Hierarchy
EA-FIN (Software Component) EA-FIN⤷
RE-FX (Application Component) Flexible Real Estate Management⤷
RE_CA_CU (Package) RE: Customizing (IMG) and Area Menu
IMG Activity
| ID | REFXV_TIVCPOIOTBS | Basic Settings and Document Templates |
| Transaction Code | S_ALN_01000785 | (empty) |
| Created on | 20020129 | |
| Customizing Attributes | REFXV_TIVCPOIOTBS | Basic Settings and Document Templates |
| Customizing Activity | REFXV_TIVCPOIOTBS | Basic Settings and Document Templates |
Document
| Document Class | SIMG | Hypertext: Object Class - Class to which a document belongs. |
| Document Name | REFXV_TIVCPOIOTBS |
Use
In this section, you make basic settings for single correspondence using office integration. For an overview of the correspondence functions available, along with their pros and cons, refer to Correspondence. You can create single correspondence in the application using office integration, for example, for a real estate contract. In the RE Navigator choose @DK@ with the quick info text Print with Office Application.
You make separate settings and enter separate document templates for each different real estate object type.
Prerequisites
From the RE Navigator, you can also choose to store documents that were created. You can choose among three different types of storage: database of the SAP System, content server or external archiving system. Which strategy is best for you is dependent on the volume of documents you need to store. In the standard system, documents are stored in the database of the SAP System. However, this makes sense only for a small number of documents. The settings for the storage system are found in the Define Content Repositories IMG activity.
To use a different type of storage, assign the configured content repository to your real estate object types. The Customizing settings are in these IMG activities:
Assign Business Objects to Document Classes
Maintain Storage Categories
Standard Settings
Standard Customizing contains the real estate objects, for which you can make these settings:
- Business entity
- Property
- Building
- Rental object
- Architectural object
- Real estate contract
For each object type, SAP provides an example of a document template for a general letter for Microsoft Word (in English and German). The document templates are also stored as Business Documents. You display and manage the stored document templates, along with stored documents, using the Business Document Navigator.
Activities
You use the Inactive indicator to specify if the single correspondence function is needed for a given object type. For example, to deactivate the @DK@ button for architectural objects in the RE Navigator, set this indicator for the I0 object type. Existing document templates are not affected by this change.
To edit and assign document templates for an object type in the Business Document Navigator, double click on the object type. The detail view appears, where you choose @0Z@ Document Templates with the quick info text Change Document Templates.
Example
Creating a New Document Template Using Microsoft Word
You can transfer the documents you currently use to a document template without difficulty.
- Start Microsoft Word on your PC and open the existing document. Replace the variable elements in the document, such as name, address, contract number, with mail merge fields (see the Supported Mail Merge Fields section below). Save the changed document and leave Microsoft Word, so the document is not blocked.
Note: The term Document Template as used by SAP does not refer to the Document Template (.dot) file type in Microsoft Word. Save all document templates for your single correspondence as Word Document (.doc) file types.
- Import the document templates you saved locally to the SAP System. First go to the Business Document Navigator for the given object type using this IMG activity by choosing @0Z@ Document Templates in the detail screen of the object type.
- Choose the Create tab page in the lower part of the Business Document Navigator. Double click on the Text entry under Standard doc. types. The Open File dialog box appears, where you can import the documents.
Storing and Transporting the Document Templates
The document templates are assigned to a content model in the standard system. This defines the documents as client-dependent and transportable. The document templates provided by SAP are in client 000. There are two ways to make the document templates available in another system or client.
- Go to the Business Document Navigator that shows the document types for the given object type using this IMG activity (see step 2 for description).
- To transport documents, select the document templates and choose @4A@ with the quick info text Transport documents.
- To download documents locally, select the document templates and choose @48@ with the quick info text Export document. Save the document in a directory of your choice (for example, on your PC). Log on to the target system or client and go to the Business Document Navigator there. To import the locally saved document as a document template, choose the Create tab page in the lower part of the Business Document Navigator. Double click on the Text entry under Standard doc. types. The Open File dialog box appears, where you can import the documents.
Display Supported Mail Merge Fields
For each real estate object type, there is exactly one flat DDIC structure that defines all mail merge fields that are supported. Only this data from the SAP System is available to the office application when you create documents. The name of the DDIC structure is predefined in the system and is displayed in this IMG activity. You can navigate directly from the detail display of the object type attributes to the field list of the DDIC structure:
- Choose @10@ Supported Data Fields (this corresponds to transaction SE11).
Using an enhancement, you can add more fields to this DDIC structure, and fill it with data when a document is created. For more information on this enhancement, refer to Implement Enhancements (BAdI)
Adding a Mail Merge Field Using Microsoft Word
- Open the document template using Microsoft Word and perform these two steps:
- Determine the field name for the mail merge field you want in the DDIC structure (as described in step 4). Use a separate session for this.
- In Microsoft Word, position the cursor where the mail merge field should appear. In the menu, choose Insert -> Field, then select Category: Mail Merge -> Field Name: MergeField. For the field name, enter the field from the DDIC structure and confirm.
- Repeat these two steps for all mail merge fields and save the document.
There is no option for making a selection within Microsoft Word when you are adding a mail merge field.
Additional Hints
Formatting Mail Merge Fields in Microsoft Word
For technical reasons, replacement of text in mail merge fields during document creation is based on simple text replacement (search and replace function). Therefore, the mail merge function of Microsoft Word, which can use other data sources, such as ODBC data source, text file, and so on, is not used here. As a result, formatting options for mail merge letters, such as different date or currency formatting, as well as line compression for blank field contents, are ignored.
The number of mail merge fields is limited to 4096. If you add technical fields automatically, then this maximum number can be reduced slightly.
The data from the SAP System is displayed in the office application just as it would be in the SAP System, taking the current user settings into account (date, number and currency formatting). If you need other formatting, add a user-defined field, typed for this formatting, to the DDIC structure.
File Size of Templates
Regardless of the integration with the SAP System, the size of file (bytes) for the documents created is at least equal to that of the template. If you want to store the documents created, you should make sure that the file size of the template is as small as possible. Before you import a document into the SAP System as a template, make sure you avoid all macros or similar code and delete the processing history.
Using Key Words for Structuring in the Business Document Navigator
You can enter up to four key words for a stored document template in the Business Document Navigator. When you call single correspondence in the RE Navigator, these key words are evaluated for the display of the input help for templates. The system interprets the key words here as grouping criteria. The grouping is always at one level. If you want to define more than ten templates for an object type, then it makes sense to group the templates by topic or by organizational units. If you assign a template to several key words, then the template appears under several nodes in the input help.
Notes for Correcting Errors
If mail merge fields are not replaced with data from
Business Attributes
| ASAP Roadmap ID | 262 | Technical and Graphical Settings |
| Mandatory / Optional | 1 | Mandatory activity |
| Critical / Non-Critical | 1 | Critical |
| Country-Dependency | A | Valid for all countries |
Assigned Application Components
| Documentation Object Class | Documentation Object Name | Current line number | Application Component | Application Component Name |
|---|---|---|---|---|
| SIMG | REFXV_TIVCPOIOTBS | 0 | ALN0000038 | Correspondence |
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 |
| V_TIVCPOIOTBS | V - View | SM30 |
History
| Last changed by/on | SAP | 20030429 |
| SAP Release Created in | 110 |
