SAP ABAP IMG Activity _RMPS_SRMREFRULE (Define Generation Rules)
Hierarchy
☛ SAP_ABA (Software Component) Cross-Application Component
   ⤷ CA-GTF-RCM (Application Component) Records and Case Management
     ⤷ RMPS_CUSTOMIZING (Package) Customizing Records Management for Public Sector
IMG Activity
ID _RMPS_SRMREFRULE Define Generation Rules  
Transaction Code S_KRM_01000004   (empty) 
Created on 20020910    
Customizing Attributes _RMPS_SRMREFRULE   Define Generation Rules 
Customizing Activity SRMREFRULE   Maintain Rules for Record Number Generation 
Document
Document Class SIMG   Hypertext: Object Class - Class to which a document belongs.
Document Name RMPS_SRMREFRULE    

Use

In this IMG activity, you can define a rule which determines which information the unique indicator of a record (reference number), a case (case indicator), or the unique indicator of a document (document number and incoming post indicator) should contain. This also applies to all elements in the fileplan of the standard at The National Archives (TNA).

(see PSRM Terminology)

The generation rule is used when a user creates an element (record, case, incoming post item or document). A dialog box appears in which the user must assign, for example, a unique indicator. The user can have the system generate the indicator (red symbol at the end of the line or F4 help. The system generates the unique indicator from the rule elements you have defined in the rule generation.

A generation rule is made up of rule elements. If a unique indicator (reference number, case indicator, document number) is generated using a defined rule, the results of the rule elements are determined and linked to each other.

The following types of rule elements are available as parts of the generation rule:

  • Rule elements without user input
    • Current Date
      • The current date is entered in the unique indicator in the format specified, You can find more information in the field help for the field output format.
    • Attribute Value
      • The value of a record or document attribute is entered in the indicator. You have to specify the technical name of the attribute defined in the content model in the rule element.
    • Fixed Text
      • This rule element defines a fixed text that is inserted into the indicator generated.
      To enter a blank character at the end of a text, you have enter the whole text in inverted commas, for example " - " for a separator with a blank character on each side.
    • Number Range
      • You have to enter the name of an existing number range (number range object) in the rule element (see transaction SNRO). The next free number from this number range is entered into the indicator generated.
    • Context Counter
      • This rule element works with the rule elements start selection for context counter and end selection for context counter.
      The selection elements are assigned to the relevant counter element by their name. This means that you have to assign the same name for all three rule elements that belong together.
      The start selection must be before the end selection.
      The context counter must be after the end selection.
      The selection elements can include any other range of rule elements. You then select the part of the generated indicator which is generated from the elements between the start and end marking in this rule.
      The context counter counts up one number for the part of the indicator (context) selected.
      Example: Current number for records for a record plan item
      In this case, the selection elements include a rule element of the type record plan item. For example, if the first record is created for record plan item P1, the context counter assigns the number 1 (for (counter start = 1). When the next reference number is generated for record plan item P1, the context counter assigns the number 2 and so on . The numbers are assigned consecutively in the same way for record plan item P2, 1, 2 and so on.
    • Rule Link
      • You use a rule link to link to other generation rules. The rule link has the effect that the specified rule is carried out at that point.
      Each rule element can only be used once when a complex rule is carried out. This means that a referenced rule can also only be used once. Two links to the same rule is therefore not permitted. In addition, no
      In addition, no loops can occur in a complex rule using rule links.
  • Rule Elements with User Entry
    • Record Plan Item
      • This rule element asks the user to select an item from the record plan specified in the rule definition.
    • Organizational Unit
      • This rule element asks the user to select an organizational unit.
    • Date Entry
      • Using this rule element, a date entered by a user in the form <Day>.<Month>.<Year> or <Year><Month><Day> can be inserted into the indicator.
      The output format can be different from the input format, You can find more information in the field help for the field output format.
    • Text Entry
      • Using this rule element, the text entered by a user can be inserted into the indicator.

Naming Conventions for Special Functions of Rule Element

You have to keep to the naming conventions for the rule elements if you want the system to respond in the following way:

  • RESPONSIBLE_OU

    You have to assign this name for a rule element of the type organizational unit if it describes an organizational unit; for example of the place the record was initiated in the reference number of a record.

    The place the record was initiated has authorization for the record and its subordinate elements. The special name RESPONSIBLE_OU is required for the rule element so that the place the record was initiated can be determined from the reference number of the record.

  • FILEPLAN_POS

    You must assign this name for a rule element of the type record plan item if the rule element describes the record plan position. You have to use the name FILEPLAN_POS for the actual record plan item because this type of rule element can also be used for user selection from a list/hierarchy.

    When a reference number is assigned to a record, the system reads the record plan item from the reference number generated (due to the special rule element name) and automatically transfers it to the attribute record plan item. Data is also transferred from the record plan (for example, the retention time).

  • CONTAINER_ID

    You must assign this name for a rule element that should insert the indicator of a superior object.

    Example: Case indicator that should contain the reference number of the superior record.

    Here, it is a good idea to assign the name CONTAINER_ID for an element of the type rule link. If a case is created from a record, the system reads the reference number of the record and transfers it to the case indicator.

    If a case is created outside a record, the rule link can link to a rule which must be used in this case. The rule to which the link with the name CONTAINER_ID links is only used if no superordinate object is known which has an indicator that can be read and inserted.

Using the Rule Templates in the Standard System

  • The rule templates should be used as templates for defining your own generation rules. You can copy the templates and adjust them to your own requirements.

    The template rules cannot be used directly. They cannot be used for generating unique indicators.

  • You have to select a record plan in the system in the rule element FILEPLAN_POS before you can use a copy of the template rule for reference numbers of the record. If you want to use the template record plan entered in the template rule, you still have to choose reselect.
  • Explanation of the Template Rules for Case Indicators:

    Two template rules are delivered for case indicators: RMPS_TEMPLATE_CASE and RMPS_TEMPLATE_CASE_EXTERN.

    The actual rule for generating a case indicator is the rule RMPS_TEMPLATE_CASE. It has the effect that if a case is created from a record, the reference number of the record is transferred and is divided by a separator and connects a current number of the cases in this record.

    If a case is stored outside a record, it should be possible for the user to manually enter the reference number of the record to which the case could belong. There is therefore a rule link to the rule RMPS_TEMPLATE_CASE_EXTERN in the rule RMPS_TEMPLATE_CASE. This is only used if a case is created outside a record and there is no reference number available that can be transferred to the case indicator.

    Important Note

    Before you can use copies of the two template rules for cases, you have to:

    • Enter the link to your copy of the rule RMPS_TEMPLATE_CASE_EXTERN in your copy of the rule RMPS_TEMPLATE_CASE in the rule element CONTAINER_ID (rule link).
      • If you do not do this, the template rule RMPS_TEMPLATE_CASE_EXTERN is used instead of your copy and this is not allowed.
    • Select one of the record plans in the system in your copy of the rule RMPS_TEMPLATE_CASE_EXTERN i
Business Attributes
ASAP Roadmap ID 899   not to be assigned 
Mandatory / Optional 2   Optional activity 
Critical / Non-Critical 2   Non-critical 
Country-Dependency A   Valid for all countries 
Maintenance Objects
Maintenance object type C   Customizing Object 
Assigned objects
Customizing Object Object Type Transaction Code Sub-object Do not Summarize Skip Subset Dialog Box Description for multiple selections
SRMREFRULE T - Individual transaction object SRMREFRULE  
History
Last changed by/on SAP  20030605 
SAP Release Created in 110_620