How to get genvar & specifi information based on document number(DMS) ?

[Former Member]

Dear Expert,

We have created MSDS report from Specification Management and after creation of MSDS, one document entry getting created in DMS. now based on document number, i want to get the information about Generaion Vaiant and Specification from which MSDS dcument got created.

I am unable to find out table name to get information about Generaion Vaiant and Specification which was used to create MSDS report.

thanks

Bhuwan

[christoph_bergemann]

Hello all

I am not sure If I really understood the question correct. This is my intepretation and my answer:

a.) If you have created a WWI document in the specification management system using the standard WWI setup with suitable generation variant (at least the status should be ready as the final status) etc. and this is of type "MSDS" and you are using SAP standard or something similar normally you will get a report/WWI document which you can search for using the report information management (if report is released) or "edit report management" transaction if report not yet released) with the following informations

a.) specifcation key

b.) Generationvariant

c.) language

d.) status of document

e.) (e.g. status net)...

f.) ..

The main information regarding a WWI report created by "create report" is stored in table ESTDH. Using this table you will find the link to DMS (not to archive if you use an archive) because the WWI document generated receives an unique key in the DMS (normally regarding WWI documents this is a document of type SBR and key something like "WWI-....".

Using this key you can search for any WWI report very "easy" in DMS management using SAP Standard transaction to find the corresponding report/document. You can if necessary then download the report if necessary.

Keep in mind that if you use an "archive" that the information given above is not "sufficient" but you need to ask some "archive" expert to get the link to the "real" document

With best Regards

CB

PS: it might be of interest to all that using some EH&S version it is possible to "zip" documents of type WWI. So you can reduce the amount of space needed either in DMS or in achive. It is clear that this technique does have "pros" and "cons". Furthermore there are techniques available to really "archive" existing document (e.g. if they might be "historic" and old enough to be archived; keep im mind, that some legal interpretaiotn is "specifiying" that you need access to such document which might be older than 15 or more years).

PPS: if the question deals with documents which you can upload as user defined text with higher EH&S releases my intepretation is wrong but the basics are still true; in this case you will not ! find an entry in ESTDH. Here you need really ESTVH; ESTVA etc. to get the link to the document

Further addon: the same is true if you are using "inbound" documents. These are link to the specification key by using a generation variant; with SAP Standard the document type "IBD" is shipped. In this case the key to search in DMS is different but the process is the same

[Former Member]

Hi Bhuwan,

As per my understanding, this information is not directly possible to get in any table or structure. You will have to understand that only MSDS template is fixed here, while specifications and generation variant are variables. Specifications are serving for the purpose of converting symbols into values & phrases, while generation variant is restricting the output of the report. Logically there can't be a connection here.

I suggest you to better insert a symbol for specification name as well in your MSDS template. So, everytime you generate MSDS report, you get specification name also in the report. Now for generation variant, you may include "validity area" (under status tab of specificayion) as another symbol, which may give you some help to find out the generation variant.

Another bold suggestion can be of changing the no. range assignment of EH&S document templates (doc. type SBV) to external assignment, where you make it a practice of writing specification name and gen. variant name in the doc. no. itself (alphanumeric) ; but, not sure of it's impact elsewhere.

Regards

Pavan

[Former Member]

Hello Pavan,

Thanks for your suggestion, Actually we are triggering workflow whenever report gets generated and document gets saved into DMS table DRAW. it will contain DIR of the generated MSDS Report not other information about MSDS report. now once document gets created in DMS workflow will trigger and task will go to concern person for MSDS approval. so getting information about MSDS report (Specification and Generation variant) we have to search for the record based on Document number in ESTDH(Report Header) table. now my question is that ' is there any other table where also we can find information about specification number and generation variant for generated MSDS report.

Thanks

Bhuwan

[Former Member]

Hello Bhuwan,

Again, as far as I am concerned, I don't see any table where you can find link between doc. no , specification, & generation variant. It should not be possible because by generating report , you are not doing any posting against any SAP object. Nevertheless, the two tables which may be of your interest should be ESTRI, & ESTVH.

Alternatively, if you define "workflow task" (i.e, object type & object Id) for document type "SBR" , status- AR(archived) in DMS configuration, the workitem should get triggered to the specified SAP inbox for document release. Check if you can attach whole of the MSDS document as an attachment in outgoing mail to the releasing authority. By opening this attachment, one should get aware of the specification.

Please do let me know if you find out any other solution.

Regards

Pavan