI document types"
  
  

Activity type:,,NCI-INPUT

Objet type :,,PREL / PAPL (for HR master data or applicant data)

Method:,,,,CREATE + (Name of document type)

• "Relationships"
  
  

Relationship table:,,TOAHR

The standard SAP system contains examples of how to use optical archiving in Personnel Administration and Recruitment.

1. Assign infotypes, subtypes and object IDs to the document types if applicable.
2. If applicable, enter a "+" to mark the "Date" field as a required entry field.

In Recruitment, the procedure for early data entry differs according to the infotype assigned. When processing documents assigned to infotype 4001, Applications, the system calls up transaction PB10, Initial data entry. Transaction PB30, Maintain applicant master data, is called up for all other documents.

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This documentation is copyright by SAP AG.

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