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DM251 SAP Records Management: Electronic Records and Cases

Contributing Speaker(s)
Chris Ritterhern,
Director of Technology, GEMS Inc.

Ulrich Spinola,
Senior Consultant, SAP AG

Joachim Becker
Product Manager, SAP AG

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Learning Objectives

As a result of this workshop, you will:

Be able to work with Cases in Case Management Be able to configure cases to fit your needs (company specific processes) Be able to work with the Registry Know the basic principles of the Service Provider Framework (which is the heart of SAP Records Management)

This hands-on session offers you first experience with the system and gives you an introduction into system configuration (customizing). Learn more details in
Extending SAP Records Management and Case Management Using New Services (DM351)

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Case Management Case Configuration Service Provider Framework Summary

Case Management Case Configuration Service Provider Framework Summary

SAP Records Management is About Management of Digital Documents

scanned documents, stored securely, retrieval supported create and change documents in the SAP system ArchiveLink documents, document info records, interactive forms

Digital Records
put arbitrary information objects together (Business Objects, documents, processes) form a structure (according to the business process) document business processes (ensure legal compliance)

Digital Cases
actively process tasks improve foundation for decisions
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Overview on Cases And Case Components

1:1 Case

Header data


Case Record
(Linked objects)

Case Notes

Process Route


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Exercise 1: Working With Cases (Beginner)

In this first exercise we create a demo case Problem Message this is not a real life scenario but a demonstration of the functionality that is offered in the system. Start Case Management (transaction code SCASE)

Create a new case of case type PMSG (Problem Message)

Maintain attributes of the case. As Header enter Problem Message ## (where ## is your group-number). Edit a short problem description. Fill in additional information into Linked Objects. Create the process route. Change the status into In Process.

Start the Business Workplace (transaction code SBWP)

Accept your work item and complete it
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Records Management System (RMS_ID)

Dr. Jones, Mrs Yukava, Orthopaedist HR

Mr Smith, Administration

Patient files

Personnel records

Budget planning records

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Organizer: Element Types And Types

1. To start Case Management use transaction code SCASE. The Organizer is started. In the Role Based View you see a list of available Types and Element Types. Types are preconfigured in the system.
Cases Records Business Objects Documents

Element Types are definitions for information objects. 2. To create a Problem Message click on Problem Message and choose Create in the context menu (right mouse click).
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Maintain Attributes And Edit a Problem Description

3. Maintain attributes of the case (some attributes are available as dropdown-boxes). You can close the attributes section.

4. Choose Description as note type. Enter your text and press Copy.

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Move on to The Attached Case Record

5. Click the Linked Objects button and confirm that you want to save the problem message.

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Case Record (Empty)

6. To fill the attached Case Record choose one of the activities Create or Find.

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Case Record (Partially Filled)

If youve finished to fill the Linked Objects, save the problem message and continue with the definition of the process route.

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Definition of The Process Route

7. Insert a sequential process step and enter your User ID and activity Display.

8. Change the status into In Process and save your problem message.
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Case Management Case Configuration Service Provider Framework Summary

Configuration of Cases
Definition of a status profile and how the system reacts on changes of the status You can add additional functions (function profile) like further push buttons

Definition of process specific attributes, groups, order of attributes


You can add further subcomponents Log




Definition of a record model and the possible content of records

Definition of note types

Definition of the process route (workflow tasks, agent assignment, process route template )

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Customizing Case Management: Case Type

Case Type


Settings for Case Records Settings for Case Notes Attribute profile Function profile Status profile

The case type bundles all settings for the case and its sub-components.

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further profiles and settings

Implementation Guide / Case Type Definiton

Implementation Guide for Case Management: transaction code: SCASE_CUSTOMIZING

The Case Type combines all profiles

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Example: Attribute Profile

The attribute profile defines the attributes that are available for cases of a certain case type. General attributes for cases are defined in the table SCMG_T_CASE_ATTR. To include new attributes, you need to create a new table with the same key like SCMG_T_CASE_ATTR. Add the name of your table to the attribute profile and define which attributes you want to use. You also can define groups of attributes and the order how the attributes should appear on the screen.

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Exercise 2: Configuration of Cases (Advanced)

In this second exercise we configure a new case type with slightly different behavior. Create a new attribute profile ZATPRO##. (where ## is your group number)
the profile includes: Header, Case Type, Company Code, Priority, Created By, Created On, Person Resp., Status

Define a new Case Type CT## (copy PMSG). Your Case Type should use ZATPRO## as attribute profile. Optional (you need to know SP Framework): Change the Record Model for the Case Record.
Create a new element type for a Case. Create a new element type for a Case Record. Create a new record model for the Case Record and apply your model to your Case Type. Test your new Case Type.

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Attribute Profile
To use the additional attribute Company Code the trainer created the database table ZCMG_T_CASE_ATTR.

Definition of the attribute profile with rows and columns for the attributes.

Header for the new Case Type definition CT##.

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Case Management Case Configuration Service Provider Framework Summary

Service Provider Framework

SAP Records Management integrates various information objects from various sources
Material Business Objects from SAP and Non-SAP systems Contact Invoice Personnel

SAP Records Management is not restricted to a predefined set of information objects but open for extensions instead The open infrastructure behind SAP Records Management
is implemented in ABAP Objects is service oriented (ESA) can be used in other application contexts as well (not only documents, records and cases)


Desktop Documents and Templates

Web Content


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How Are Elements Integrated in a Record? SAP Records Management is based on the Service Provider Framework. Each service provider is responsible for the integration of a particular group of elements. Examples of Service Providers:
Service provider for Business Objects Service provider for general documents Service provider for scanned documents (stored via ArchiveLink) Service provider for Process information (SAP Business Workflow) Service providers for transactions, reports Service provider for records and models of records

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Overview of Entities

Service Provider

An element type is a sub class of objects of a service provider.


An element type is classified by a type.

n Element Type

An element type is defined in a RMS.

1 n


An element is an instance of an element type.



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Example of Entities: BOR Objects

SP BOR Objects

BOR Object Type

n ET Invoice

1 RMS Accounting 1 RMS Accounting 2 RMS HR 2 RMS HR

Element Invoice No. 1000100

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What is Special With Case Management?

Service Provider SCMG_SP_CASE

Service Provider SCMG_SP_CASE_RECORD

Subcomponents Notes
Service Provider SCMG_SP_CASE_NOTES Cases are realized by a Service Provider that combines other Service Providers.

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Technical View on Case Management

Case Management runs in a separate area: S_AREA_CMG. For Cases SAP delivers the following new Service Providers:
SCMG_SP_CASE SCMG_SP_CASE_NOTES SCMG_SP_CASE_RECORD for Cases for Case Notes for Case Records (Linked objects)

SCMG_SP_CASE is responsible for the behavior of the Case and the others determine the behavior of subcomponents. Another new Service Provider SCMG_SP_CASE_LOCATOR implements an alternative Search for Cases.

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Definition of service providers and element types in the registry. Youll find Case Management in: Application Registry > S_AREA_CMG

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Connection Parameter for SP Workflow, SP ArchiveLink, SP Business Objects

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Case Notes
The Case Type is linked to an element type for Case Notes. The element type for Case Notes belongs to the Service Provider SCMG_SP_CASE_NOTES. You need to maintain a value for the connection parameter OBJECT
The default is the SAPScript text-object SCMG_CASE. You can adopt this text object to your needs (activity in the implementation guide)

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Case Record / Linked Objects

When defining a case type you need to maintain an element type for a case records and a record model. The service provider SCMG_SP_CASE_RECORD implements the behavior of case records.
The service provider SCMG_SP_RECORD implements the behavior of a standard record (which is not part of a case).

Important: when classifying the element type for case records, do not assign a type and set the parameter ORG_HISTORY=NO_ENTRY.

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Definition of a Record Model

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Case Management Case Configuration Service Provider Framework Summary

SAP Records Management includes tools for the management of electronic records, documents, cases and processes. Cases are used to actively process business tasks. Cases include attributes, Notes, a Case Record (Linked Objects) and other information that is used in the process context. It is possible to extend cases by additional components. Cases are configured by defining a Case Type and some profiles (attribute profile, terminology profile, status profile etc. SAP Records Management relies on an open infrastructure: the Service Provider Framework. SP Framework allows to enhance the application by additional services (e.g. integration of third party applications). Records Management / Case Management is included in various preconfigured application solutions.
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Further Information
Public Web: SAP Service Marketplace:

Related SAP Education Training Opportunities

BIT640 SAP Records Management E-Learning (Ramp-Up Knowledge Transfer / Online Knowledge Products)

Related Workshops/Lectures at SAP TechEd 2004

DM102, SAP Records Management: Cases Drive your Business Process, 1-hr Lecture, Beginner DM 351, Extending SAP Records Management and Case Management Using New Services, 4-hr Hands-on, Advanced BPM101, Interactive Form-based Processes in mySAP ERP 2004, 1-hr Lecture, Beginner BPM152, SAP NetWeaver BPM: Build Your Own Workflow, 2-hr Hands-on, Beginner

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SAP Developer Network

Look for SAP TechEd 04 presentations and videos on the SAP Developer Network. Coming in December.

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Please complete your session evaluation. Be courteous deposit your trash, and do not take the handouts for the following session.

Thank You !

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Copyright 2004 SAP AG. All Rights Reserved

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