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SRMREFRULE - Create or Change Rule for Generating Record Numbers

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You can use this IMG activity to define a rule that determines which information is contained in the unique ID of a record (record number), or the unique ID of a document.

The generation rule is used when a user saves a record or a document: A dialog box is displayed, in which you enter a unique record number. You can also let the system generate a number (red symbol at the end of the line). The system generates the unique number from the elements that you have defined in the generation rule.

You can find information about the rule elements delivered in the SAP Library, in the documentation for Records Management, under Customizing → Record Number Generation → Description of Rule Elements.

You can use the input help to display existing generation rules, and change them if necessary.

To create a new generation rule, proceed as follows:

1. Establish whether you want to create a rule for generating a unique ID for a record (record number), or a unique ID for a document.
2. Enter a name for the rule, and choose Create New Rule from the toolbar.

A screen is displayed, on which the new generation rule is displayed as a node. Double click on the node to display a dialog box, in which you can make further entries for the generation rule. For information on the individual fields, see the field help.

1. Choose Create New Rule Element from the toolbar.

A dialog box is displayed, which contains all the rule elements available for selection. Each rule element is made up of a technical name and a description.

1. Choose the rule element that is to be included in the unique name.

A dialog box is displayed for you to enter the properties for the rule element. The dialog box differs depending on the element selected.

1. Enter the required data. For information on the individual input fields, see the field help.

The rule element is displayed underneath the node for the generation rule.

1. Repeat the selection of rule elements until the rule contains all the elements you require.

Note: The unique name is composed in the order in which the elements underneath the node for the generation rule are listed. You can determine the position of the new element by your cursor position: The new element is always inserted directly below the node on which your cursor is positioned.

Definition of the generation rule is then complete. You now need to assign the generation rule to the records or documents for which it will be used to generate numbers.

• Assignment to records:

To assign the rule to records, you allocate the rule to a record model: In a record model, enter the name of the record as a value for the attribute Record Number Generation Rule. The generation rule for the record number then applies for all records based on this record model.

• Assignment to documents:

The assignment is made at runtime. If the system generates the unique name for a document, a dialog box is displayed in which you select the generation rule.

Exception: If you have created a generation rule with the name DEFAULT, which you have already used as a rule for generating the unique name, the system will always use this rule. The dialog box for selecting a generation rule is no longer displayed.

Example

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