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SAP-EH&S

Environment, Health and Safety (EHS)


Environment, Health and Safety (EHS)
Basic Data and Tools (EHS-BD)
Product Safety (EHS-SAF)
Hazardous Substance Management (EHS-HSM)
Dangerous Goods Management (EHS-DGP)
Waste Management (EHS-WA)
Occupational Health (EHS-HEA)
Industrial Hygiene and Safety (EHS-IHS)
Roles for Environment, Health and Safety (EH&S)

Purpose
This SAP component supports you with all activities in the areas of industrial safety,
health, and environmental protection.
Integration
To be able to use all EH&S functions, you will require the following SAP
components:
Function Required

Component Necessary

Entry of logistical data for substances

Material Master (LO-MD-MM)

Setting up value assignment types

Classification System (CA-CL)

Implementation of engineering
change management
Report management
Report shipping, dangerous goods
management

Engineering Change Management (LOECH)


Document Management (CA-DMS)
Materials Management (MM), Sales and
Distribution (SD)

Transfer of employee data

Personnel Administration (PA-PA)

Transfer of data from business


partners to the injury/illness log,
incident/accident log, and accident
reports

SAP Business Partner (CA-BP)

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Defining of exposure groups,


assigning of agents

Organizational Management (BC-BMT-OM)

Integration of data into the work area

Work Centers (PP-BD-WKC)


Functional Locations (PM-EQM-FL)
Material Master (LO-MD-MM)

Features
Environment, Health and Safety comprises the following SAP components:
Basic Data and Tools (EHS-BD) contains all data and functions you require for
the other EH&S components at one central point. For example, you can
manage specifications for various EH&S objects (substances, dangerous goods
classifications, agents, waste codes, and packaging) and text modules (known
as phrases), and create templates for EH&S reports. It also includes tools that
allow you, for example, to enter and display language-dependent EH&S data in
all possible languages in the SAP system, and to exchange data between
systems.
Product Safety (EHS-SAF) contains functions required to manage hazardous
substances in companies that manufacture hazardous substances. For
example, you can manage and ship EH&S reports such as material safety data
sheets, create labels, have the system determine them automatically, and
create the composition of the specification of the relevant substance from the
BOM for a material.
Hazardous Substance Management (EHS-HSM) contains functions required to
manage hazardous substances in companies that use hazardous substances.
For example, functions are available that make it easier for you to create the
reports prescribed by the U.S. Superfund Amendments and Reauthorization
Act (SARA).
With Dangerous Goods Management (EHS-DGP), you can manage dangerous
goods master records, run dangerous goods checks, and create dangerous
goods documents.
With Waste Management (EHS-WA), you can manage waste disposal processes,
create the reports necessary for transportation and disposal of waste, and
distribute the resulting costs proportionally among the cost centers in the
enterprise that generated the waste.
With Occupational Health (EHS-HEA), you can plan and perform health
surveillance protocols in your enterprise, and create and manage occupational
health questionnaires.
With Industrial Hygiene and Safety (EHS-IHS), you can organize industrial
hygiene and safety in your enterprise and manage the hazards and agents
that are present. In addition, you can process events with or without injury to
persons and create reports such as standard operating procedures and
accident reports.

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Basic Data and Tools (EHS-BD)


Basic Data and Tools (EHS-BD)
Accessing Basic Data and Tools
Specification Management (EHS-BD-SPE)
Specification
Specification Editing
Specification Information System (EHS-BD-SIS)
Report Definition (EHS-BD-RDF)
Phrase Management (EHS-BD-PHR)
Tools (EHS-BD-TLS)

Purpose
This SAP component contains data and functions that you require for several areas
of the SAP component Environment, Health and Safety (EH&S).
Implementation Considerations
The Basic Data and Tools are the prerequisite for you to be able to use the other
SAP EH&S components:

Product Safety (EHS-SAF)

Hazardous Substance Management (EHS-HSM)

Dangerous Goods Management (EHS-DGP)

Waste Management (EHS-WA)

Occupational Health (EHS-HEA)

Industrial Hygiene and Safety (EHS-IHS)


This means that regardless of which of the SAP EH&S components you want to use,
you need to process Customizing for Basic Data and Tools and create the necessary
data in Basic Data and Tools before you implement the other components.
Integration
You must have installed the following SAP components to be able to use all the
functions of Basic Data and Tools:

Engineering Change Management (LO-ECH)

Document Management (CA-DMS)

Classification System (CA-CL)

Material Master (LO-MD-MM)

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Sales and Distribution (SD)

Features
Basic Data and Tools contain the following SAP components:
In specification management you enter all environmentally relevant data and
other data for substances (pure substances, preparations, mixtures, and
residual substances), agents, packaging, and waste codes in specifications.
This data includes information on identifiers, material assignments,
compositions, listings, properties, and assignments to regulatory lists.
You can also enter data for dangerous goods regulations and dangerous goods
classifications in specifications. You can use the filling function from the SAP
component dangerous goods interfaces to copy dangerous goods classification
data to the dangerous goods master. For more information, see the
documentation for the SAP component Dangerous Goods Management in the
sections
Dangerous Goods Basic Data,
Dangerous Goods Classification,
and
Tools.
You can copy data on dangerous goods storage classes, VbF classes, and
water pollution classes to Warehouse Management. For more information, see
the Implementation Guide (IMG) for Logistics Execution under Transfer
Hazardous Substance Data from the Specification Database.
In the specification information system you can access specification data directly
and display it in different ways.
In report definition you set up the prerequisites for being able to print
specification data on EH&S reports (such as material safety data sheets and
standard operating procedures). You design the layout of report templates
using Windows Word processor Integration (WWI), which gives you access to
Microsoft Word functions. Specially defined symbols in the report templates
are replaced by values from the SAP system when reports are generated.
Phrases are printed in the languages specified. You use ratings and validity
areas to specify that only permitted specification data appears on the report.
You can create standard texts in the form of phrases in phrase management,
reducing the amount of writing and translating necessary. Phrases are
managed in libraries.
Under the tools you will find functions for importing data from legacy systems,
exchanging and distributing data between systems, editing it, and archiving it.

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Accessing Basic Data and Tools


SAP-Logon icon on your desktop

SAP-Logon Pad Select the required SAP system

Enter the logon information

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SAP GUI (Graphical User Interface)

SAP EH&S Menu Path

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In the overview tree on the SAP Easy Access screen, choose SAP menu Logistics
Environment, Health and Safety Basic Data and Tools.
The Basic Data and Tools node is expanded. The menu paths described in this application help
are based on navigation in the lower-level nodes.
Specification Management (EHS-BD-SPE)
Specification
Specification Category
Specification Type
Specification Editing

Specification Management (EHS-BD-SPE)


Purpose
With this SAP component you create specifications for EH&S objects such as
substances, agents, dangerous goods classifications, waste codes, and packagings
and assigns characteristics to these objects using identifiers. For each specification
you enter structured data and text information, for example, in the form of phrases.
You can find information about R and S phrases, material safety data sheet
requirements, or physical attributes. The SAP system offers you a selection of
typical properties, known as value assignment types, in a property tree. If required,
you can use Customizing for Basic Data and Tools to define your own property trees
and value assignment types.
Specification management uses interfaces to external systems to enable you to
determine secondary values from existing values. You can then transfer this
secondary data and use it to assign values to specifications (see Secondary Data
Determination).
Data security must be guaranteed for data you store in specification management.
The SAP authorization concept prevents unauthorized access to specification data.
All changes to data are logged and thus traceable.
The SAP system enables the creation of a central specification database. The
database can be used for cross-company queries that are for research purposes or
to provide immediate information for incident management. The large amount of
information is stored in one central location. The database can also store data for
information purposes on specifications of substances that are not physically handled
in a company. Data can be recorded in local specification databases and then be
matched up with the data stored in a central specification database. Data from the
central specification database is then distributed to other systems within
companies, which process data for planning, checks, and evaluations.

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Integration
If you use the SAP
Classification (CA-CL) component, you can define the value
assignment types in accordance with your requirements because the classification
system permits the definition of any properties (classes) with any fields
(characteristics) you require.
You can assign any number of materials to a specification, thus creating a link to
other logistic processes. Currently,
automatic report shipping for the
specifications of substances requiring a material safety data sheet is carried out
from within Delivery, for example.
The SAP system supports the import and export of specification data in productive
systems. Standard interfaces simplify the transfer of data from existing applications
or external systems. EH&S runs data consistency checks. When exporting
specifications, you can convert phrases in the active phrase library to phrases for
the export library. Similarly, when importing specifications, you can convert
phrases in the import library to phrases for the active phrase library (see Tools).
Laws and regulations are regularly amended. These amendments cause changes to
system behavior and specification data. You use engineering change management
and change documents to assign specification changes to validity periods, and to
log changes. Specification management thus allows for mass changes for which you
can specify key dates. All modifications become valid on the key date you select.
The system allows you to change this date.

Specification
Definition
A specification is a description that uses identifiers and value assignments such as
physical and chemical properties, medical advice, and details on transport and
storage.
Use
The specification is the central data object for mapping substances, agents,
packaging, waste codes, and dangerous goods classifications in the SAP component
Environment, Health and Safety (EH&S).
Structure
The specification category groups specifications generally according to their usage
and meaning. Specification categories are further subdivided into specification
types. The specification categories are predefined; you cannot change them. You
specify the specification types in Customizing for Basic Data and Tools.

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Specification Category

Possible Specification Types

Substance

Real substance, listed substance

Agent

Noise, dust, real substance

Packaging

Box, barrel, bottle

Waste code

Waste code

Dangerous goods classification

Specification types according to the


regulation families

SAP Transaction for Specification workbench: CG02


Each specification can be described in the identification by a number of identifiers in
the form of numbers, names, or chemical formulas.
A specification can pass on data to one or more other specifications by reference or
inheritance.
Integration
Authorization groups divide specifications into user groups that are authorized to
work with these specifications.
Specifications are assigned values in value assignment using the value
assignment types of various value assignment categories (such as Property,
Composition, and Listing).
From the point of view of logistics, you can assign one or more materials to a
specification, depending on the specification type (see Material Assignment). This
means you can use a specification as often as you wish.
Example
See Example: Editing Substance Data

Specification Category
Definition
A general grouping of specifications based on their use and significance in companies.

Use
Specification categories are subdivided into specification types. The following specification
categories currently exist in the SAP Environment, Health and Safety (EHS) component:
Substance
Agent
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Packaging
Waste code
Dangerous goods classification
In the SAP Recipe Management (PLM-RM) component, the following specification categories
are used in addition:
Recipe
Formula
Equipment requirement
Process element
In the specification workbench there is a separate node <specification category description>
for each specification category. By double-clicking this node you can search for specifications of
this specification category. You can arrange specifications of the specification category below
the node.
To change the specification category, simply choose the node for the specification category you
require in the specification workbench or choose a specification below the node.
In the various EH&S components there are special workbenches available, which only contain
the specification categories you require for use in each special case. For example, the
dangerous goods workbench contains only specifications of the specification category
Substance and Dangerous Goods Classification.

Integration
In Customizing for Basic Data and Tools in the following IMG activities, you define
dependencies for specification categories (for more information, see the respective IMG
activities):
SAP EH&S Configuration (Customizing)-Transaction : SPRO

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Specify Specification Types
You must assign at least one specification category to each specification type. The
specification type is then only available for specifications of the given specification
categories.
In the standard system, the specification type Real substance is assigned to the
specification categories Substance and Agent. This means you can enter substance
data and agent data in one specification, for example, for acetone, and you do not
need to create two separate specifications for the substance and the agent. By
means of this assignment, the system also finds the specification of the type Real
substance when you search for substances or agents.
Check Identification Types
You must assign at least one specification category to each combination of identification
category and identification type. The combination of identification category and
identification type is then only available for specifications of the given specification
categories.
Check Identification Listing
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You can assign a specification category to an identification listing and thus control the
display of identifiers in the hit list depending on the specification category, for example. If
you have assigned a specification category, this identification listing has the highest
priority.
Manage User Exits
You can assign a specification category to a user exit. The user exit is then only available
for specifications of the specification category (for example, user exits for secondary data
determination).
Specify Component Types for Compositions
You must assign at least one specification category to each component type. The
component type is then only available for specifications of the given specification
categories.
Specify Regulatory Lists
You must assign at least one specification category to each regulatory list. The regulatory
list is then only available for specifications of the given specification categories.
Specify Groups
You can assign a specification category to a group. The group is then available as a node
in the group tree depending on the specification category set.
Specify Authorization Groups
You must assign at least one specification category to each authorization group. The
authorization group is then only available for specifications of the given specification
categories.
Specify User-Defined Text Types
You must assign at least one specification category to each user-defined text type. The
user-defined text type is then only available for specifications of the given specification
categories.
Specify Sources
You must assign at least one specification category to each source. The source is then
only available for specifications of the given specification categories.

Specification Type
Definition
Specification Type is an exact grouping of specifications based on their use and significance in
companies.

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Use
Each specification belongs to only one specification type. Specification types are used to
subdivide specification categories. By its assignment to a specification type, a specification is
assigned its exact role in an enterprise.
You assign a specification type to a specification when you create it. You define specification
types in the IMG activity Specify Specification Types in Customizing for Basic Data and Tools.
For each specification type you then specify the following:
Assign the specification type to one or more specification categories.
Specify whether materials can be assigned to the specifications of the specification type.
Specify which specification types a specification must belong to if it is to be used as a
source specification in a reference or inheritance relationship with a specification of the
specification type.
Specify which number range group the specification type is assigned to. In addition, you can
specify a check function that checks whether the syntax of the assigned specification key
is correct.
If required, specify an icon to be displayed in the navigation area and detail area of the
workbench in front of the individual specifications of the specification type. By assigning
different icons to different specification types, you can immediately recognize in the
navigation area and detail area which specification type a specification belongs to.

Example
The following specification types are supplied with the standard system for the specification
category Substance:
Real substance
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A real substance is one that physically exists in a company.


In the standard system, you can assign one or more materials to a real substance. You
can assign values to the value assignment types of a real substance, or transfer values
from listed substances using references or inheritance.
Real substance group
Real substance groups are used to represent families of real substances with the same
properties.
Listed substance
A listed substance is a substance whose properties are described in laws and scientific
literature.
Unlike real substances, listed substances are not manufactured, traded, or procured. You
can use a listed substance as a properties model for a real substance by assigning the
listed substance as the source specification in a reference or inheritance relationship.
Listed substance group
Listed substance groups are used to represent families of listed substances with the same
properties.
Copy template
Copy templates contain predefined value assignments. You can use them to create new
specifications for substances.
External real substance
The uses and exposure scenarios of the delivered materials are assigned to
specifications for which this specification type is defined. This data of the delivered
materials is provided by the supplier, for example, using extended safety data sheets as
inbound documents. Materials are not assigned to specifications with specification type
External Real Substance.
Exposure scenario
Exposure scenarios that are assigned to a real or pure substance in the value
assignment type Use and Exposure Scenario (SAP_EHS_1027_001) are created as
specifications with this specification type. This means that the exposure scenarios are
linked to the real or pure substances by means of the list in the value assignment
type Use and Exposure Scenario.

Specification Management (EHS-BD-SPE)


Specification
Specification Category
Specification Type
Specification Editing
Specification Workbench
Example: Editing Substance Data
Function Model for Specification Management
Specification Search
Query Management
Hit List
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Set of Hits Management


Drilldown Reporting Job
Engineering Change Management for Specifications
Creation of Change Documents for Specifications
Specification Status
Reference
Inheritance
Inheritance Template
Where-Used List for Specifications
Identification
Regulatory List
Assignment of Specifications and Materials
Value Assignment
Usage
Secondary Data Determination
Source Management
Regulatory List Management
Data Origin
Data Provider

Specification Editing
Purpose
See Specification Management

Prerequisites

To use specifications in the SAP system, you can create them or import them. To assign values to
specifications you must also have manually created or imported phrases and sources (see Phrase
Editing and Source Management).

You must have created materials in the material master to which you want to assign specifications.

You must have authorization to edit and display specifications.

Process Flow
See also: Function Model for Specification Management.
...

1. You edit specifications from a central interface, the specification workbench. You have the
following options when you access the function:

You can enter different search criteria and start a specification search. If the required
specification does not exist in the SAP system, you can create it.

You can define more search functions as user exits in Customizing for Basic Data and Tools.
You can start the specification search by executing a query (see Query Management).
You can load a set of hits (see Set of Hits Management).
You can create a specification from the search screen.

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In the navigation area of the specification workbench, you can select a specification that
you already transferred to the navigation area.
If you want to edit specifications using engineering change management, you must enter a change
number in the specification workbench.
2. The results of the search are displayed in a hit list. In the hit list, you then edit the
specifications and create new ones. For example, you can use the where-used list to display the
specifications that contain specifications in the hit list or use them as references. You can save the
set of hits shown in the hit list and load it again as required.
3. Regardless of whether you create a specification on the initial screen or from the hit list, you
first enter the header data for the specification. This includes entering the specification type.
You can copy an existing specification as a template. You can copy specification data from another
specification to an existing specification.
4. Using identifiers you create a unique description of a specification (see Identification).
You can assign a regulatory list to each identifier, which you edit in Regulatory List Management.
Also, you can assign a usage for each identifier and thus control which rating and validity area the
identifier is permitted for (see Editing Usages).
5. Depending on the specification type, you can enter reference specifications (references). A
reference transfers its value assignments to the referencing specification. If required, you can
overwrite these values. You can also pass on data from a source specification to target
specifications using inheritance. The inheritance template controls which data is passed on.
6. Depending on the specification type, you can assign several materials to a specification.
7. In the header data of the specification, you can specify the specification status and any
restrictions for editing of the header data.
8. The property tree offers a structured display of all the value assignment types that you can edit
in the value assignment (see Value Assignment). Within the property tree, you can copy individual
data records for value assignment types from one specification to another.
9. You store data and information on specifications as characteristic values in value assignment
(see Editing Characteristic Values).
For all value assignment types, you have the option of updating the assessment, specifying a
source (see Source Management), entering any number of user-defined texts and documents, and
using the usage to control which rating and validity area the value assignment is permitted for (see
Editing Usages).
For specifications that comprise a number of components, you can also specify compositions and
listings in the appropriate value assignment types.

In Customizing for Basic Data and Tools you can adapt the screens for searching for
specifications and the tab pages for editing the header data of specifications and value
assignment types to suit your requirements, define your own screens and tab pages, and,
for example, specify which tab pages are displayed depending on the specification type of
the specifications to be edited. You can also specify which objects are available in the
specification workbench.
This documentation describes the SAP standard system only. If you hide or change fields,
screens, or functions of the SAP standard system using Customizing, this can mean that the
processes, functions, and procedures described in this documentation no longer reflect
exactly the situation in your own system.

Result
From within the hit list, you can:

Start the export for specifications (see Export: Process)

Create report body requests for specifications (see

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Report Editing)

In the specification information system you call specific specification management data. A number of
output variants are available for display purposes (see Search and Data Output in the Specification
Information System).

Specification Workbench
Use
With the specification workbench you can display and edit specifications and other objects, such as
materials, using one central interface.

Integration
The specification workbench is used in the SAP components Environment, Health and Safety (EH&S)
and Recipe Management (PLM-RM).

Prerequisites
You have edited the IMG activity Set Up Workbench in Customizing for Basic Data and Tools.

Features
The following screen areas are available in the specification workbench:

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Toolbars
In these screen areas you will find the functions for navigating around the workbench, and you can
customize the specification workbench to suit your needs using the function
with the quick info text
Personalization.

Navigation Area
In this screen area you call the search screens for the individual object types and the hit lists for
previously run searches. You can also transfer objects to this screen area using drag and drop. You can
then call these objects by double-clicking them to display or edit them in the application area. These
objects are arranged below the node for the object type, for example, specifications of the specification
category Substance are arranged below
Substance. In addition, you can arrange objects below the
Favorites node. You can personalize your settings so that only the contents of certain folders is saved,
for example, you can specify that the objects below the
Favorites node are displayed again the next
time the specification workbench is opened, but those objects below the object type node are not.

Detail Area
This screen area displays the details for the currently selected object. You can select individual parts of
the object to display and edit them in the application area. For example, for a specification, the property
tree is displayed and you can select properties for value assignment in the application area.

Application Area
The following functions are available in this screen area:

You can enter search criteria when searching for objects of a certain object type.

Following a specification search, the specifications found are displayed in a hit list; you can select
the specifications you want to edit and transfer them to the navigation area.

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You can edit an object that you have selected in the navigation area, the detail area, or the hit list.

Activities
To open the specification workbench, in the Basic Data and Tools menu choose Specification Workbench.

Specifying Key Dates and Change Numbers


Use
With this procedure you specify the key date and the change number when you enter the specification
workbench.

Prerequisites
If you want to specify a change number, you must have created it in engineering change management
(see Engineering Change Management for Specifications).

Procedure
...

1.

In the Basic Data and Tools menu choose Specification Workbench.

2. Double-click
with the quick info text Key Date for Editing below the toolbar in the
specification workbench.
The Global Parameters dialog box appears.
3. Enter the required data and confirm your entries. If you enter a change number, the system
takes the valid-from date for the change number as the key date. A key date entered manually will
then be overwritten.
A dialog box appears in which the specified data is displayed.
4. Confirm your entries.

Result
The key date and the change number apply for all specifications that you display, create, or change in the
specification workbench, independent of the specification category of the specification. This means the
system displays all specifications for the key date entered and makes all changes to these objects in the
change state whose validity interval includes the key date. If you enter a change number, the system
makes the changes with the change number entered. Your settings are valid until you exit the
specification workbench again. If you have set the Retain Setting indicator, your settings are also valid for
all future accesses to the specification workbench until you change the settings again.
When you call a screen to search for specifications of a specification category, the system checks
whether the set change number is permitted for the specifications of this category. In Customizing for
Basic Data and Toolsunder Specify Environment Parameters you can specify a function module in the
environment parameter CHANGE_NUMBER_CHECK_FUNC. When you search for specifications, this
function module checks or changes the change number that was set in the specification workbench.

Example: Editing Substance Data


To create the substance 2-Propanone, you must enter the necessary substance data in the system. To
do this, you first create a specification of the specification category Substance. You either define the
specification key yourself (for example, LM_01) or let the SAP system assign a key.
As the substance is handled in companies and data must be accessible to all, assign the specification
type Real substance and the authorization group ALL to the specification.
Then characterize the substance by entering the following identifiers for the specification:

Trade name: Acetone

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Structural formula: CH3COCH3

CAS number: 67-64-1

In Customizing for Basic Data and Tools, the setting is made to allow materials to be assigned to real
substances. The material with the key 500000 (acetone r.g. in 2-liter bottles) is assigned to the
specification of the substance 2 Propanone correspondingly.
In value assignment you enter data for the following value assignment types, for example:

In Physical-chemical properties:
Boiling point: 56 C
Melting point: -95 C

In Regulations without transport:


Labeling: Highly flammable
MSDS requirement: MSDS shipping required

(See
Automatic Report Shipping)
As the data is to be accessible to all and valid for the whole world, the following usage is assigned to the
identifiers and all four value assignment types:

Rating: PUBLIC (Released w/o restrictions)


As the values are to be printed on a report, the active indicator is set for each rating.

Validity area: REG_WORLD (World)

The report generation variant links the usage with a report template that you defined in
report definition in Basic Data and Tools.
When a report is generated (such as a material safety data sheet, for example), only the
symbols on the report template are expanded that are released for the recipient and for
which the active indicator has been set.

Function Model for Specification Management


The specification workbench is the starting point for editing specifications. For example, you can search
for specifications before you create them. The search results are displayed in a hit list. From the
specification workbench, you can call the functions in specification management:

Specification header data with restrictions

Identifier assignment and assignment to regulatory lists

Property tree for navigation into value assignment

Reference assignment and inheritance

Material assignment

Specification status
The Create function is available in the specification workbench on both the initial screen for specification
searches and the hit list.

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Function Model for Specification Management

Specification Search
Searching Manually for Specifications
Extending, Refining, or Reducing Search Results
Creating Specifications
Displaying the Search History

Specification Search
Use
This function enables you to search for specifications. From the initial search screen for specifications,
you can do the following:

Use the search functions to define criteria with which specifications are to be selected

Start the specification search by executing a query

Integration
The results of the search are displayed in a hit list where you can extend, refine, or reduce the search
results and save them as sets of hits. From the hit list, you can also display the search history.

Features
All search criteria on the initial screen are linked by AND operations. This includes searches using:

Identifiers (for example, trade name, CAS number, structural formula)

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To improve performance, the system searches the long texts of the specifications only if you enter
more search criteria and thus reduce the number of specifications to be searched. If you do not
enter any additional search criteria or the search criteria entered do not reduce the number of
specifications to be searched, the system searches only the first 132 characters of the identifiers.

Regulatory lists

Material and material description

From-date and to-date


The system finds specifications that fulfill the selection conditions you specified on at least one day
within the given period. The days can be different for different selection conditions. In this case, the
key date is the day for which the data is displayed.

If you also want to display the data that was valid on an earlier date, you must enter the
earlier date as the key date instead of the current date proposed by the system.

Status
The system determines specifications whose data has a certain status.

Usage
The system finds specifications whose header data, identifiers, or value assignment types contain
the given ratings and validity areas. Searching for specifications via usage only influences the
search result if the system determines hits using the header data, identifiers, or value assignments,
meaning if an authorization group (for the header data), an identifier, or a value assignment is
entered as an additional search criterion.

For specifications of the specification category Substance, a hit is determined via the value
assignment if you have entered search criteria in the search functions Substance with
Values Assigned, Substance Contains Components, or Substance with Phrases Assigned.
When searching via usage, the system performs a rigorous check. This means the ratings and
validity areas of the data record must be identical to the ones you entered as search criteria or
must include them. If a data record does not have a usage, the system interprets this as follows in
the search:

If a specification has no usage in the header data or an identifier has no usage, it is valid
everywhere without restriction.

If a value assignment has no usage, it is not valid anywhere.


In Customizing for Basic Data and Tools under Adapt Initial Screens you can adapt the screens for
specification searches to suit your requirements. In Specify Environment Parameters you can specify a
function module in the environment parameter QRY_CHECK_FUNC that checks the search criteria in the
search for specifications. You can ensure, for example, that specification keys entered are always filled
with zeros.

Serach with Material Description (example Diesel*)

Page 22 of 142

Search Result Hit List

Extended Search Functions


Extended search functions are delivered in the standard system that you can check under Manage User
Exits in Customizing for Basic Data and Tools. To define your own search functions, refer to the
documentation of the corresponding reference function module. Write the new function module to
correspond with the reference module and its interface.
The following extended search functions are available in the standard system for the specification
category Substance:

Search Function

Result

Substance with Header


Data

The system finds specifications that fulfill the specified search criteria
in the header data. These include:

Specification details (key, specification type, and so on)

Administration data (name of the person who created the data,


name of person who last changed the data, data origin, data
provider, and so on)

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Substance with Values


Assigned

The system finds specifications that have certain characteristic values


for certain value assignment types.
You specify these value assignment types in the Property Tree dialog
box. The SAP system lists the corresponding characteristics for which
you can enter the values you require.
You can use the Nonempty Characteristics function to search for
specifications for which certain characteristics were already edited. If
you choose the Nonempty Characteristics function for a selected value
assignment type in the dialog box, the system displays the
characteristics for the value assignment type, which you can select
and transfer as required. As the search result, the system displays all
specifications where the selected characteristics contain any values.
You can set up the search to be exclusive or inclusive for non-phraserelated characteristics. To do this, call the input help for the
characteristic. A dialog box appears on which you can choose the
Comparison type function. If you then select the Exclusive field in the
Comparison Type dialog box, the SAP system finds all specifications
that do not have the characteristic values you specified. After
confirming, you can choose more value assignment types and enter
characteristic values.

Substance Contains
Components

The system finds specifications that fulfill the specified search criteria.
These include details covering reference quantity, specification key,
component type, and concentration. You can also enter the value
assignment type containing the relevant component.
You can choose whether the specified component:

Exists directly as an ingredient of the specification for which you


are searching

Exists as an indirect, further component of an ingredient

Substance Uses
Reference Substance

The system finds specifications with a particular reference.

Substance with
Phrases Assigned

The system finds specifications to which a certain phrase was


assigned as a value.

Substance Is Included
in Relationship

The system finds specifications that are included in inheritance


relationships (see Inheritance) and thus fulfill certain search criteria.
Using the search criteria you can also search for the following
specifications:

Substance Contains
Document

Specifications that occur in an inheritance relationship with a


certain inheritance template

Specifications that occur as partners in an inheritance


relationship with a certain specification

Specifications that occur in an inheritance relationship that has


a certain approval status (such as Requested) or a certain
inheritance status (such as Incorrect)

Specifications that occur in an active or deactivated inheritance


relationship

The system finds specifications to which a certain document from


Document Management was assigned using the user-defined texts
and documents function.

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Constraints
The following constraints apply for specification searches:

Search strings in language-dependent search fields are not converted by EH&S Native Language
Support. Consequently, you can only enter search strings in languages that can be mapped using
the active code page for the application server.

The search result only ever contains specifications of the specification category you used to
access the search, that is the specification category you selected in the specification workbench
and that is displayed on the initial screen.

Activities
Searching Manually for Specifications
Executing Queries

Searching Manually for Specifications


...

1.

Open the specification workbench and enter a key date or change number if required.

2. In the navigation area choose


<Specification Category> by double-clicking it. <Specification
Category> stands for the specification category of the specifications you want to search for.
Alternatively you can start the search by choosing Specification Search and in the dialog box that
appears, select the specification category of the specifications you want to search for.
The initial screen appears. You can start the specification search from here. During the search, all
entries are linked with logic AND. The selected specification category is set as the default.

The search result only ever contains specifications of the selected specification category. If
you want to search for specifications of another specification category, you must select the
node for that specification category or select that specification category in the dialog box
before you perform the following steps.
3. Enter the data known to you. The SAP system searches for incomplete data in the
Specification, Authorization group, Identifier, and Material fields as follows:

Single generic delimitation, Iso*, for example

Double generic delimitation, *15*, *chlor*, for example


Placeholder in the middle of a key. Butan+l stands for both butanol and butanal, for
example.
Combination of search methods, for example, *1234+678*

If you enter a value generically with an asterisk (*) in a Specification field that has an input
help and confirm it, the SAP system searches the specification database as follows:

The system first looks for identifiers of the category Number.

If it does not find any corresponding identifier numbers, it then looks for identifiers of
the category Name.

If it does not find any corresponding identifier names, it then looks for specification
keys.
If you enter a value generically in a Specification field that does not have an input help and
confirm it, the SAP system searches the specification database for suitable specification
keys:

Page 25 of 142

4.

The system does not differentiate between lowercase and uppercase letters during search
runs. The system ignores special characters such as underscores, hyphens, commas,
periods, blanks, parentheses, square brackets, and so on.
Use the extended search functions (see Specification Search).

All search entries (including the values for user exits) are retained even after you have
exited the transaction (SET/GET memory). You can delete all search criteria by choosing
Search Criteria.

5.

You can save search criteria that you frequently use for a simple search using the
function with the quick info text Save Search Criteria and load the search criteria again using
the
function with the quick info text Load Search Criteria. You can save one search per
specification category as user-dependent. The entries you made for the key date and
change number are not saved.
You can save more complex searches or multiple searches as queries and execute them
when required.
Confirm your entries.

If the search result contains large numbers of specifications, the hit list may take quite some
time to be displayed. In Customizing for Basic Data and Tools under Specify Environment
Parameters in the environment parameter QRY_HITLIST_MAX_ENTRIES you can
therefore set the number specifications found at which a prompt appears before the hit list is
displayed. The prompt displays a dialog box in which you can decide how you wish to
continue:

Choose

Choose
Simple if you want to continue the search with the same search criteria,
but want the result to be displayed in a simplified hit list. This hit list then only
contains the specification key, the specification type, and the value that lead to the
specification being included in the hit list.

Choose

Refine if you want to enter additional search criteria to refine the search.

Choose
search.

Reduce if you want to enter additional search criteria to reduce the

Choose

Cancel if you want to start a new search with new search criteria.

Hit list if you want to continue the search with the same search criteria.

Result
In the hit list, the SAP system lists the specifications that correspond to the search criteria. You can call
this hit list again at a later stage by double-clicking
Hit List below the node for the specification
category in the navigation area.
If the SAP system does not find the required specification, you can enter new search criteria or create the
specification yourself.

Extending, Refining, or Reducing Search Results


Use
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It is possible that following a search for specifications, the search result, that is the set of hits, does not
contain the specifications you are searching for or it contains too many specifications. This procedure
describes how you extend, refine, or reduce the set of hits.

Prerequisites
You have run a specification search, executed a query, or loaded a set of hits and are located on the hit
list screen.

Procedure
1. Choose one of the following steps:
o
o
o

Choose
Choose
Choose

if you want to extend the set of hits.


if you want to refine the set of hits.
if you want to reduce the set of hits.

A screen appears where you can extend, refine, or reduce the set of hits by entering
other search criteria.
2. Enter the search criteria for the specifications by which you want to extend, refine, or reduce the
set of hits and confirm your entries.

Instead of entering search criteria you can also execute a query or load a set of
hits. Any additional search criteria you enter will not then be taken into account.

Result
Extended Set of Hits
In addition to the specifications already in the hit list, the set of hits contains the specifications that fulfill
the search criteria entered in the second step.
Refined Set of Hits
The set of hits now contains only the specifications that also fulfill the search criteria entered in the
second step.
Reduced Sets of Hits
The specifications that fulfill the search criteria entered in the second step were removed from the set of
hits.
See also:
Unifying, Forming the Intersection of, or Reducing Sets of Hits

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Reducing Sets of Hits Manually

Creating Specifications
...

1.
2.

Open the specification workbench and enter a key date or change number if required.
In the navigation area choose the Create function in the context menu of the node
<Specification Category>. <Specification Category> stands for the specification category of the
specifications you want to create.
The Create Specification: Header screen appears.

You can also create specifications from the specification search screen or from the hit list.
To do this, choose
with the quick info text Create in the hit list.
3. Enter the required data on the Specification Header tab page and confirm your entries. If you
do not enter a key in the Specification field, the system assigns a key to the specification when you
confirm your entries.
4. Enter the required data on the other tab pages and in the detail area of the specification
workbench and save your entries. For more information, see:

Identification

Reference

Assignment of Specifications and Materials

Specification Status

Inheritance

Property Tree and Value Assignment


5. Save your entries.

Result
The SAP system completes the administration data and sets the validity period depending on the change
number specified. If you did not enter a change number, the validity period is unlimited.
If you entered a specification key, the SAP system checks the specification key against the external
number range interval that you defined in the IMG activity Specify Number Ranges for Specifications in
Customizing for Basic Data and Tools.
Create Specification screen

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Displaying the Search History


Use
You use this procedure to display all search steps and search parameters for a specification
search.

Prerequisites
You have run a specification search or loaded a set of hits and are on the hit list screen.

Procedure
...

1. Choose Utilities Display Search History.


A screen appears that displays the step overview of the search history.

From this dialog box, you can create the specification search as a query.
2. If you want to display the search parameters for the individual steps, choose
corresponding search step.

next to the

Query Management
Query
Query Step
Group Overview
Creating a Specification Search Directly As a Query
Editing the Query Header
Creating and Editing Queries
Copying or Moving Queries
Deleting Queries
Executing Queries

Query Management
Purpose
Query Management supports you with creating specification searches that you require frequently and that
are as complex as you like in the form of queries, and executing them as required.
Query management is available both in specification management and in the specification information
system.

You can save search criteria that you frequently use for a simple search on the initial screen
of the specification search using the
function with the quick info text Save Search Criteria

Page 29 of 142

and load the search criteria again using the


function with the quick info text Load Search
Criteria. You can save one search per specification category as user-dependent. The entries
you made for the key date and change number are not saved.

Prerequisites
In Customizing for Basic Data and Tools, you have edited the following IMG activities:

In the IMG activity Specify Groups you have defined groups.


The groups are used to store and edit queries in query management.

In the IMG activity Specify Group Trees and Assign Groups you have assigned groups to the
group tree for queries.

Process Flow
...

1.

You can choose from one of the following methods of creating a query:

You create a specification search directly as a query after you have executed the search.

You can also create a query explicitly step by step in a tree structure, the query overview
(see Creating and Editing Queries). The query steps comprise individual search criteria,
other queries, or sets of hits. In the query steps you also specify whether the search result is
to be extended, refined, or reduced by the query step. You can use an existing query as the
template for a new query, or copy and move individual query steps between queries and
within a query.
2. Every query belongs to a query group. In the group overview you can display queries, copy or
move queries between the groups, or delete them completely. You can also edit the header data of
the queries from the group overview.
3. You can choose from one of the following methods of executing a query:

You can execute a query directly from the group overview.

With the help of the drilldown reporting job, you can execute a query of the system in the
background and automatically save the set of hits that results. You can do this from the
initial screen of the specification search.

From outside the SAP Environment, Health and Safety component you can use the external
caller function to call the specification information system and execute a query.

Result
After you have executed a query, you are shown the results as a set of specification hits in the form of a
hit list from which other functions are available to you.
See also:
Set of Hits Management

Query
Definition
A series of query steps that leads to a set of hits when searching for specifications.

Use
You can create specification searches that you require frequently and that are as complex as you like as
queries and execute them as required.

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With the help of the drilldown reporting job function, you can execute a query of the system in the
background and automatically save the set of hits that results.

Structure
A query consists of one or more query steps.
The query overview shows you the structure of a query with all the query steps it contains. You can edit
the query in the query overview.
A query can contain copies of other queries or references to other queries. In both cases, the query steps
in all the queries contained in a query are executed when a query itself is executed.

Integration
Queries are grouped together in groups and a distinction is made between public and private groups. The
group overview shows you the groups and the queries they contain.
See also:
Query Management

Query Step
Definition
A combination of a logic operation and an action that leads to a set of hits. For the logic operation, you
can choose between the following functions:

Extend selection (OR logic operation)


Refine selection (AND logic operation)
Refine selection

For the action, you can specify search criteria that lead immediately to a set of hits, or link in a query or
set of hits. A query step can also consist of a where-used list.

The initial query step in a query corresponds to the Extend selection function.

Integration
A query consists of one or more query steps. You can display the individual query steps in the Query
Overview and from there you can edit, copy, move, or delete them.

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Group Overview
Use
This function helps you to manage the following objects in specification management:
Queries
Sets of hits
Output variants
Inheritance templates
Sets of rules

Features
The objects are managed as group entries in groups. Depending on the settings in Customizing for Basic
Data and Tools, groups are divided into public and private groups. Group entries in public groups are
displayed to all users in the group overview. Group entries in private groups are seen only by the user
that created the group entry.
The groups are also protected by authorizations. For more information, see the IMG activities Specify
Groups and Specify Group Trees and Assign Groups and the documentation for the authorization object
C_EHSO_GRP.
In the IMG activity Specify Groups you specify the maximum number of objects. In public groups this
specifies the maximum number of group entries of one type that can be stored in the group. In private
groups the maximum number of objects specifies the maximum number of group entries of one type that
each user can store in the group.
The following table shows a selection of the functions that are available to you in the group overview. For
some functions you must first switch to edit mode in the group overview by choosing
with the quick
info text Display <-> Change or call the group overview using the relevant path, for example, for output
variants using Utilities Edit Output Variant.
Function

Description
This function has the following effects depending on the type of group
entry:

Executes the query on which you have positioned the cursor

Loads the set of hits on which you have positioned the cursor

Activates the output variant on which you have positioned the cursor

Cancels editing of inheritance templates

Switches to display or edit mode for the set of rules on which you
have positioned the cursor

Switches to edit mode


(output variants only)

Output
Display or editing of header data

Detail view
Creates group entry
Color legend

New Entry (output variants


only)

Deletes all selections in the value assignment types of the output variants
on which you have positioned the cursor

Page 32 of 142

Creating a Specification Search Directly As a Query


Use
You can create specification searches, however complex they are, as queries immediately after they have
been executed and execute them again as often as required. The search can also contain executed
queries, loaded sets of hits, and where-used lists for specifications.

Selections of individual specifications in the hit list are generally lost if you create the search
as a query. This has the following effects:
Where-used lists for specifications are executed for all specifications in the hit list when you
execute the query.
Sets of hits reduced manually contained in the search are lost and are not taken into
account when the query is executed.

Prerequisites

You have change authorization for the query group in which you want to create the query.

You have run a specification search or loaded a set of hits and are located on the hit list screen.

Procedure
...
...

1.

Choose one of the following paths:

Utilities Display Search History

Utilities Query Save


A screen appears that displays the step overview of the search history.
2. Save your entries.
The Save Query: Create dialog box appears.
3. Enter data as required. To enter the key for the query in the Grp entryfield, you can choose
one of the following options:

Enter a new key manually and create a new query.

Choose an existing query using the input help. This is then overwritten.
4. Confirm and save your entries.

Result
The screen that displays the step overview of the search history appears again. Go back to return to the
hit list.

You can also create a query step by step in a tree structure (see Creating and Editing
Queries).

Editing the Query Header


Prerequisites
You have change authorization for the query group in which the query whose header data you want to
edit is located.

Page 33 of 142

Procedure
...

1.

Call the Specification Workbench.

2. In the navigation area choose


<Specification Category> by double-clicking it. <Specification
Category> stands for the specification category of the specifications for which you have created the
query whose header data you want to edit.
The Edit Specification: Initial Screen appears.
3. Choose Utilities Query Load.
The group overview of the queries is displayed.
4.

Choose

with the quick info text Display <->Change.

5. Position the cursor on your chosen query and choose


with the quick info text Header.
The Edit Query: Header Data dialog box appears.
6. Enter data as required. To change the key for the query in the Grp entry field, you can choose
one of the following options:

Enter a new key manually.

Choose an existing query using the input help. This is then overwritten.
7. Confirm and save your entries.
The group overview for the queries then appears again.

Creating and Editing Queries


Prerequisites
You have change authorization for the query group in which you want to create and edit a query.
If you want to copy or move query steps from queries in other groups to the current query, you will also
require change authorization for the respective group.

Procedure
...

1.

Call the specification workbench.

2. In the navigation area choose


<Specification Category> by double-clicking it. <Specification
Category> stands for the specification category of the specifications for which you want to create
the query or for which you have created the query that you want to edit.
The Edit Specification: Initial Screen appears.
3. Choose Utilities Query Load.
The group overview of the queries is displayed.
4.
5.

Choose
with the quick info text Display <->Change.
Choose one of the following steps:

If you want to edit an existing query, continue with step 8.

If you want to create a query, choose


with the quick info text Create Query.
The Query: Create dialog box appears.
6. Enter data as required. To enter the key for the query in the Grp entry field, you can choose
one of the following options:

Enter a new key manually.

Choose an existing query using the input help. Only the key for this query is entered, all
query steps in this query are deleted, and the query is overwritten.

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If you want to use an existing query as a copy template, you must copy it and then edit the
copy as described here.
7. Confirm and save your entries.
The group overview of queries is displayed again from where you must edit the new query.
8. Position the cursor on the query you want to edit and choose
with the quick info text Query
Overview.
The Edit Query: Step Overview screen is displayed. From here you have a number of options for
editing the query. These are:

Creating query steps

Editing query steps

Editing the query step header

Copying or moving query steps

Deleting query steps

Inserting a copy of a query in another query

Inserting a reference to another query

Queries that contain a where-used list cannot be edited.


You can simulate the edited query from the query overview. Choose
text Simulate Query.

with the quick info

Copying or Moving Queries


Prerequisites

You have:

Display authorization for the query group that contains the query you want to copy

Change authorization for the query group that contains the query you want to move

You have change authorization for the query group in which you want to insert the copied or
moved query.

Procedure
...

1.

Call the Specification Workbench.

2. In the navigation area choose


<Specification Category> by double-clicking it. <Specification
Category> stands for the specification category of the specifications for which you have created the
query that you want to copy or move.
The Edit Specification: Initial Screen appears.
3. Choose Utilities Query Load.
The group overview of the queries is displayed.
4.
5.

Choose
with the quick info text Display <->Change.
Position the cursor on the required query and choose:

6.

with the quick info text Copy if you want to copy the query
with the quick info text Cut if you want to move the query
Position the cursor on one of the following:

Page 35 of 142

7.

If you want to insert the copied or moved query at a specific position within a group, position
the cursor on the query after the required position in the group.
If you want to insert the copied or moved query as the last query in the group or if the group
does not yet contain any queries, position the cursor on the key for the group.
Choose

with the quick info text Paste.

Result
The query is inserted in the group at the appropriate position.

A group can only accept a certain number of queries. You set this maximum number under
Specify Groups in Customizing for Basic Data and Tools. When the maximum number is
reached, you first have to delete a query from the group before you can insert a new query
in the group.

Deleting Queries
Prerequisites
You have change authorization for the query group from which you want to delete the query.

Procedure
...

1.

Call the Specification Workbench.

2. In the navigation area choose


<Specification Category> by double-clicking it. <Specification
Category> stands for the specification category of the specifications for which you have created the
query that you want to delete.
The Edit Specification: Initial Screen appears.
3. Choose Utilities Query Load.
The group overview of the queries is displayed.
4.

Choose

with the quick info text Display <->Change.

5. Position the cursor on the query you want to delete and choose
Delete and save your entries.

with the quick info text

The query is not entered in the clipboard. If you want to transfer the query to the clipboard,
choose
with the quick info text Cut.

Executing Queries
Use
This procedure enables you to execute the specification search saved in a query.

Page 36 of 142

You can execute long and complex queries in the background using the drilldown reporting
job function. The result is saved automatically as a set of hits.

Prerequisites
You have display authorization for the query group in which the query you want to execute is located.

Procedure
...

1.

Call the Specification Workbench.

2. In the navigation area choose


<Specification Category> by double-clicking it. <Specification
Category> stands for the specification category of the specifications you want to find using the
query, in other words, the specifications, for which you want to execute the query.
The Edit Specification: Initial Screen appears.
3. Choose Utilities Query Load.
The group overview of the queries is displayed.
4. Double-click the query that you want to execute.
5. If required, enter a change number (see Engineering Change Management for Specifications),
a key date, and a period in which the search criteria saved in the query must be fulfilled (see
Specification Search). Note that you can only execute a query if the key date and the change
number match the settings in the workbench. You can copy the settings from the dialog box to the
workbench.

Search criteria entered on the initial screen are not taken into account when the query is
executed.
While the query is being executed, you have no influence on the search for specifications
unless the search results in more specifications than you specified in Customizing for Basic
Data and Tools under Specify Environment Parameters in the environment parameter
QRY_HITLIST_MAX_ENTRIES. In this case, a dialog box appears in which you can decide
how you wish to continue:

Choose
Hit list if you want to continue the search from the query with the same
search criteria.

Choose
Simple if you want to continue the search from the query with the same
search criteria, but want the result to be displayed in a simplified hit list. This hit list
then only contains the specification key, the specification type, and the value that
lead to the specification being included in the hit list.

Choose

Refine if you want to enter additional search criteria to refine the search.

Choose
search.

Reduce if you want to enter additional search criteria to reduce the

Cancel if you want to start a new search.

Choose

Result
A set of specifications appears in the form of a hit list.
See also:
Set of Hits Management

Page 37 of 142

Set of Hits Management


Editing the Set of Hits Header
Reducing Sets of Hits Manually
Loading Sets of Hits
Creating Sets of Hits
Unifying, Forming the Intersection of, or Reducing Sets of Hits
Copying or Moving Sets of Hits
Deleting Sets of Hits
Drilldown Reporting Job

Set of Hits Management


Purpose
Using set of hits management, you can save, edit, and load the results of complex specification searches
as required in the form of sets of hits. As the system does not start a new search of the specification
database when you load a set of hits, performance is improved considerably.

A set of hits only ever contains the specifications that already existed at the time the set of
hits was saved in the system. Specifications that were created subsequently in the system
and that would also fulfill the search criteria that led to the set of hits are not automatically
included in the set of hits. In this case, you must repeat the search and save the set of hits
again. Searches that you require regularly for this purpose can be created as queries (see
Query Management).
Specifications that existed at the time the set of hits was saved in the system, but were then
deleted, are not displayed when the set of hits is loaded.

Prerequisites
In Customizing for Basic Data and Tools, you have edited the following IMG activities:

In the IMG activity Specify Groups you have defined groups.


The groups are used to store and edit sets of hits in set of hits management.

In the IMG activity Specify Group Trees and Assign Groups you have assigned groups to the
group tree for sets of hits.

Process Flow
...

1.

You can carry out the following activities in the initial set of hits management screens:
You can create a set of hits by starting a specification search (see Searching Manually for
Specifications) or by executing a query.

You can load a set of hits that already exists.


2. The set of hits that is generated or loaded is displayed in the hit list. From the hit list, you can
remove unwanted specifications from the set of hits (manually reduce it) and save, unify, form the
intersection of, and reduce sets of hits (see Basic Functions in the Hit List). With the help of a
drilldown reporting job, you can execute a query of the system in the background and automatically
save the set of hits that results.

Page 38 of 142

3. Sets of hits are managed in groups. In the group overview, you can copy or move sets of hits
between the groups, delete them completely, or edit their header data.

Editing the Set of Hits Header


Prerequisites
You have change authorization for the set of hits group in which the set of hits whose header
data you want to edit is located.

Procedure
...

1.

Call the specification workbench.

2. In the navigation area choose


<Specification Category> by double-clicking it. <Specification
Category> stands for the specification category of the specifications for which you have created the
set of hits whose header data you want to edit.
3. Choose Utilities Set of Hits Load.
The group overview of the sets of hits is displayed.
4.

Choose

with the quick info text Display <->Change.

5. Position the cursor on your chosen set of hits and choose


with the quick info text Header.
The Edit Set of Hits: Header Data dialog box appears.
6. Enter data as required. To change the key for the set of hits in the Grp entry field, you can
choose one of the following options:

Enter a new key manually.

Choose an existing set of hits using the input help. This is then overwritten.
7. Confirm and save your entries.
The group overview for the sets of hits then appears again.

Reducing Sets of Hits Manually


Prerequisites
You have run a specification search or loaded a set of hits and are on the hit list screen.

Procedure
...

1.
2.

Select the specifications you want to remove from the set of hits.
Choose Utilities Selection Manual Reduction.

Result
A set of hits that no longer contains the specifications you selected is formed.

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Loading Sets of Hits


Prerequisites
You have display authorization for the set of hits group in which the set of hits you want to load is located.

Procedure
...

1. Call the specification workbench.


2. In the navigation area choose <Specification Category> by double-clicking it. <Specification
Category> stands for the specification category of the specifications for which you have created the
set of hits that you want to load.
3. Choose Utilities Set of Hits Load.
The group overview of the sets of hits is displayed.
4. Choose the set of hits you require by double-clicking.
5. If the key date or change number with which the selected hit list was saved is different from
the key date or change number that is set in the workbench, you must first transfer the key date or
change number to the workbench settings. To do this, choose Yes in the dialog box that is
displayed in this case.

Result
A set of hits is displayed in the form of a hit list.

Search criteria entered on the initial screen are not taken into account when the set of hits is
loaded.

Creating Sets of Hits


Prerequisites

You have change authorization for the set of hits group in which you want to create the set of hits.

You have run a specification search or loaded a set of hits and are on the hit list screen.

You can also create a set of hits that you obtained by reducing sets of hits manually.

Procedure
...

1. Choose Utilities Set of Hits Save.


The Set of Hits: Create dialog box appears.
2. Enter data as required. To enter the key for the set of hits in the Grp entry field, you can
choose one of the following options:

Enter a new key manually and create a new set of hits.

Choose an existing set of hits using the input help. This is then overwritten.
3. Confirm and save your entries.
The hit list appears again.

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Unifying, Forming the Intersection of, or Reducing Sets


of Hits
Prerequisites
You have display authorization for the set of hits groups in which the sets of hits you want to unify, form
the intersection of, or reduce are located.

Procedure
...

1.
2.

Load one of the sets of hits that you want to unify, form the intersection of, or reduce.
Choose one of the following steps:

Choose

with the quick info text Extend Selection if you want to unify sets of hits.

Choose
with the quick info text Refine Selection if you want to form the intersection of
sets of hits.

Choose
with the quick info text Reduce Selection if you want to reduce sets of hits.
The screen from which you loaded the first set of hits appears.

3. Choose Utilities Set of Hits Load.


The group overview of the sets of hits is displayed.
4. Double-click the set of hits that you want to unify with the first set of hits, with which you want
to form an intersection with the first set of hits, or whose specifications you want to reduce the first
set of hits by.

Search criteria entered on the initial screens are not taken into account when the sets of hits
are loaded, unified, reduced, or when intersections are formed.

Result
Unifying Sets of Hits
A set of hits that contains all the specifications from the original sets of hits is formed. Specifications that
appear in both sets of hits are only included once (union).

Forming the Intersection of Sets of Hits


A set of hits that contains only specifications that appear in both original sets of hits is formed
(intersection).

Reducing Sets of Hits


A set of hits that contains only specifications that appear in the first and not in the second set of hits is
formed.

Set of hits 1 contains the specifications EHS_01, EHS_02, and EHS_03. Set of hits 2
contains the specification EHS_03.

If you form the intersection of the set of hits, a set of hits is formed that contains only
the specification EHS_03 since this is the only specification that occurs in both the
original sets of hits.

If you reduce the set of hits 1 by the set of hits 2, a set of hits is formed that contains
the specifications EHS_01 and EHS_02.

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See also:
Extending, Refining, or Reducing Search Results

Copying or Moving Sets of Hits


Prerequisites

You have:

Display authorization for the set of hits group that contains the set of hits you want to copy

Change authorization for the set of hits group that contains the set of hits you want to move

You have change authorization for the set of hits group in which you want to insert the copied or
moved set of hits.

Procedure
...

1.

Call the specification workbench.

2. In the navigation area choose


<Specification Category> by double-clicking it. <Specification
Category> stands for the specification category of the specifications for which you have created the
set of hits that you want to copy or move.
3. Choose Utilities Set of Hits Load.
The group overview of the sets of hits is displayed.
4.
5.

Choose
with the quick info text Display <->Change.
Position the cursor on the required set of hits and choose:

with the quick info text Copy if you want to copy the set of hits

with the quick info text Cut if you want to move the set of hits
6. Position the cursor on one of the following:

If you want to insert the copied or moved set of hits at a specific position within a group,
position the cursor on the set of hits after the required position in the group.

If you want to insert the copied or moved set of hits as the last set of hits in the group or if
the group does not yet contain any sets of hits, position the cursor on the key for the group.

7.

Choose

with the quick info text Paste.

Result
The set of hits is inserted at the appropriate position in the group.

A group can only accept a certain number of sets of hits. You set this maximum number
under Specify Groups in Customizing for Basic Data and Tools. When the maximum number
is reached, you must first delete a set of hits from the group before you can insert a new set
of hits in the group.

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Deleting Sets of Hits


Prerequisites
You have change authorization for the set of hits group from which you want to delete the set of hits.

Procedure
...

1.

Call the specification workbench.

2. In the navigation area choose


<Specification Category> by double-clicking it. <Specification
Category> stands for the specification category of the specifications for which you have created the
set of hits that you want to delete.
3. Choose Utilities Set of Hits Load.
The group overview of the sets of hits is displayed.
4.

Choose

with the quick info text Display <->Change.

5. Position the cursor on the set of hits you want to delete and choose
Delete and save your entries.

with the quick info text

The set of hits is not entered in the clipboard. If you want to transfer the set of hits to the
clipboard, choose
with the quick info text Cut.

Drilldown Reporting Job


Use
Using the drilldown reporting job you can execute a query from the system in the background and
automatically save the set of hits that results. You can then load and edit the set of hits at any time.
See also:
Query Management
Set of Hits Management

Prerequisites

In Customizing for Basic Data and Tools, you have edited the following IMG activities:

In the IMG activity Specify Groups you have defined groups.


The groups are used to store and edit queries and sets of hits in query management and set
of hits management.

In the IMG activity Specify Group Trees and Assign Groups you have assigned groups to
the group trees for queries and sets of hits.

You have display authorization for the query group in which the query you want to execute in the
drilldown reporting job is located.

You have change authorization for the set of hits group in which you want to save the set of hits
created in the drilldown reporting job.

Features
For background processing, you can enter a start date and a periodic repeat if required.

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Activities
...

1.

Call the Specification Workbench.

2. In the navigation area choose


<Specification Category> by double-clicking it. <Specification
Category> stands for the specification category of the specifications for which you have created the
query that you want to execute in the drilldown reporting job.
3. Choose Environment Drilldown Reporting Job.
The Drilldown Reporting Job screen appears.
4. Enter data as required. To enter the key for the set of hits in the Grp entry field under Set of
hits, you can choose one of the following options:

Enter a new key manually. A new set of hits is created.

Choose an existing set of hits using the input help. This is then overwritten.
5. Choose
with the quick info text Multiple Selection.
The Start Time screen appears.
6. Choose one of the following functions to specify the start time:

Immediately
The drilldown reporting job is released and started immediately.

Date/Time
Enter a date and a time for the scheduled start. By entering the appropriate data under No
start after, you can also prevent the background job being started after the specified time.

After job
Under Name enter a previous job after which the drilldown reporting job is to be started.
Choose Start status-dependent if the drilldown reporting job is to be started only if the
previous job was successful.

After event
Enter the event that must occur before the drilldown reporting job is started. This can
guarantee that the SAP system has reached a predefined state before the drilldown
reporting job is started. If the event requires a parameter, enter it under Parameter.

Operation mode
Enter a name for the operation mode in which the drilldown reporting job is to be started.

>>
Choose a factory calendar and enter a workday relative to the beginning or end of the month
on which the drilldown reporting job is to be started.
With the exception of the After job function, all functions offer the possibility of executing the
drilldown reporting job periodically. For this function, enter under >> after how many months the
drilldown reporting job is to be repeated. For the other functions choose Execute job periodically
and enter under Period Values whether the drilldown reporting job is to be repeated hourly, daily,
weekly, monthly, or at another freely selectable interval.
7. Save the start time values.
The Drilldown Reporting Job screen appears again.
8. Save the scheduled drilldown reporting job.
The system executes the query in the background on the specified start date and saves the search
result as a set of hits.

Engineering Change Management for Specifications


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Example: Engineering Change Management


Creation of Change Documents for Specifications

Engineering Change Management for Specifications


Use
This function enables you to make data changes for a particular key date using a change number. In this
way, you can, for example, today enter data that will only be valid in the future. Each change number is
valid from a particular validity date so that the data has a validity period in accordance with the change
number.

If you make changes without using a change number, the standard validity period used goes
from 01/01/0001 to 12/31/9999. The system enters the current date as the key date.

When you use a change number to change a data record for the first time, the SAP system
divides the overall validity period into two adjoining validity periods. Whenever you use other
change numbers that have different validity dates, the system further subdivides the validity periods.
See Example: Engineering Change Management

The SAP system writes change documents irrespective of whether you use engineering
change management or not.
For more information about the SAP component Engineering Change Management (LO-ECH), see
Engineering Change Management (LO-ECH).

Prerequisites
You have created a change number on the initial screen of the SAP system by choosing CrossApplication Components Engineering Change Management Change Number Create.
To use change management for specifications, you must have set the Active indicator for the object
Specification under
Object Types in the change master record you want to use.

Features
You can use engineering change management within specification management to:

Import value assignments

Create specifications

By choosing Extras Administration Information on the specification management screens, you can find
more information about, for example, the current validity period, the date of the last change, the name of
the person who last changed the specification, the data origin, and the data provider.
You can work with or without engineering change management depending on your requirements. If you
have used engineering change management to change the data of a data record, you must make sure
that the correct key date is entered when you call the data or enter the relevant change number.

The change number has higher priority than the key date (see Example: Engineering
Change Management).
The Change number, Valid from, and Valid to fields in the specification header data refer
exclusively to the data of the specification header.

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Example: Engineering Change Management


1. A phrase is created without a change number; phrase item and phrase set assignment are edited.
The data for the phrase header, the phrase item, and the phrase set assignment is therefore valid
from 01/01/0001 through 12/31/9999.

You can also create a phrase with a change number, for example, with a valid-from date in the
future (01/01/2005). The data for the phrase header, the phrase item, and the phrase set
assignment is therefore valid from 01/01/2005 through 12/31/9999.
2. A change is made in the phrase item with the change number A5 (valid from 01/01/1999).
If you navigate to the corresponding phrase item with the key date 06/01/1999 after saving, the
data valid on this date is displayed. Under Extras Administration information the validity period
01/01/1999 through 12/31/9999 is displayed.

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3. A change is made in the phrase item with the change number A10 (valid from 01/01/2000) and in
the phrase set assignment.
If you start with the key date 06/01/2000 after saving, the data valid on this date is
displayed in the corresponding phrase item and in the phrase set assignment. Under
Extras Administration information the validity period 01/01/2000 through 12/31/9999 is
displayed.
If you start with the key date 06/01/1999, the data valid on this date is displayed. Under
Extras Administration information, the validity period 01/01/1999 through 12/31/1999 is
displayed in the phrase item and the validity period 01/01/0001 through 12/31/1999 is
displayed in the phrase set assignment.

Creation of Change Documents for Specifications


Use
The SAP system logs all changes that are made within specification management. In
Customizing for Basic Data and Tools under Specify Context Fields for Creation of Change
Documents you can specify which context information is displayed on the objects that are
determined in the creation of change documents log for specifications (such as identifier,
material assignment, transport approval).
In the change document, the objects are determined that were:

Created

Deleted

Changed

Changes that were made by a reference or inheritance are marked. For each object, the change
date, change time, and the user name of person who made the change are displayed in addition to
the context information.

Change document creation for specifications is independent of Engineering Change


Management for Specifications.

Prerequisites
In Customizing for Basic Data and Tools, you have made settings in the Creation of Change
Documents section.

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Features
The system displays the change documents in a tree structure. If changes were made for the
defined context, the old and new data is displayed together with the defined context. The
following functions are available on the change document tree screen:
You can display additional information about the change document using
text Choose.

You can position a line in the change document tree using

You can set a segment using

with the quick info

Line.

Subtree.

With Utilities Color Legendyou can display the significance of the colors and icons that are
used within the change document tree.

With Utilities Switch Layout you can compress the display differently.

Activities
Proceed as follows to display the change documents:
...

1. Call the specification workbench.


2. In the navigation area choose <Specification Category> by double-clicking it. <Specification
Category> stands for the specification category of the specifications for which you want to display
the change documents.
The Edit Specification: Initial Screen appears.
3. Choose Extras Change Document Log.
The EHS: Display Change Documents for Specifications screen appears.
4.

Enter the required data and choose

with the quick info text Execute.

The entry report is executed only at the times you scheduled in Customizing. To enter
changes in advance, you can start the entry report manually. To do this, in the EHS: Display
Change Documents for Specifications screen choose Program Update Data and then
with the quick info text Execute.

You can also display the change documents for the specifications outside the SAP component
Environment, Health and Safety (EH&S) as follows:
...

1.

In the SAP menu, choose Tools ABAP Workbench Development ABAP Editor.

2.

Enter the program RSSCD110 and choose

3.

Enter <ESSUB> as the object class and choose

with the quick info text Execute.

Specification Status
Change Not Permitted
Generation Not Permitted
Page 48 of 142

with the quick info text Execute.

Editing Specification Statuses


Reference

Specification Status
Use
You can use this function to specify for a specification which usages its identifiers and value assignment
instances should be protected for. You can use appropriate status entries to set the system so that:

Changing specification data is prohibited (in the standard system, for example, in the status
Released, see also Change Not Permitted)

Outputting specification data on reports is prohibited (in the standard system, for example, in the
status In Process, see also Generation Not Permitted)

The system issues a warning against editing specification data (in the standard system, for
example, in the status For Release)
In Customizing an indicator profile specifies for each status which protection effect the status should have.
You can enhance the basic status network.

Integration
When generating worklists in report management, status changes are taken into account in the same way
as changed specification data. The check whether generation is prohibited for a data record (see
Generation Not Permitted) is then made for the determined reports during report generation. If the report
has a value for which generation is prohibited, the report has the status Gen. w/ Warning after generation.

Prerequisites
So that a status entry is taken into account for specification data, the Active indicator must be set in the
usage of the specification data.
In Customizing for Basic Data and Tools, you have edited the Status Management section.

Features
Status Entry
The status of a specification is made up of individual status entries. Each status entry includes the
following data:

Rating and Validity area

Status
A new status entry is assigned the initial status defined in Customizing. The permitted follow-on
statuses are defined in the status network.

Time period for which the status entry applies

Change number if you want to use engineering change management

Object type in SAP component Human Resources Management and Person responsible

Status Network
You can enhance the status network delivered with the standard system by using a status profile made
up of your own user statuses. The SAP system inserts your user statuses between the statuses IP (In
Process) and FR (For Release). You can define the follow-on statuses yourself within the C* statuses.
The following status network is included in the standard system:

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Abbreviation

Meaning

Icon

Technical
Key

IP

In Process (initial
status in standard
system)

C1, C2...

User statuses

FR

For Release

I0571

NC

Noncritical Change

I0590

RE

Released

I0600

I0570

ICON_CUSTOMER

<E*...>

Default Setting for Status Entries


You can enter a default setting in Customizing for specification status entries. To do this you enter a
usage profile for the value assignment type Status assignment (ESTST) in the IMG activity Specify Value
Assignment Types. If a specification does not have its own status entries, the system creates a list from
the combinations of the initial status and the usages for the profile. These are not displayed on the Status
tab page. The list is taken into account by the SAP system until you have explicitly entered new status
entries on the Status tab page.
Person Responsible
You can enter the person responsible for a status entry as information.
The person responsible is managed in the SAP component Human Resources Management depending
on the object type (for example, work center, job, position). The person responsible is linked directly to
Organizational Management.
You can specify a person responsible as the default entry in Customizing for Basic Data and Tools in
under Specify Authorization Groups depending on the authorization group. This default entry is used by
the SAP system as long as you have not entered an explicit person responsible for a status entry.
History
If you change the validity period for a status entry so that it has two or more validity periods, you can
display all validity periods using the function
with the quick info text History.
Assignment of Value Assignment Types
Depending on the specification type you can assign any value assignment types to each status in the
IMG activity Specify Statuses. Using customer exits you can specify, for example, that the value
assignment types for a particular status must be edited before the status can be assigned.
Authorization Concept
The SAP system guarantees that the status assignments can be made only by authorized users.
Search Function
In the specification workbench, a search function allows you to display all specifications that belong to a
specific usage and a specific status as a hit list.
Enhancements (Customer Exits)
You can use the customer exits in Customizing for Basic Data and Tools to specify that:

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Additional checks are made in a status switch

Other activities are performed when you save the status (such as workflow processes)

Change Not Permitted


Use
With this function you can prohibit changes for identifiers and value assignment instances. To do this you
must have assigned a status to the Change Not Permitted indicator in Customizing. For the specification
data you want to protect, a status entry with the correct status must apply in the header data of the
specification. As the default setting, the status Released prevents changes to related data, for example.
If you do not prevent changes, but want to warn the user against making changes, you can set this up in
Customizing using the Warning If Changed indicator.

Prerequisites
You have assigned the Change Not Permitted indicator to the appropriate status in Customizing for Basic
Data and Tools under Specify Statuses.
In the header data for the specification on the Status tab page you have defined for which usage and in
which validity period the status should apply.

You can specify a default setting for the status entries in the IMG activity Specify Value
Assignment Types using the value assignment type ESTST. The system takes the default
setting into account if no status entry exists for a specification.
So that a status entry is taken into account for specification data, the Active indicator must be set in the
usage of the specification data.

Features
Check Process
When a value assignment instance or an identifier is called, the system checks for each day of the validity
interval of the data whether:

The usage of the data record is active

A status entry is available for which the Change Not Permitted indicator is set in Customizing and
that applies for the active usage
For the status entry to apply, the following conditions must be met:

The rating of the status and specification data record must be the same.

The corresponding validity areas must have at least one country (or plant, or profit center,
and so on) in common, that is their intersection must not be empty.

Status entry: PUBLIC/DE/Released (Change Not Permitted indicator set)


Usage of value assignment instance V1: PUBLIC/REG_EU/Active
As DE is included in REG_EU, the status entry applies. The value assignment instance V1
is therefore released and can no longer be changed.

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Result
If the conditions for a status entry that prohibits changes are fulfilled, the data record is not ready for input.
For a value assignment instance, the data record also includes the data for source information and userdefined texts, and so on.
The usage of the data record can be edited, but only such that the number of released data records
belonging to it does not change. This means that:

Active released usages cannot be changed.

New, inactive usages can be added. For example, additional validity areas can be created. The
existing validity areas are protected from changes.

Not released or inactive usages can be deleted.


When you create a new data record or edit a data record for whose usage a status entry with the status
Released applies, the Active indicator cannot be set. A data record cannot therefore be released by
activating the usage.

The identifier for a specification has the following usages:


PUBLIC / DE / Inactive
PUBLIC / US / Inactive
The specification has the following status entry:
PUBLIC / REG_EU / Released (Change Not Permitted indicator set)
Since the usage and the status entry overlap in PUBLIC/DE (DE is a subset of REG_EU),
the usage PUBLIC/DE for the identifier cannot be activated. The usage PUBLIC/US,
however, may be activated.
A released data record can only be edited after an authorized person has assigned a status to the status
entry that does not prohibit changes, for example, the status In Process. In the status In Process, for
example, you can activate the usage of the data record. The status of the status entry can then be set to
Released again by an authorized person.

If the conditions for a status entry that causes a warning are fulfilled (Warning If Changed
indicator set), you can decide yourself whether you want to edit it.

Example
The following example illustrates the system behavior if different validity intervals exist for a value
assignment instance or an identifier. As the system checks each day of the validity interval of the data
record, the Change Not Permitted indicator protects all versions of the value assignment instance or
identifier.
In the following graphic, changes to the data are therefore forbidden for all active value assignment
instances:

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Generation Not Permitted


Use
With this function you can prohibit the output on reports for identifiers and value assignment instances. To
do this you must have assigned a status to the Generation Not Permitted indicator in Customizing. For
the specification data that was selected on the basis of the generation variant, a status entry with the
correct status must apply in the header data of the specification (see graphic).
For the comparison of the usages between generation variant/specification data record and specification
data record/status entry you can use the Usage check function in the generation variant to specify the
type of comparison. You can specify for usages with the same rating for the validity areas whether an
intersection, subset, or superset should be present or whether they should agree for the comparison to
apply.
As the default setting, the status In Process prevents the output of data on reports.

Prerequisites
You have assigned the Generation Not Permitted indicator to the appropriate statuses in Customizing for
Basic Data and Tools under Specify Statuses.
In the header data for the specification on the Status tab page you have defined for which usage and in
which validity period the status should apply.

You can specify a default setting for the status entries in the IMG activity Specify Value
Assignment Types using the value assignment type ESTST. The system takes the default
setting into account if no status entry exists for a specification.
So that a status entry is taken into account for specification data, the Active indicator must be set in the
usage of the specification data.

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You have set the Status check indicator for the generation variant. This indicator controls whether the
specification status and phrase status are to be checked when the report is generated.

From the hit list, the following apply:

If you call the Report from Template function you can override the indicator.

If you call the Create Report function you cannot override the indicator. The system
uses the settings for the generation variant.

Features
Check Process
If the Status check is set, the system runs the status check for the current key date. The following graphic
shows the process:

Graphic step 1:
The first check is a preliminary check. The SAP system creates combinations from the leading validity
area and the ratings with the highest priority. The system checks using a 1:1 comparison of the usages
whether at least one status entry in the corresponding specification exists for these combinations for
which generation is not permitted.

In a 1:1 comparison, the system does not expand the validity areas into countries and
regions unless you used the exclusion indicator when you defined the validity areas.
If a status entry prohibits generation, generation is canceled without any data being read. The report has
the status Generation Failed.
If no status entry prohibits generation, the preliminary check was successful, that is data is read (graphic
step 2).
Graphic step 2:

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The system selects the specification data (for example, value assignment instances) by comparing the
usages of the generation variant with the usages of the specification data. This takes into account the
usage check specified for the generation variant.
Graphic step 3:
If data records were selected, a further check is made for each of these selected data records. Here the
system compares the usages that led to the selection of a data record with the usages of the status
entries. This again takes into account the usage check for the generation variant.

Result
Only if no status entry is found that prohibits generation can the data record be printed on the report.
If a status entry exists that prohibits generation, a message is printed on the report between two markers
{** ... **}. The report then has the status Gen. with Warning (GW) after generation.

For specification SUBS01, value assignment type State of matter, and value assignment
instance 1:
{**Status of value assignment not permitted: SUBS01 SAP_EHS_1013_001
1**}
For specification SUBS01, identification category NAM, identification type PROD, and
language EN:
{**Status of identifier not permitted: SUBS01 NAM PROD [E]**}

Editing Specification Statuses


Prerequisites
See Specification Status, Prerequisites.
Before you can choose the Status tab, all data must be saved.

Procedure
...

1.
2.

In the specification header data, choose the Status tab.


Enter data as required. Note the following:

Field

Note

Status

To switch a status to the next follow-on status, you have the following
options:

If the next status is clear, choose


next status.

with the quick info text Switch to

If the next status is not clear, display the input help for the Status field
to see all valid follow-on statuses and make your selection.
When you create a new status entry, the Status field automatically has the
initial status defined in the IMG activity Specify Statuses once you have
confirmed.

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Valid from, Valid


to

If you work without change numbers, a status entry is valid from


01/01/0001 through 12/31/9999.
If you change an entry in the Valid from field so that the data record is
split, you can display both validity periods using the History function.

PUBLIC / DE / IP / valid from 01/01/0001 / valid through


12/31/9999 is changed to:
PUBLIC / DE / IP / valid from 01/01/1998 / valid through
12/31/9999
Confirm your entries and choose
with the quick info text
History to change from the key date display to the history
display. The following data records are displayed:
PUBLIC / DE / IP / valid from 01/01/0001 / valid through
12/31/1997
PUBLIC / DE / IP / valid from 01/01/1998 / valid through
12/31/9999
3.

Confirm and save your entries.

You must save each time you move on.


To exit the Status tab page, you must have saved the data unless you choose Cancel.
If you have chosen Confirm, the Rating and Validity area fields are no longer ready for input.

Result
If a data record for the specification has an active usage for which a status entry applies that does
not permit changes, the
icon is displayed for the data record and the data record can no longer
be edited.

For an active usage, a status entry applies if there is a status entry on at least one day of its
validity interval that has the same rating and overlaps with the validity area of the usage
(see also Change Not Permitted).

Reference
Use
You can use this function to assign one or more reference specifications to a specification
(source specifications of the reference or short references). In doing this the SAP system creates
a link from the value assignments of the reference specification to those of the referencing
specification. This greatly reduces the amount of data that needs to be entered.
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Using the where-used list for specifications function you can display all specifications to
which selected specifications are assigned as references (see Determining Usage As
References).

Instead of using referencing, we recommend you use inheritance as this function offers you
more options.

Prerequisites

The required reference must belong to a specification type that was specified as a permitted
source specification type for the specification type of the referencing specification under Specify
Specification Types in Customizing for Basic Data and Tools.

A specification cannot be a target specification in a reference and a target specification in an


inheritance relationship at the same time, in other words, a specification cannot receive data via
reference and via inheritance at the same time. However, other combinations are possible, for
example:

A specification can receive data via reference and pass on this data or other data.

A specification can receive data via inheritance and pass it on via reference.

A specification can inherit data and pass it on via reference.

Features
The following rules apply for references in the SAP system:

If you assign a reference to a specification, a link is created to the specification from all value
assignments of the reference. In contrast to inheritance it is not possible in references to specify
value assignment types directly using an inheritance template whose value assignments are to be
passed on.

No data is transferred outside the value assignments in referencing. The following, for
example, are not transferred:

Identifiers

Material assignments

You can manually overwrite a referenced value assignment. You can choose whether:

The referenced value assignment is to be deleted and you re-enter the data

The referenced value assignment is to remain as a template and you overwrite the data

In the property tree, every value assignment type that is assigned values via a reference is
marked with
. If you manually overwrite the referenced value assignment, the icon
changes to
.

If you assign several references to a specification, the value assignment types for these references
may not overlap.

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Unique Value Assignments to Be Transferred from Several References to One Referencing


Specification

The system rejects the assignment of a reference if at least one of the following conditions is
fulfilled:

The planned reference is identical to the referencing specification (a specification cannot


reference itself).

The planned reference has a specification type that does not permit the usage as a source
specification of the reference (see Prerequisites).

The planned reference is being processed by another user.

The planned reference already has references itself (multilevel references are not allowed).

The planned reference overlaps with at least one other reference of the referencing
specification in at least one value assignment type.

The planned reference transfers value assignments of at least one value assignment type
that the user cannot change in the referencing specification because the user does not have
authorization to do this.

You can deactivate this authorization check in Customizing for Basic Data and Tools under
Specify Environment Parameters by means of the environment parameter
SP_NO_AUTH_CHCK_REF_PROPS.

Activities
If you call a value assignment type that was transferred to the specification via a reference, the
value assignment is shown in display mode. To edit the referenced value assignment, call the edit
mode using
with the quick info text Display <-> Edit on the Display Specification: Value
Assignment screen.

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Inheritance
Effects of Changes to the Source Specification Data
Creating Inheritance Relationships Between Specifications
Approving Inheritance Requests
Deactivating and Activating Inheritance Relationships
Deleting Inheritance Relationships

Inheritance
Use
This function enables you to pass on value assignments and identifiers from one specification (source
specification) to another (target specification). To do this, you create an inheritance relationship in
which the source specification, the target specification, and the inheritance template are defined. The
inheritance template controls:

Which identifiers and which value assignments are passed on

Whether the value assignments passed on can be edited and whether the data changes made are
temporary or permanent

Whether inheritance relationships can be deactivated and reactivated if required


A specification can be a source or target specification in as many inheritance relationships as you like
with any inheritance template. Each target specification can itself act as a source specification and can
also pass the inherited data on again, with the result that multilevel inheritance is possible.
In the inheritance relationship, the source and target specifications are linked with each other in such a
way that a background job automatically updates the data in the target specification if you create, change,
or delete the data to be passed on in the source specification. The SAP system also specifies in the
inheritance relationship whether the inheritance request was created by the source specification or by the
target specification. Accordingly, the source specification or the target specification can have the role of
requester. In the same way, the source specification or the target specification can have the role of
acceptor, depending on which specification approves the inheritance request.

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You can use authorizations to ensure that only authorized employees can request and approve
inheritances (see Prerequisites).

Integration
Inheritance is an extension of the existing reference. Inheritances and references differ as follows:
Inheritance

Reference

The inheritance template controls which


identifiers and value assignments are passed
on and which usage they must have in order to
be passed on.

All value assignments in the source


specification are passed on to the target
specification with their usage. Identifiers are
not passed on.

Individual value assignment instances of a


value assignment type can be overwritten in
the target specification.

Only entire value assignment types can be


overwritten for the target specification, which
means that if you overwrite referenced data in
the target specification, the reference is deleted
for the entire value assignment type.

Multilevel inheritance is possible.

Multilevel references are not possible.

Prerequisites

You have created the required inheritance templates as group entries (see Editing Inheritance
Templates).

A specification cannot be a target specification in a reference and a target specification in an


inheritance relationship at the same time, in other words, a specification cannot receive data via
reference and via inheritance at the same time. However, other combinations are possible, for
example:

A specification can receive data via reference and pass on this data or other data.

A specification can receive data via inheritance and pass it on via reference.

A specification can inherit data and pass it on via reference.

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In order for data to be inherited, it must correspond to the definition in the inheritance template and
fulfill the following conditions:

The first time that data is inherited, there cannot be a status entry that does not permit
changes for the data to be passed on in the source specification (see Specification Status).
If data that has already been passed on is edited subsequently in the source specification,
the data in the target specification is updated regardless of the status of the source data.

If a usage has been defined in the inheritance template, the data to be passed on must
contain this usage and the Active indicator must be set. If you have set the All usages
indicator in the inheritance template, the data is passed on regardless of its usage, which
means that data is passed on even if the Active indicator is not set in its usage or if no
usage at all has been specified for the data (see Editing Inheritance Templates).

Under Specify Environment Parameters in Customizing for Basic Data and Tools, you can use the
environment parameter INH_RESOLVE_STATUS_CONFLICT to specify whether the status of the
target specification is to be taken into account for inheritance. If the status of the target specification
is taken into account (value 0), there cannot be a status entry that does not permit changes for the
data in the target specification (for example, the status RE Released in the standard system).
Otherwise, the target specification cannot inherit the data. If no status is specified for the target
specification, the data in the target specification is classified as In process.

The source specification of an inheritance relationship must belong to a specification type that was
specified as a permitted source specification type for the specification type of the target
specification under Specify Specification Types in Customizing for Basic Data and Tools.

You have processed the IMG activity Set Up Job for Inheritance in Customizing for Basic Data and
Tools and scheduled the inheritance report to be event-controlled as described there.

The data to be passed on cannot be locked by another user. Under Specify Environment
Parameters in Customizing for Basic Data and Tools, you can use the environment parameter
INH_JOB_DELAY to specify after how many minutes the background job for the inheritance is
rescheduled if data is locked.

The source specification cannot be its own target specification. For this reason, the system
ensures that no endless loops can occur at all levels of inheritance.

You need the following authorizations:

To request inheritance, you need authorization to change the data to be inherited via the
inheritance template for the requester (which can be the source or target specification).
This means:

If you request inheritance for a target specification, you need change authorization
for the corresponding data (identifiers, value assignment types) in the target
specification.

If you request inheritance from a source specification, you need change


authorization for the corresponding data (identifiers, value assignment types) in the
source specification.
To be able to approve an inheritance request to the acceptor (which can be the source or
target specification), you need the following authorizations for the acceptor:

If the target specification is the acceptor, in other words, if you want to approve the
inheritance request of the source specification to the target specification, you need
change authorization for the target specification. In other words, the data read in the
source specification must be able to be created in the target specification.

If the source specification is the acceptor, in other words, if you want to approve the
inheritance request of the target specification to the source specification, you need
display authorization for the source specification. In other words, the data to be
created in the target specification must be able to be read in the source specification.

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You specify the change or display authorization in the authorization objects C_SHES_TVH
(specification value assignment with specification reference) and C_SHES_TRH
(specification header).

Features
Inheritance Relationships
The system displays all the inheritance relationships for a specification in its header data on the
Relationships tab page (see Creating Inheritance Relationships Between Specifications):

One area of the screen contains all the inheritance relationships in which the specification is the
source specification.

One area of the screen contains all the inheritance relationships in which the specification is the
target specification.
In both screen areas, a data record, in other words a row in the table, represents an inheritance
relationship.
The following data is displayed for each inheritance relationship:

Whether the inheritance relationship is active

Whether the specification in whose header data the inheritance relationship is displayed,
requested the inheritance, in other words whether it is the requester or acceptor

Inheritance template for the inheritance relationship

Status and approval status of the inheritance relationship


The approval status only occurs in the following combinations with the status of the inheritance
relationship:

Status

Icon

Approval Status

Initial

Requested

Ready to inherit

Approved

Consistent

Approved

Incorrect

Approved

Initial

Rejected

Icon

The statuses have the following meanings:


Status

Meaning

Initial

Data is not passed on until an authorized user has approved the


inheritance request. The status changes to Ready to inherit.

Ready to inherit

Data is ready to inherit and is passed on by the next background


job. The status changes to Consistent or Incorrect.

Consistent

Data is passed on by the background job and is consistent.

Incorrect

Data could not be passed on.

From the Relationships tab page, you can edit inheritance relationships for the specification in the
corresponding screen areas:

You can create inheritance relationships in which the specification is the source or target
specification.

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You can also create an inheritance relationship between a source specification and as many
target specifications as you want from the hit list by selecting the target specifications in the
hit list and then specifying the source specification and the inheritance template (see
Creating Inheritance Relationships Between Specifications).
The specification from which you create an inheritance relationship in the header data or
from the hit list is automatically the requester in the inheritance relationship.

You can approve or reject inheritance requests, in other words, set the corresponding approval
status.

You can deactivate and reactivate inheritance relationships.

You can delete inheritance relationships. You can decide whether to merely delete the link
between the source and target specifications or whether the inherited data in the target
specification should also be deleted.
An inheritance relationship is generally displayed for both specifications involved (for one specification in
the target part and for the other in the source part), regardless of which specification requested the
inheritance.
Only when an inheritance request has been approved can the status of the inheritance relationship
change from Initial to Ready to inherit. If you create an inheritance relationship and have the required
authorization for the acceptor (see Prerequisites section), the approval is automatically set to the status
Approved. If you do not have the authorization required, the approval remains in the status Requested
until an authorized user manually approves the request:

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Passing On Data
The background job for the inheritance is started as soon as an inheritance relationship is assigned the
status Ready to inherit. It is assigned this status in the following cases:

The inheritance request has been approved manually or automatically.

The inheritance relationship has the status Consistent and data (identifiers, value assignments, or
the usage of this data) has been created, changed, or deleted in the source specification of the
inheritance relationship. For more information, see Effects of Changes to the Source Specification
Data.

The inheritance relationship has the status Consistent and the inheritance template for the
inheritance relationship has been changed.
The background job started updates the data in the target specification if it is not locked by a user. If it is
locked, the background job is repeated periodically (see Prerequisites section). If the data has been
passed on, the approval status of the inheritance relationship remains Approved and the status changes
to Consistent (or to Incorrect if there are errors).

If an inheritance relationship is assigned the status Incorrect, the data is not updated in the
target specification by the background job. You then receive a message in your office inbox
in the system in which the error is explained. The status Incorrect occurs, for example, if an
identifier that already exists in the target specification is to be passed on.

On the Relationships tab page, you can:

Display detailed information about the inheritance relationship using the


function
with the quick info text Addit. info. You can check, among other things, whether the
background job for the inheritance is scheduled and whether it is currently running.

Restart the background job for the inheritance manually using the
function with
the quick info text Restart inheritance and give the background job a higher priority.

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As a result, this background job is carried out next when the system is currently
executing several background jobs in succession.
Furthermore, you can update the data displayed using the
function with the quick info
text Refresh and therefore check, for example, whether the data has been passed on after a
background job that was started manually (the inheritance relationship is then consistent).
In the target specification, the background job for the inheritance only updates the value assignments of
the value assignment types specified in the inheritance template. In the same way, only the identifiers of
the identification categories and types specified in the inheritance template are updated. In addition, the
usage specified for the identifiers and value assignments in the source specification must match the
usage specified in the inheritance template. If a higher-level validity area (for example, REG_WORLD or
REG_EU) is specified for the data in the source specification and this validity area contains the validity
area in the inheritance template (for example, DE), the data in the target specification is created with the
validity area of the inheritance template.

Usage of the Data in the


Source Specification

Usage (Rating, Validity


Area) in the Template

Usage of the Data to Be


Passed On to the Target
Specification

PUBLIC/REG_EU

PUBLIC/DE

PUBLIC/DE

INTERNAL/REG_EU

ALL/DE

INTERNAL/DE

PUBLIC/DE

PUBLIC/REG_EU

Data record is not passed on.

PUBLIC/US

PUBLIC/REG_EU

Data record is not passed on.

Data record 1:
PUBLIC/REG_WORLD
Data record 2:
INTERNAL/REG_EU

ALL/US

Data record 1: PUBLIC/US


Data record 2 is not passed
on.

Changes to Target Specification Data


You can only change or delete inherited data in a target specification in the following cases:

You can change inherited identifiers or value assignments if you have set the Deactiv.
inheritance relationships indicator in the inheritance template and deactivated the inheritance
relationship. For more information, see Deactivating and Activating Inheritance Relationships.

You can change inherited value assignments if you have set the Changes to target specifications
or Exclusion from inher. indicator in the inheritance template. For more information about the
indicators, see Editing Inheritance Templates. For information about how to change value
assignment instances that contain inherited data, see Editing Value Assignments.

In the property tree, all value assignment types containing data that has been inherited or
passed on are marked by the icon
.
Identifiers and value assignment instances containing data that has been inherited or
passed on are marked as follows:

: Data record has been inherited.

: Data record has been passed on to other specifications.

: Data record has been inherited and passed on to other specifications.

: Data record has been inherited and changed temporarily (only for value
assignment instances).

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: Data record has been inherited and changed permanently (only for value
assignment instances) or the inheritance relationship has been deactivated (for value
assignment instances and identifiers).

Result
You can search for specifications that are contained in inheritance relationships and that fulfill specific
search criteria (see Specification Search).

Effects of Changes to the Source Specification Data


If you change the data in a specification that is the source specification in an active inheritance
relationship, the status of the inheritance relationship is reset to Ready to inherit. As a result, the
background job for the inheritance is started, which may have the following effects, for example,
on the data in the target specification:
Change to the Source Specification

Possible Effect on the Target Specification

Creating, changing, or deleting value


assignments and identifiers

If the value assignments and identifiers,


including their usage, correspond to the values
specified in the inheritance template, the
corresponding value assignments and
identifiers are also created, changed, or
deleted in the target specification.
If you change a value assignment, the Active
indicator is reset in the usage for this value
assignment as standard. If a usage has been
defined in the inheritance template, only data
with an active usage can be passed on (see
Inheritance). Resetting the Active indicator then
results in the value assignment in the target
specification being deleted. Under Specify
Value Assignment Types in Customizing for
Basic Data and Tools, you specify for each
value assignment type whether the Active
indicator is reset when a value assignment is
changed.

Adding usages

If you add a usage to a value assignment or to


an identifier, this may result in the values
specified in the inheritance template being
fulfilled for the first time. The value assignment
or identifier is then created in the target
specification.

Changing usages

If you change a usage for a value assignment


or an identifier, this may have the following
effects:

The values specified in the inheritance


template are fulfilled for the first time.

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The value assignment or identifier is then


created in the target specification.

Deleting usages

The values specified in the inheritance


template are no longer fulfilled. The
value assignment or identifier is then
deleted in the target specification.

If you delete a usage for a value assignment or


an identifier, this may result in the values
specified in the inheritance template no longer
being fulfilled. The value assignment or
identifier is then deleted in the target
specification.

For more information about when value assignments and identifiers, including their usage,
correspond to the values specified in the inheritance template, see Inheritance.

Creating Inheritance Relationships Between


Specifications
Use
This procedure describes how you create inheritance relationships between specifications. To do this,
you have the following options:

In the header data of a specification, you can create inheritance relationships in which the
specification is the target or source specification. In other words, you specify in the specification
header data the specifications from which the specification inherits data or to which the
specification passes on data.

From the hit list, you can create inheritance relationships in which specifications that you have
selected in the hit list are target specifications. In other words, you specify the specification (source
specification) from which the selected specifications inherit data. You can create an inheritance
relationship for one source specification in one step for as many selected specifications as you
like.
In both cases, the specification from which you create the inheritance relationship is the requester. In
other words, this specification requests the inheritance.

Prerequisites
See Inheritance.

Procedure
Creating Inheritance Relationships in Specification Header Data
...

1. Search for the specification that is the requester in the inheritance relationship you want to
create. Use one of the following procedures to do this:

Searching Manually for Specifications

Executing Queries

Loading Sets of Hits

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A set of specifications appears in the form of a hit list if the SAP system finds data records
matching the search criteria of the manual search or query or if the set of hits loaded contains
specifications that exist in the system.

If the specifications you are searching for are not contained in the hit list or if the search
result contains too many hits, you can extend, refine, or reduce the hit list (see also Basic
Functions in the Hit List).
2. In the hit list, choose the specification you want to edit by double-clicking it.
The Edit Specification: Header screen appears.
3. Choose the Relationships tab page.
4. On the tab page, select a blank row in one of the tables as follows:

Select a blank row in the upper table if the current specification is to inherit data from
another specification, in other words, if the current specification is the target specification
in the inheritance relationship.

Select a blank row in the lower table if the current specification is to pass data on to
another specification, in other words, if the current specification is the source specification
in the inheritance relationship.
5. Choose
with the quick info text Create inheritance rel.
6. Enter the inheritance template and the source or target specification. When choosing the
inheritance template, note that you can only assign inheritance templates to a target specification if
their value assignment types and identifiers do not overlap. Value assignment types and identifiers
only overlap if the usages specified in the inheritance templates overlap at the same time.

Creating Inheritance Relationships from the Hit List


...

1. Search for the specifications that are the requester and target specifications in the inheritance
relationships you want to create. Use one of the following procedures to do this:

Searching Manually for Specifications

Executing Queries

Loading Sets of Hits


A set of specifications appears in the form of a hit list if the SAP system finds data records
matching the search criteria of the manual search or query or if the set of hits loaded contains
specifications that exist in the system.

If the specifications you are searching for are not contained in the hit list or if the search
result contains too many hits, you can extend, refine, or reduce the hit list (see also Basic
Functions in the Hit List).
2. Select the required specifications and choose Specification Inheritance Inherit from
Source.
3. Enter the inheritance template and the source specification. When choosing the inheritance
template, note that you can only assign inheritance templates to a target specification if their value
assignment types and identifiers do not overlap. Value assignment types and identifiers only
overlap if the usages specified in the inheritance templates overlap at the same time.

Result
The inheritance relationship is assigned the approval status Requested ( ) and the status Initial ( ). If
you have the authorizations described under Inheritance, the inheritance relationship is automatically
assigned the approval status Approved ( ) and the status Ready to inherit ( ). If you do not have the
authorizations, an authorized user must approve the inheritance request.

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After an inheritance relationship has been assigned the status Ready to inherit, the background job
transfers the data from the source specification to the target specification for the inheritance. The
approval status remains Approved ( ) and the status changes to Consistent ( ) or, if there are errors,
to Incorrect ( ).

Approving Inheritance Requests


Use
This procedure describes how you approve an inheritance request manually. Only when an inheritance
request has been approved is the inheritance relationship assigned the status Ready to inherit and the
corresponding data can be passed on from the source specification to the target specification by the
background job for the inheritance.

Under certain conditions, inheritance requests are approved automatically when you create
the inheritance relationship (see Inheritance).

Prerequisites

You have executed the Editing Specifications procedure and are on the screen for editing the
header data of the specification for which you want to approve an inheritance request.

The inheritance relationship for which you want to approve the inheritance request has the status
Requested ( ).
For more prerequisites, for example, concerning the authorizations required, see Inheritance.

Procedure
...

1. Choose the Relationships tab page.


2. In the corresponding table, select the row of the inheritance relationship that you want to
approve.
3.

Choose

with the quick info text Approve request.

Result
The inheritance relationship is assigned the approval status Approved ( ) and the status Ready to
inherit ( ). The next background job for the inheritance updates the data in the target specification and
sets the status Consistent ( ) or, if there are errors, Incorrect ( ).

Deactivating and Activating Inheritance Relationships


Use
This procedure describes how you deactivate an inheritance relationship and reactivate a deactivated
inheritance relationship.

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After you have deactivated an inheritance relationship, the data in the target specification is no longer
updated when you change the corresponding data in the source specification. In addition, you can
change the data passed on (value assignments and identifiers) in the target specification. The
corresponding value assignment instances and identifiers are then ready for input and are marked with
the
icon.
If you reactivate the inheritance relationship, the system updates the data in the target specification using
the data in the source specification.
This means the data changed in the target specification is overwritten by the data in the source
specification, and data that has been changed in the source specification is accordingly also changed in
the target specification.

Prerequisites

You have executed the procedure Editing Specifications and are on the screen for editing the
header data of the specification for which you want to deactivate or reactivate an inheritance
relationship.

The inheritance relationship that you want to activate or deactivate, contains an inheritance
template in which the Deactiv. inheritance relationships indicator is set, in other words, for which
the deactivation and reactivation of the inheritance relationship is permitted.

Procedure
...

1. Choose the Relationships tab page.


2. In the corresponding table, select the row of the inheritance relationship that you want to
deactivate or activate.
3.

Choose

with the quick info text Inheritance active/inactive.

Result
An active (
An inactive (

) inheritance relationship is deactivated (


) inheritance relationship is activated (

).
).

Deleting Inheritance Relationships


Use
This procedure describes how you delete an inheritance relationship. You can decide whether the data
passed on to the target specification should also be deleted.

Prerequisites

You have the authorizations that you also require for approving an inheritance relationship (see the
"Prerequisites" section under Inheritance).

You have executed the Editing Specifications procedure and are on the screen for editing the
header data of the specification for which you want to approve an inheritance request.

Procedure
...

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1. Choose the Relationships tab page.


2. In the corresponding table, select the row of the inheritance relationship that you want to
delete.
3.
4.

Choose
with the quick info text Delete inheritance rel.
Specify whether the data passed on should also be deleted.

Result
An inheritance relationship in the status Consistent ( ) is assigned the status Ready to inherit ( ). The
next background job for the inheritance deletes the inheritance relationship from the header data of the
source and target specifications and, if required, also deletes the data passed on in the target
specification.

Inheritance Template
Definition
Filter in which the data transferred from a source specification to a target specification in
inheritance is defined. Furthermore, the inheritance template controls whether data that has been
passed on can be changed in the target specification.

Use
The inheritance template is required in inheritance in order to create inheritance relationships
between specifications. In an inheritance relationship, only data that matches the criteria in the
inheritance template is passed on by the source specification.
The inheritance template is not dependent on a specification, in other words, you can use an
inheritance template for as many different specifications as you like.

Structure
Controlling the Data to Be Passed On (Data Filter)
In the inheritance template, you specify the identifiers (identification category and type) and
value assignment types whose data is passed on by the source specification to the target
specification. Furthermore, you specify the usage (rating and validity area) that this data must
have in order to be passed on. You have the following options:

You can specify that the data for the identifiers and value assignment types is always passed on,
irrespective of the usage.

You can specify that the data for the identifiers and value assignment types is only passed on if a
specific usage is specified for this data in the source specification.

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The data that you specify in the inheritance template cannot overlap. The system checks whether
there are any overlaps between validity areas, ratings, or identification types (see Editing
Inheritance Templates).
Controlling Permitted Changes to Data That Has Been Passed On
In the inheritance template, you can specify whether data that has been passed on can be changed
temporarily or permanently in the target specification and whether the inheritance relationship
can be deactivated and reactivated (see Editing Inheritance Templates).

Integration
The inheritance templates are created and edited in the group overview.
An inheritance template that is used in an inheritance relationship can only be changed if data
that has already been passed on is not deleted by the change (see Editing Inheritance Templates).
In addition, changes to inheritance templates of this type cannot be undone once they have been
saved.

Editing Inheritance Templates


Use
This procedure describes how you create and change an inheritance template.

Prerequisites

Under Specify Groups in Customizing for Basic Data and Tools, you have defined the groups that
you require for inheritance templates. You have then assigned these groups to the group tree for
inheritance templates under Specify Group Trees and Assign Groups.

You have change authorization for the group of inheritance templates in which you want to create
the inheritance template or in which the inheritance template that you want to change is located.

Procedure
...

1.

Call the Specification Workbench.

2. In the navigation area choose


<Specification Category> by double-clicking it. <Specification
Category> stands for the specification category of the specifications for which you want to create
an inheritance template or for which you have created the inheritance template that you want to
change.
The Edit Specification: Initial Screen appears.
3.

Choose Specification Inheritance Edit Templates.

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The Edit Inheritance Templates dialog box appears. The group overview of the inheritance
templates is displayed.

You can also call the group overview of the inheritance templates in the same way from the
Edit Specification: Hit List and Edit Specification: Header screens.

Creating Inheritance Templates


4. Position the cursor on the group in which you want to create an inheritance template and
choose
with the quick info text Create Inheritance Templates.
The Create Inheritance Templates dialog box appears.
5. On the Hdr and Desc. tab pages, enter data as required, choose
with the quick info text
Transfer, and confirm the confirmation prompt by choosing Yes.
The inheritance template is added to the group as a group entry.
6. Choose the inheritance template by double-clicking the group entry.
7. If required, specify usages, identifiers, and value assignment types whose data, with the aid of
the inheritance template, is to be used for inheritance. Note the following:

If data (identifiers and value assignments) is to be passed on regardless of its usage, in


other words, if the usage specified for the data in the source specification is not to be taken
into account as a filter for the inheritance, set the All usages indicator. If you do not specify a
usage and do not set the indicator, no data is passed on.

In general, only active identifiers and value assignments are passed on, in other words, only
the identifiers for which the Active indicator is set. If you set the All usages indicator in the
inheritance template, inactive identifiers and value assignments as well as identifiers and
value assignments without a usage are passed on too.
If all the identifiers in the source specification are to be passed on, in other words if all
existing identification categories and identification types are to be taken into account when
identifiers are passed on, set the All identifiers indicator. If you do not specify any identifiers
and do not set the indicator, no identifiers are passed on.
If value assignments of all the value assignment types in the source specification are to be
passed on, set the All value assignment types indicator. If only the data for certain value
assignment types is to be passed on, proceed as follows:
i.

Choose

with the quick info text Choose value assignment

types.

ii. In the property tree, use the


function with the quick info text
Select/Deselect Node to select the required value assignment types and confirm the
selection.
If you do not specify any value assignment types and do not set the All value assignment
types indicator, no value assignments are passed on.
If you enter data in a row of the table under Usages or Identifiers and do not enter a value
in one or more fields in the same row, all values for this field are taken into account for
inheritance. In other words, this field does not restrict the data.

Usages
Rating

Validity Area
Category

Validity Area

Inheritance

PUBLIC

<empty>

<empty>

All data rated as PUBLIC, regardless

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of the validity period


<empty>

REGION

REG_EU

All data that applies to REG_EU,


regardless of the rating

Identifiers
Language

Identification
Category

Identification Type

Inheritance

<empty>

NUM

<empty>

All numbers

<empty>

NAM

PROD

Product names in all


languages

The data that you specify in the inheritance template cannot overlap. The system checks
whether there are any overlaps between validity areas, ratings, or identification types. Note
that in the inheritance template, usages are linked by an AND logic operation (if, however,
you specify several usages for identifiers and value assignments of a specification in
specification management, these usages are generally linked by an OR logic operation).
One exception to this rule is if you do not enter any data in the Rating field (this corresponds
to the entry All ratings). In this case, the system checks whether the usages linked by OR
overlap, provided that the validity area is not the same.

Overlapping validity areas with the same rating


The validity areas are broken down according to countries and regions by the SAP
system. The following entries are therefore not permitted:

PUBLIC/DE and PUBLIC/REG_WORLD

INTERNAL/DE and INTERNAL/DE_BW (DE_BW = region of DE)

PUBLIC/DE and PUBLIC/<empty> (<empty> corresponds to All validity


areas)

Overlapping ratings with the same validity area


Ratings only overlap if you combine a certain rating with the entry <empty> (All
ratings). PUBLIC/DE and <empty>/DE, for example, is therefore not permitted.
Since the system checks whether the usages linked by OR and not by AND overlap
when you enter<empty> (All ratings), you can, however, enter PUBLIC/DE and
<empty>/REG_WORLD, for example.

Overlapping identification types with the same identification category


Identification types only overlap if you combine a certain identification type with the
entry <empty> (All identification types). NUM/CAS and NUM/<empty>, for example,
is therefore not permitted.
8. If required, set one or more indicators under Permitted change options. You use these
indicators to specify whether the value assignments passed on using the inheritance template can
be changed temporarily or permanently and whether the inheritance relationship can be
deactivated:

If you set the Changes to target specifications indicator, the value assignments that have
been passed on can be temporarily overwritten in the target specification.
If value assignments that you have overwritten in the target specification are then changed
in the source specification, the corresponding value assignments in the target specification
are also replaced again by the value assignments in the source specification.

If you set the Exclusion from inher. indicator, the value assignments that have been
passed on can be permanently overwritten in the target specification.

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9.

As soon as the value assignments that have been passed on have been overwritten once,
changes made to the corresponding value assignments in the source specification are no
longer passed on to the target specification. The value assignments overwritten in the target
specification can be passed on again.
If you set the Deactiv. inheritance relationship indicator, the inheritance relationship
between the source or target specification can be deactivated and reactivated as required.

If the inheritance relationship has been deactivated and the data (identifiers and
value assignments) in the source specification is changed, the corresponding data in
the target specification is not updated. You can overwrite the data that has been
passed on in the target specification.

If the connection is reactivated, the data in the target specification is updated again
in accordance with the source specification.

Choose

with the quick info Save and then

with the quick info Transfer.

Changing Inheritance Templates


...

1.

4. Double-click the inheritance template that you want to change.


5. Change usages, identifiers, and value assignment types as required whose data, with the aid
of the inheritance template, is to be used for inheritance. Note that when you edit an inheritance
template that has already been used in an inheritance relationship, you can only change it if data
that has been passed on is not deleted. A corresponding warning is displayed if an inheritance
template that you want to change is already being used. When you change an inheritance template,
the system automatically prevents you from making changes to the inheritance template that are
not permitted. In detail, this means that:

You can add new identification categories and types since this results in a larger number of
identifiers being passed on. However, you cannot delete existing identification categories
and types.

You can change usages if this does not restrict the data.
For example, instead of the validity area DE you can define all validity areas or a region of
DE, such as DE_BW, since all data records that are valid for DE_BW are always valid for
DE too because DE_BW is contained in DE.

You can delete individual usages. As a result of usages being linked by an AND logic
operation in the inheritance template, the inheritance template is restricted less if you delete
a usage.
For example, you can delete the usage INTERNAL/US from the usages PUBLIC/DE and
INTERNAL/US.

You cannot replace an individual usage with another (for example, PUBLIC/DE with
PUBLIC/FR).

You cannot reset the All usages, All identifiers, or All value assignment typesindicators if
they are set. However, you can set them if they have not yet been set.
When you enter data, also note the information given in the Creating Inheritance Templates section.

You can no longer undo changes that you make to an inheritance template already being
used in an inheritance relationship after you have saved the data, since the background job
may pass on the corresponding data immediately.
6.

Choose

with the quick info Save and then

with the quick info Transfer.

Result
You can use the inheritance template in inheritance in order to create inheritance relationships between
specifications.

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If you have changed an inheritance template that is used in an active and consistent inheritance
relationship, this inheritance relationship is assigned the status Ready to inherit. The system then starts
the background job for the inheritance. This background job updates the data in the target specification in
accordance with the changed inheritance template.

Where-Used List for Specifications


Use
In the standard system, a where-used list is supplied with which you can determine specifications that
contain the specifications selected in the hit list in one or more of the following ways:

The selected specifications are contained in compositions or listings as components.

The selected specifications are specified as references.

The selected specifications are specified in the transport classification.

In the SAP component Recipe Management, a where-used list for specifications is also
supplied. With this where-used list you can display the recipes that contain the selected
specifications.
You can also define your own where-used lists in Customizing for Basic Data and Tools under Manage
User Exits using user exits of the user exit category SUB_USAGE (where-used list in the hit list). If you
specify a number of user exits for where-used lists for a specification category, a dialog box appears in
the application in which a list of all where-used lists for the specification category is displayed. You can
enter the following information:

You can specify whether the where-used lists are linked logically with AND or OR.

For each where-used list you can specify parameters on the basis of which the where-used list is
executed, that is on the basis of which specifications are searched for.

You can only specify parameters for a number of where-used lists if these where-used lists
provide specifications of one specification category only as the result.
If you have defined only one user exit for a specification category, a dialog box appears in the application
in which you specify the parameters.

Integration
You can also include a where-used list for specifications as a search step in a query (see Creating a
Specification Search Directly As a Query). The selection of individual specifications from the where-used
list will be lost, however, meaning that the where-used list is run when the query is executed for all
specifications in the hit list.

Activities

Determining Usage As Components

Determining Usage in Transport Classifications

Determining Usage As References

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Determining Usage As Components


Use
You use this procedure to determine specifications that contain the specifications selected in the hit list as
components in compositions or listings.
You can decide whether you want to determine specifications that contain the selected specifications as
direct only or as direct and indirect components. A specification A is an indirect component of a
specification B if the composition or listing of specification B contains specification A only as a component
of a composition or listing contained in it. It makes no difference whether specification A is present in the
contained composition or listing as a direct or indirect component, meaning that when searching for
indirect components, the system searches the contained compositions and listings right down to the
deepest level.

Prerequisites
You have run a specification search or loaded a set of hits and are on the hit list screen.

Procedure
...

1. In the hit list, select the specifications for which you want to determine specifications that
contain the selected specifications as components in compositions or listings. If you do not select
anything, the system determines the corresponding specifications for the first specification in the hit
list.
2. Choose
with the quick info text Where-Used List.
Depending on whether you have defined one or more where-used lists for the specification
category in Customizing for Basic Data and Toolsunder Manage User Exits, different dialog boxes
will now appear:

If you have not defined any other where-used lists in addition to the where-used list
supplied in the standard system for the specification category, the Where-Used List:
Components and Reference Parameters dialog box appears immediately.

If you have defined other where-used lists in addition to the where-used list supplied in the
standard system for the specification category, the Where-Used List: <Specification
category> dialog box appears. In this dialog box for the where-used list Component/Transp.
class./Reference... choose
with the quick info text Enter parameters.
The Where-Used List: Components and Reference Parametersdialog box appears.
3. Choose Composition and make sure that the Transport classification and Referenced
indicators are not set.
4. Execute the following steps if you want to determine specifications that contain the selected
specifications as components only in specific compositions or listings:
...

a. Choose
with the quick info text Multiple selection.
The Property Tree dialog box appears.
b. Select the required compositions or listings and confirm your entries.
5. Choose Indirect components if you want to determine specifications that contain the selected
specifications as direct and indirect components. As standard, the system determines only those
specifications that contain the selected specifications as direct components.
6. Confirm your entries.

Result
A new set of specifications appears in the form of a hit list. Choose
Selection to return to the original hit list.

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with the quick info text Reset

If you have defined a number of where-used lists in Customizing for Basic Data and Tools, the system
takes into account in the search all where-used lists for which you have specified parameters. If you have
entered parameters for a number of where-used lists, you can specify whether the where-used lists are
linked with logic AND or OR in the search, that is whether the specifications found must fulfill all or at least
one of the where-used lists specified.

Determining Usage in Transport Classifications


Use
You use this procedure to determine specifications in whose transport classification the specifications you
selected in the hit list are specified.

Prerequisites
You have run a specification search or loaded a set of hits and are on the hit list screen.

Procedure
...

1. Select the specifications for which you want to determine specifications in whose transport
classification the selected specifications are specified. If you do not select anything, the system
determines the corresponding specifications for the first specification in the hit list.
2. Choose
with the quick info text Where-Used List.
Depending on whether you have defined one or more where-used lists for the specification
category in Customizing for Basic Data and Tools under Manage User Exits, different dialog boxes
will now appear:

If you have not defined any other where-used lists in addition to the where-used list
supplied in the standard system for the specification category, the Where-Used List:
Components and Reference Parameters dialog box appears immediately.
If you have defined other where-used lists in addition to the where-used list supplied
in the standard system for the specification category, the Where-Used List: <Specification
category> dialog box appears. In this dialog box for the where-used list Component/Transp.
class./Reference... choose
with the quick info text Enter parameters.
The Where-Used List: Components and Reference Parameters dialog box appears.
3. Choose Transport classification and make sure that the Composition and Referenced
indicators are not set.
4. Confirm your entries.

Result
A new set of specifications appears in the form of a hit list. Choose
with the quick info text Reset
Selection to return to the original hit list.
If you have defined a number of where-used lists in Customizing for Basic Data and Tools, the system
takes into account in the search all where-used lists for which you have specified parameters. If you have
entered parameters for a number of where-used lists, you can specify whether the where-used lists are
linked with logic AND or OR in the search, that is whether the specifications found must fulfill all or at least
one of the where-used lists specified.

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Determining Usage As References


Use
You use this procedure to determine specifications for which the specifications selected in the hit list are
specified as references.

Prerequisites
You have run a specification search or loaded a set of hits and are on the hit list screen.

Procedure
...

1. In the hit list select the specifications for which you want to determine specifications for which
the selected specifications are specified as references. If you do not select anything, the system
determines the corresponding specifications for the first specification in the hit list.
2. Choose
with the quick info text Where-Used List.
Depending on whether you have defined one or more where-used lists for the specification
category in Customizing for Basic Data and Tools under Manage User Exits, different dialog boxes
will now appear:

If you have not defined any other where-used lists in addition to the where-used list
supplied in the standard system for the specification category, the Where-Used List:
Components and Reference Parameters dialog box appears immediately.
If you have defined other where-used lists in addition to the where-used list supplied
in the standard system for the specification category, the Where-Used List: <Specification
category> dialog box appears. In this dialog box for the where-used list Component/Transp.
class./Reference... choose
with the quick info text Enter parameters.
The Where-Used List: Components and Reference Parameters dialog box appears.
3. Choose Referenced and make sure that the Composition and Transport classification
indicators are not set.
4. Confirm your entries.

Result
A new set of specifications appears in the form of a hit list. Choose
with the quick info text Reset
Selection to return to the original hit list.
If you have defined a number of where-used lists in Customizing for Basic Data and Tools, the system
takes into account in the search all where-used lists for which you have specified parameters. If you have
entered parameters for a number of where-used lists, you can specify whether the where-used lists are
linked with logic AND or OR in the search, that is whether the specifications found must fulfill all or at least
one of the where-used lists specified.

Identification
Use
This function enables you to clearly identify a specification using various identifiers. An
identifier is defined in the following way:

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The identification category generally specifies the data type. The categories name, number, and
chemical formula are delivered in the standard system.

The identification type gives a more exact description of the identification category.

Integration
You can output identifiers on EH&S reports.

Prerequisites
In Customizing for Basic Data and Tools, you have edited the following IMG activities:

In the IMG activity Check Identification Listing, you define the identifiers to be displayed on the
individual program screens (on the hit list, in value assignment, for example). For an identification
listing, you can define:
The maximum number of identifiers to be displayed for an item
That an identifier is to be displayed only if a particular regulatory list is assigned to it

In the IMG activity Check Identification Types you define the identification types. For each
identification type you can also specify the following:
The specification category to which a specification must belong so that an identifier
of the identification type can be assigned to it
The maximum length of an identifier
A check function that checks whether the entry for an identifier is correct
Whether an identifier of the category Name is language-dependent
Whether lowercase letters are to be changed to uppercase
Whether special characters are allowed
Whether an identifier of the category Chemical formula is assigned to a document

For the specification category Substance you can, for example, specify the following
identification types:
Identification
Category

Identification Type

Name

IUPAC name, product name, synonym, trivial name, trade


name, and so on

Number

CAS number (Chemical Abstract Service), EINECS (European


Inventory of Existing Commercial Chemical Substances),
ELINCS (European List of New Chemicals), UN number (UN
list for dangerous goods transports), and so on

Chemical formula

Empirical formula, rational formula (a chemical formula


structured according to chemical function units), and so on

Features
You can:

Create any number of identifiers for a specification Within an identification type, you can also
define the sort sequence as required.

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Enter a text of any length for each identifier

You can format your text. When the text is printed out on a report, all formatting (character
formats, paragraph formats, and so on) is retained. The prerequisite for this is that the
environment parameter LONGTEXT_FORMAT_SUPPORT must be set in Customizing for
Basic Data and Tools.

Assign regulatory lists to each identifier

Specify a usage for each identifier

Activities
Proceed as follows to enter identifiers for a specification:
...

1. Follow the procedure Creating Specifications or Editing Specifications and choose the
Identifiers tab page.
2. Enter data as required (see also Example: Editing Identifiers).
Note the following:

Choose a language key for language-dependent identifiers.

If you want to format the text for an identifier or if you want to enter more
than 132 characters, double-click the Identifier field to open the text editor. In this field you
can enter a text of any required length and format it.

If your text is longer than 132 characters or you have formatted it, you can
only edit it using the text editor.
3. Confirm and save your entries.
4. If necessary, enter a usage for the identifier and assign it to a regulatory list (see Editing
Usages and Assigning Regulatory Lists).

Example: Editing Identifiers


A specification was created for the real substance chloroform. The following identifiers could have been
entered for it:
ID categ.

ID type

NUM

Sort.

Identifier

CAS

67-66-3

NUM

EINECS

200-663-8

NAM

IUPAC

Chloroform

FRM

MOLEC

CHCl3

EN

Legend for identification category (ID categ.): NUM = number, NAM = name, FRM = chemical formula
Legend for identification type (ID type): CAS = CAS name (Chemical Abstract Service), EINECS =
EINECS (European Index of Existing Chemical Substances), IUPAC = International Union of Pure and
Applied Chemistry, MOLEC = molecular formula

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Legend for language key (L): EN = English

Regulatory List
Definition
List or register specified in laws or regulations.

Regulatory lists include, for example, the substance lists in which substances with certain
properties are listed. The substances are generally compiled into lists taking legal
regulations into account. Typical substance lists are:

EINECS (European Inventory of Existing Chemical Substances)

TSCA (Toxic Substances Control Act)

Use
In the SAP Environment, Health and Safety component, you can assign regulatory lists to individual
identifiers and record the regulatory list in which those identifiers originated. For example, you can assign
substance lists to identifiers that describe specifications of the specification category Substance.
You can:

Assign an identifier to one or more regulatory lists

Assign a regulatory list to one or more identifiers

You edit regulatory lists in regulatory list management.

Assigning Regulatory Lists


Prerequisites
You have created the regulatory list in regulatory list management.

Procedure
...

1. Follow the procedure Creating Specifications or Editing Specifications and choose the
Identifiers tab page.
2. Select the identifier to which you want to assign a regulatory list and choose
info text Regulatory list assignment.
The Edit Specification: Regulatory Lists dialog box appears.
3. Enter one or more regulatory lists in the Reg. list field.
4.
5.

Choose
with the quick info text Back.
Save your entries.

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with the quick

Assignment of Specifications and Materials


Use
You can establish object links between specifications and materials in the SAP component
Material Master (LO-MD-MM). This allows you to create a link to other logistics processes. For
example, you can assign a raw material to a basic material.
The material contains logistics data, such as price, weight, and dimensions. This data depends
on an articles packaging size or trading units.
The specification supplies the data on the properties. This data is independent of an articles
packaging size or trading units.
If the material carries the environmentally relevant indicator and a delivery is posted to this
material, the SAP system checks whether the material is assigned to a specification that
requires a material safety data sheet, and then, if necessary, triggers material safety data
sheet shipping.
The following graphic illustrates the possible relationships between materials and specifications.

Prerequisites

You have created the materials in the material master.

In the Basic Data 2 view of the material master, you have set the Environmentally relevant
indicator for materials that require a material safety data sheet.

The specification belongs to a specification type for which the Mat. assignment indicator has been
set in the IMG activity Specify Specification Categories in Customizing for Basic Data and Tools.

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Features
You have the following options for the assignment:
o You can assign one or more materials to a specification (such as a real substance).
o You can assign one material to several specifications (such as real substances).
o You can specify a plant for a material.
After you have assigned a material and plant, the SAP system checks whether:
o The material and plant exist
o The material exists in the plant
The combination of material and plant must be a valid plant material.
o The material-plant combination is unique
The combination can only be assigned once to one specification only. You must enter the
material either always without a plant, or always with a plant.
If you do not enter a plant for a material, the assignment is valid for all plants in
which the material occurs.
For more information, see the SAP component

Material Master (LO-MD-MM).

In the standard system, the material short text for assigned materials is output in the SAP
Environment, Health and Safety (EH&S) component on the Material assignments tab page. In
Customizing for Basic Data and Tools the SAP enhancement C1060001 is available for you to
use in the IMG activity Develop Enhancement for Material Names. You can use this
enhancement to output other material descriptions in addition to the material short text (for
example, descriptions from the material classification).
Activities
You assign a specification to a material in the specification workbench in the header data of the
specification.
...
1.
Follow the procedure Creating Specifications or Editing Specifications and choose
the Material assignments tab page.
2.
In the Material field, enter the material key.
You can use the editing functions from the Edit menu for selected materials.
3.
If required, limit the assignment to one or more plants.
4.
Save your entries.
For specifications of the specification category Substance, you can also make the
assignment in the Material master. The Material master has been enhanced without
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modifications for this purpose by adding the necessary data screen. For more
information, see Assignment of Materials and Substances.

Assignment of Materials and Substances


Use
You can assign substances, that is, specifications of the specification category Substance, and
materials to each other both in specification management and in the material master. In this
case, the assignments you make in specification management are also visible in the material
master and vice versa.
Depending on the application from which you call the function, the perspective changes and so,
therefore, does the function description:

When you call it from specification management, it is referred to as material assignment

When you call it from the material master, it is referred to as specification assignment

Prerequisites
See Assignment of Specifications and Materials.
For assignment in the material master, the required settings must have been made in
Customizing for the material master. For more information, see Set Up Specification
Assignment in Material Master in the Implementation Guide (IMG) for Basic Data and Tools.
Features
Materials that have assignments to a substance cannot be archived and deleted (physical
deletion). A material can only be physically deleted in the following cases:
o All specification assignments were deleted.
o The assigned specifications were deleted.
o No specification assignments exist.
In each substance-material assignment, you can navigate to the assigned substance or the
assigned material by double-clicking:
You can navigate from the material assignment to the material master for the assigned
material.
You can navigate from the specification assignment to the specification workbench
with the assigned substance.

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Activities
Assigning a Substance to a Material
See also:
Assignment of Specifications and Materials

Assigning a Substance to a Material


Prerequisites
You have called the material in the material master.

Procedure
...

1.
2.
3.

Choose
Additional data.
Choose the Spec. Assignment tab page.
Assign the required substance.

Specification Editing
Value Assignment
Value Assignment
Value Assignment Types and Characteristics Setup
Value Assignment Category Property
Value Assignment Category Composition
Value Assignment Category Listing
Example: Value Assignment Types
Property Tree
Editing Value Assignments
Editing Characteristic Values
Assessment
Sources
User-Defined Texts and Documents
Compositions and Listings

Value Assignment
Use
You use this function to enter structured specification data and information. You access value assignment
via the property tree, in which the individual subject areas are arranged clearly in hierarchical form. Within
value assignment you can enter a source, any comments, and an assessment for a data record, that is
for a value assignment instance.

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Usage is a special feature that specifies how the data in a value assignment instance is rated (that is,
who can access it) and which validity area the data has.
The value assignment depends on the following objects:

The value assignment category generally specifies the data type. You can use the following
categories, among others:

Value Assignment Category Property

Value Assignment Category Composition

Value Assignment Category Listing

Transport Classification

Dangerous Goods Additional Data

Hazard-Inducing Substances

You can assign value assignment types to each value assignment category in Customizing for
Basic Data and Tools under Specify Value Assignment Types. You assign a class of class type 100
(value assignment) to each value assignment type. You edit the class in the SAP component
Classification (see Example: Value Assignment Types).

You can create characteristics for each class that are passed on to the corresponding value
assignment type. After you have included the value assignment type in the property tree in
Customizing for Basic Data and Tools under Set Up Property Trees and have carried out the Match
up value assignment type - characteristics function in master data matchup, you can call the value
assignment type in the SAP Environment, Health and Safety (EH&S) component and enter actual
values for the characteristics (see Value Assignment Types and Characteristics Setup).

Integration
You can use all the data in the value assignment in reports. You use the Usage function to ensure that
only the characteristic values that are permitted for the report recipient are output.

Prerequisites

You have processed the IMG section Specification Database Structure in Customizing for Basic
Data and Tools and set up at least one property tree there (see Prerequisites under Property
Tree).

So that you can use phrases for characteristic value assignment, you have created or imported
phrases in phrase management.

You have authorization to display or edit the value assignment types you want to display or change.

Features
The value assignment types are listed in the property tree. For each value assignment type, you can
enter any number of value assignment instances in value assignment, unless you have deactivated
multiple value assignment for the value assignment type in Customizing for Basic Data and Tools under
Specify Value Assignment Types.
All value assignment types contain the following standard functions:

Assessment

Sources

User-Defined Texts and Documents

Usage
The compositions and listings function also provides you with the value assignment types Composition
and Listing.

The value assignment types required by the SAP Dangerous Goods Management
component contain additional functions that are assigned to them via their inclusion in the

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value assignment categories Transport Classification, Dangerous Goods Additional Data, or


Hazard-Inducing Substances. For more information about editing dangerous goods basic
data, see
Dangerous Goods Basic Data (or
Dangerous Goods Classification Process).
You enter the data for a value assignment using various tab pages. On the Value Assignments tab page
there is a table in which you can display and edit the data for several value assignment instances.
You can make the following settings in Customizing for Basic Data and Tools:

The SAP enhancement C1B40001 is available for you to use under Develop Enhancement for
Value Assignment Information. You can use this enhancement to output more information in the
value assignment table.

Under Specify Value Assignment Types you can specify the following for each value assignment
type:

You can specify which tab pages are displayed for a value assignment type and in which
order.

You can specify whether a value assignment of the value assignment type should be set
automatically to active. Here the system distinguishes between copying, creating new data,
and changing data.

You can specify whether a value assignment type is to be used only internally and should
not therefore be displayed in the property tree.

You can specify that the value assignment type for specifications that belong to certain
specification types should be hidden in the property tree.

You can specify for a value assignment type (of the category Composition or Listing) that
only specifications belonging to certain specification types can be specified as components.

You can assign a usage profile to a value assignment type, from which the rating and
validity area are proposed automatically.

You can assign an identification listing to a value assignment type (of the category
Composition or Listing). This then overrides the standard identification listing D_VALPOS in
the component overview. This means you can specify which identifiers are displayed in the
value assignment screen for the components.

You can specify a function module to branch to your own dialog box when you call a value
assignment type.

With the program RC1PHRID you can determine value assignments that contain invalid
values or phrases. For more information, see the documentation for this program.

Under Set Up Table-Based Value Assignment you can specify for each value assignment type
which fields are displayed in the value assignment table, which of them are ready for input, and
which are fixed, for example.

Activities
Editing Value Assignments

Value Assignment Types and Characteristics Setup


Each value assignment type is linked to a class of class type 100. In the SAP
Classification (CA-CL)
component, you can assign any number of characteristics to a class (see also Creating Characteristic
Fields in EH&S).

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In Customizing for Basic Data and Tools you assign a class to each individual value assignment type. In
this way, the value assignment type inherits the characteristics of the class. The value assignment types
can belong to different value assignment categories (see Value Assignment).
Characteristics can have the following data types:

Numerical characteristics

Number range numerical characteristics

User-defined alphanumerical characteristics

Predefined format characteristics (alphanumerical)

Phrase library-related characteristics (data type Character Format with 30 characters)


Numerical characteristics are assigned a default unit of measurement. In fields such as these, you only
need to enter the value as a number. The unit of measurement is added after you have confirmed your
entry. You can only use other units of measurement if these are contained in the unit of measurement
table, have identical dimensions, and if the conversion parameters have been specified.
If you have created new characteristics, you must execute the Match up value assignment type characteristics function in master data matchup to update the display.

We recommend you use the IMG activity Adopt Standard Database Structure to adopt the
classes and characteristics supplied with the standard system.

Relationship Between Value Assignment Type and Class

Value Assignment Category Property


Definition
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This object assigns values to a specification using numeric values or phrases.

Use
The value assignment category Property is divided into individual value assignment types that can be
sorted into groups in the property tree.

Typical descriptions for groups of value assignment types of the category Property are:

Physical/chemical properties
Toxicological properties
First aid data

The Physical/chemical properties group, for example, can contain the following value
assignment types of the category property:

Density
Melting point
pH value

Value Assignment Category Composition


Definition
Lists the ingredients of a specification with their concentrations.

Ingredients are substances that are still present in a substance after the
manufacturing process has finished.

Use
The value assignment category Composition is divided into individual value assignment types. The value
assignment types can be set up based on the following criteria:

Type of components of the composition


The accuracy of the quantitative values

Typical value assignment types of the category Composition are:

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Exact chemical composition


Exact composition from products
Composition according to TSCA (Toxic Substances Control Act)

Value Assignment Category Listing


Definition
Listing of specifications without quantitative data.

Use
The value assignment category Listing is divided into individual value assignment types.

Typical value assignment types of the category Listing are:

Substances to be monitored at the workplace


Products of decomposition when heated

Example: Value Assignment Types


In the SAP component Basic Data and Toolsyou can enter substance data in the property tree using
value assignment types. If you require a large number of value assignment types, you can sort them into
groups and arrange them together under a common node, for example, under Physical-Chemical
Properties.
Value Assignment
Category

Example of Node

Examples of Value Assignment Types

Property

Physical-Chemical
Properties

Density, color, acid number, and so on

Property

Medicine

First aid: eye, first aid: skin, and so on

Property

Toxicology

Acute oral toxicity, acute dermal toxicity, and


so on

Composition

Exact chemical composition, composition


according to TSCA, and so on

Listing

Substances to be monitored at the workplace,

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products of decomposition when heated, and


so on
In the SAP component Industrial Hygiene and Safety, you can enter the following data using value
assignment types, for example:

Industrial hygiene and safety data

Additional information for incident/accident log

Additional information for person affected

Property Tree
Use
The property tree offers a structured display of all the value assignment types that you can edit in the
value assignment of specifications.

Prerequisites
You have set up or imported a property tree. For more information, see the Implementation Guide (IMG)
for Basic Data and Tools under Set Up Property Trees or in SAP Library under Import and Export.
You have the required authorizations.

In the SAP system, you can assign read and write authorization to a user for each node
(including the root). A user can display an end node if that user has authorization for all
nodes, including end nodes and the root.

Features
The property tree is the starting point for editing value assignments of specifications. You can set which
property tree is displayed for each specification type in Customizing for Basic Data and Tools under
Specify Specification Types. If you do not specify a property tree for a specification type and there is no
SET/GET setting, the property tree is displayed for which the D indicator (default property tree for
specification management) is set in the IMG activity Set Up Property Trees.
In the IMG activity Specify Specification Types you can define for each specification type whether a user
can switch between property trees. In this IMG activity you also specify the property trees from which the
user can choose.
If a user has switched to a property tree, this is saved as a SET/GET parameter in the user settings.

Report Symbols
Using the context menu you can display the report symbols for a value assignment type and its
characteristics.

Origin of Value Assignment


Value assignment types can be assigned values using various methods. The method used is indicated by
a particular icon beside the value assignment in the property tree.
Origin of Value Assignment

Icon

Manual assignment

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Reference

An identifier for the reference specification


is displayed next to the text of the value
assignment type. You specify which identifier is
displayed in Customizing for Basic Data and
Tools under Check Identification Listing in the
identification listing D_REFVAL.

By manually overwriting a reference

An identifier for the reference specification


is displayed next to the text of the value
assignment type. You specify which identifier is
displayed in Customizing for Basic Data and
Tools under Check Identification Listing in the
identification listing D_REFVAL.

Inheritance

See Inheritance.

Help Texts for Value Assignment Types


You can use the context menu to display help texts for each value assignment type in the property tree.
This text was created in the Classification System for the class of the value assignment type under Texts.

Activities
...

Follow the procedure Editing Specifications. You will find the property tree in the detail area of the
specification workbench.

Using the Property Tree for Value Assignment


Expand the property tree down to the lowest level where the value assignment types are displayed.
Double-click the value assignment type you want to display.
The Edit Specification: Value Assignment screen appears (see Editing Value Assignments).

Changing Property Tree


1. Select the required property tree in the context menu for the property tree under Property Tree.

Editing Value Assignments


...

1. Within the property tree, choose the value assignment type you require by double-clicking.
The Edit Specification: Value Assignment screen appears.
2. Create the value assignment instances you require and enter the relevant data on the tab
pages. For more information, see:

Editing Characteristic Values

Assessment

Sources

User-Defined Texts and Documents

Editing Usages

Compositions and Listings (only for value assignment types of the category Composition
and Listing)
Also note the following:

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If the value assignment type you want to change contains data by reference, the data for all
value assignment instances of this value assignment type is displayed only. To edit this
value assignment type, choose
with the quick info text Overwrite Reference.
A dialog box appears in which you can choose whether you want to copy the value
assignments of the reference to edit them or whether you want to create new value
assignments, that is the value assignments of the reference are deleted in this value
assignment type. In both cases the data is not updated if you change data in the source
specification of the reference.
If a value assignment instance you want to change contains data by inheritance, the data is
displayed only. You can change this data only if the inheritance template allows the data to
be changed (see Editing Inheritance Templates). To edit the value assignment instance,
choose
with the quick info text Overwrite Data.
A dialog box appears in which you can choose whether the inherited data is to be
temporarily or permanently overwritten. The inheritance template also controls whether data
can be permanently overwritten. If you overwrite data permanently, this data is not updated
if you change the corresponding data in the source specification for the inheritance.
In Customizing for Basic Data and Tools you can adapt table-based value assignment on
the Value Assignments tab page to your requirements with the Business Add-In (BAdI)
Enhancement of Table-Based Value Assignment.
In Customizing for Basic Data and Toolsunder Specify Value Assignment Types you can
specify the sequence of the tab pages in the value assignment screen for each value
assignment type. In the same way, in the IMG activity Set Up Table-Based Value
Assignment you specify the fields of a value assignment type you want to be displayed as
columns in the table on the Value Assignments tab page. It is therefore possible that you
cannot enter certain data in a value assignment type because the required tab page was
hidden and the table does not contain the required fields.
If you want to edit a value assignment that was already assigned a usage, you must have
authorization to edit the usage (authorization object C_SHES_TVH). If you do not have this
authorization, the system behavior depends on the value of the environment parameter
CHANGE_AUTH_USAGE, which you define in Customizing for Basic Data and Toolsunder
Specify Environment Parameters:

If the environment parameter is not set, the data is displayed.


If the environment parameter is set (X), the data is not displayed.

To make it easier for you to navigate between the value assignment types, the application
toolbar contains the functions
with the quick info text Previous Value Assignment Type
and
with the quick info text Next Value Assignment Type.

Editing Characteristic Values


Prerequisites

You have selected a value assignment type for which characteristic values can be edited. To do
this, the following settings are necessary in Customizing for Basic Data and Tools:

You have assigned a class for which characteristics have been created to the value
assignment type under Specify Value Assignment Types.

You have created the required entries for the characteristics of the value assignment type
under Set Up Table-Based Value Assignment, that is the columns for the characteristics
were not hidden in the value assignment type.

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If you have created new characteristics, you must execute the Match up value assignment type characteristic function in master data matchup so that the display of the characteristics for the
corresponding value assignment types is updated.

If you want to assign phrases to characteristics, you must assign the corresponding phrase sets to
the characteristics in phrase set-attribute assignment.

In master data matchup, you must carry out the (De)Activate phrase-rltd char. function so that you
can use the phrases from the corresponding phrase sets as input help when assigning values to
characteristics.

You have carried out the procedure Editing Value Assignments.

Procedure
...

1.
2.

Choose the Value Assignments tab page.


Enter the required data in the value assignment table. Note the following:

You can enter numerical values directly in the characteristic fields.

For characteristics to which phrases are assigned, you can either search generically in the
characteristic field or call the input help.

Using the function


with the quick info text Invert Axes you can invert the axes of the
table, that means you can specify whether the characteristics are displayed in the table next
to each other as columns or below each other as rows. Having the characteristics arranged
next to each other makes it easier for you to create a large number of instances; having the
characteristics arranged below each other makes it easier for you to assign values to a large
number of characteristics. In Customizing for Basic Data and Toolsunder Specify Value
Assignment Types you can specify for each value assignment type whether you want the
characteristics arranged horizontally across the table or vertically down the table when you
open the value assignment type.
3. If required, enter several values in multiple-value characteristics using the input help. In the
value assignment table, you can also assign characteristics multiple values by using the function
with the quick info text Insert Multiple Value Assignment to add additional rows for multiple
value assignment. You can recognize the characteristics to which you can assign multiple values
by the lighter background of the characteristic field in the table.

If you assign multiple values to different characteristics in one value assignment instance,
the first value assignments of the characteristics appear in the first row, the second in the
second row, and so on. This arrangement does not produce an assignment, that is the
value assignments of a characteristic with multiple values apply for the whole value
assignment instance, and not the first value assignment of the characteristic for the first
value assignment of the following characteristics, the second for the second of the following
characteristics, and so on. If you require this type of assignment, you must create several
value assignment instances and only assign a single value in these characteristics.
4. If required, create additional value assignment instances by choosing
with the quick info
text Create Value Assignment Instance.
5. Confirm your entries and check the entries the system then adds to the characteristic fields
(such as units).
6. Save your entries.

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Assessment
Use
In value assignment each data record, that is each value assignment instance, has an assessment. In the
standard system you can choose from the following assessments, for example:

Not assessed

Valid without restrictions

Valid with restrictions

Invalid

Cannot be assessed

Prerequisites
In Customizing for Basic Data and Tools, under Check Assessments, you define a standard assessment
that is automatically assigned by the system to each value assignment you created. You can change
these assessments if required.

Activities
...

1. Follow the procedure Editing Value Assignments.


2. Choose the Assessment tab page.
3. If you want to edit the assessment of a value assignment instance other than the one
displayed, select the required value assignment instance using one of the following methods:

Enter the sort sequence of the value assignment instance in the Sequence field and confirm
your entries.

On the Value Assignments tab page, select the value assignment instance and choose the
Assessment tab page again.
4. Select the required assessment and save.

Sources
Use
With this function, you can record a source and an additional note for a data record, that is a value
assignment instance, in value assignment.

Features
You can import sources into the SAP system (see Import and Export).
You can edit sources in source management.
Additional information can be displayed for each source, for example:

Type and description of source

Author

Date of publication

Order number

General note on the source itself

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Activities
To assign a source, proceed as follows:
...

1. Follow the procedure Editing Value Assignments.


2. Choose the Sources tab page.
3. If you want to edit the source of a value assignment instance other than the one displayed,
select the required value assignment instance using one of the following methods:

Enter the sort sequence of the value assignment instance in the Sequence field and confirm
your entries.

On the Value Assignments tab page, select the value assignment instance and choose the
Sources tab page again.
4. Enter data as required and save your entries.

User-Defined Texts and Documents


Use
To describe a value assignment in more detail, you can enter any user-defined text and assign
documents to it. A document is a file that can be managed in
Document Management (DMS), that is a
document can be a text file, a construction drawing, or a graphic, for example.
When importing specification data, characteristics can be assigned phrases that do not yet exist in the
SAP system. In order not to lose the phrases, you can create them as characteristic-dependent userdefined texts.

Prerequisites
The following prerequisites must be fulfilled so that you can assign a document to a value assignment:

You have created a


document info record for the document in Document Management and
stored the file for the document accordingly. So that a document can be printed on a report, you
must store it in the SAP system or in a DMS archive. For more information, see the Document
Management component.

You have made the necessary settings in Customizing for Document Management.

You have set the Document indicator for the user-defined text type in the IMG activity Specify
User-Defined Text Types in Customizing for Basic Data and Tools.
The following prerequisites must be fulfilled so that you can define characteristic-dependent userdefined texts:

You have set the required user-defined text type as characteristic-dependent in the IMG activity
Specify User-Defined Text Types in Customizing for Basic Data and Tools.

In Customizing for Basic Data and Tools, you can also specify how many user-defined texts
can be assigned to a characteristic per user-defined text type. The system checks this when
you assign user-defined texts to characteristics.

In phrase set-characteristic assignment, you have assigned the required characteristic-dependent


user-defined text type together with a phrase set to a specific characteristic of a value assignment
type.

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Within a value assignment type, a characteristic-dependent user-defined text type may be


assigned to a characteristic only once. You can assign another characteristic-dependent
user-defined text type to another characteristic of the same value assignment type.

Features
User-Defined Texts
You can use the editor to enter texts of any length.

Characteristic-Dependent User-Defined Texts


You can assign user-defined texts to a characteristic of a value assignment type. You assign a phrase to
the characteristic in question, for example, see user-defined text, and, using the User-defined text
function, create a text in the relevant characteristic-dependent user-defined text type.

Documents
Document Management in the SAP system is used to store and manage documents. When you assign a
document to a value assignment, you can use the input help in Document Management to help you
search for documents.
When you assign a document, the system inserts the short text in the User-defined text field and behind it
in brackets, the key of the document. If the document short text changes in Document Management, this
change is updated the next time you open the value assignment screen.
If a language was entered for the user-defined text, the short text is displayed according to the following
priority:
...

1. User-defined text language


2. If not available, system language
3. If not available, English
4. If not available, language that Document Managementprovides
If the application for the respective document format is installed locally, you can display the assigned
document directly from the value assignment type by double-clicking it.
You can print assigned documents on reports using the symbol for the start of a user-defined text (see
Symbol Type Specification).

Activities
Editing User-Defined Texts
To enter a user-defined text for a value assignment instance, proceed as follows:
...

1. Follow the procedure Editing Value Assignments.


2. Choose the User-Def. Texts/Docs tab page.
3. If you want to edit the user-defined text of a value assignment instance other than the one
displayed, select the required value assignment instance using one of the following methods:

Enter the sort sequence of the value assignment instance in the Sequence field and confirm
your entries.

On the Value Assignments tab page, select the value assignment instance and choose the
User-Def. Texts/Docs tab page again.
4. Enter data as required. To enter a longer text, proceed as follows:
...

a. Enter a user-defined text type.


b. Choose the User-defined text field by double-clicking.
The long text editor screen appears.

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c. Enter the text and format it as required.


d. Choose Back.
If you set the environment parameter LONGTEXT_FORMAT_SUPPORT in Customizing for Basic
Data and Tools under Specify Environment Parameters, all formatting (character formats,
paragraph formats, and so on) is retained when the text is printed out on a report.
If your text is longer than 132 characters or you have formatted it, the user-defined text field is not
ready for input. You can then only edit the text using the text editor.
5. Save your entries.

If you have defined a field for the user-defined text type for the value assignment type in
Customizing for Basic Data and Toolsunder Set Up Table-Based Value Assignment, you
can also edit the user-defined text on the Value Assignments tab page. To do this, enter the
user-defined text in the user-defined text type field in the row for the value assignment
instance or open the long text editor by double-clicking the user-defined text field or
choosing
with the quick info text User-Defined Text. Then edit the user-defined text in the
long text editor. From the Value Assignmentstab page however, you can edit user-defined
texts in the logon language only.

Assigning Documents
To assign a document from Document Management to a value assignment instance, proceed as follows:
...

1. Follow the procedure Editing Value Assignments.


2. Choose the User-Def. Texts/Docs tab page.
3. If you want to assign the document to a value assignment instance other than the one
displayed, select the required value assignment instance using one of the following methods:

Enter the sort sequence of the value assignment instance in the Sequence field and confirm
your entries.

On the Value Assignments tab page, select the value assignment instance and choose the
User-Def. Texts/Docs tab page again.
4. Assign the required document as follows:
...

5.

a. Use the input help to select a user-defined text type for which the D (document
assignment to user-defined text type) indicator was set and confirm your entry.
The user-defined text field is no longer ready for input and now has an input help that you
can use to choose documents in Document Management.
b. Use the input help to select the required document and confirm your entry.
Save your entries.

If you have defined a field for the user-defined text type for the value assignment type in
Customizing for Basic Data and Toolsunder Set Up Table-Based Value Assignmentby
means of which you can assign documents, you can also assign the document on the Value
Assignments tab page. To do this, call the input help for the user-defined text type field in
the row for the required value assignment instance, select the required document, and
confirm your entry.

Assigning User-Defined Text Types to Characteristics


To assign a user-defined text type to a characteristic, proceed as follows:
...

1.

Choose one of the following:

In the phrase set header, in phrase set names, in phrase assignment, or in the phrase set
hit list, choose Utilities Attribute Assignment.

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In the Basic Data and Tools menu, choose Phrases Edit Phrase Set-Attribute
Assignments.
The property tree appears.
2. Double-click the value assignment type you want to edit.
The SAP system lists all characteristics for that value assignment type.
3. In the UserDfndTxtType field, enter the key for the required user-defined text type for a
characteristic.
4. Confirm and save your entries.
5. Choose Back.
See also:
Phrase Set-to-Attribute Assignment

Compositions and Listings


Use
You use this function to enter the individual components of a specification.
In value assignment types of the category Composition you can enter additional quantitative values,
whereas in value assignment types of the category Listing, you can list the components without details.

Using the where-used list for specifications function you can display all specifications that
have selected specifications as components in compositions and listings (see Determining
Usage As Components).

Prerequisites
You have created the components you want to assign to a specification as specifications in specification
management.

Features
When you choose a value assignment type of the value assignment category Composition or Listing, the
system also displays the Composition or Spec. Listing tab page.

Value Assignment Types of Value Assignment Category Composition


Firstly you define the reference value for component entries for each composition, that is you define in
which dimension the components are specified (such as weight, percent in weight, volume, percent in
volume). The reference value then controls which units are available for specifying the component
proportions. You specify the reference values in Customizing for Basic Data and Tools under Specify
Reference Values for the Composition.
You can specify the component type for each component. If you have defined a default component type
for a specification, this is proposed automatically as the component type when you enter the specification
as a component in the composition. You define component types under Specify Component Types for
Compositions in Customizing for Basic Data and Tools. Under Specify Context-Specific Component
Typesyou define which component types you can use in compositions; if necessary you can restrict the
usage of individual component types to specific value assignment types.
If you have assigned validity areas to the component types in Customizing for Basic Data and Tools
under Specify Component Types for Compositions, when editing compositions the system displays only

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those component types whose validity area corresponds to the validity area in the user-specific usage
profile. For more information, see the IMG activity.
When you enter the concentration or quantity of individual components, you can make the following
entries:

Average proportion

Accuracy lower limit (>, >=)

Lower limit

Accuracy upper limit (<, <=)

Upper limit

Unit
When you create a composition, the SAP system checks if:

The lower limit is below the upper limit

The average value falls between the upper and lower limit

In the case of percentages, the total average value is <= 100%


The Value, Lower limit, and Upper limit fields are only taken into account, however, if an entry has been
made there.
Instead of a concentration you can also specify an exception value. This allows you to enter a remark on
components of a composition for which no details about the concentration or quantity are available. You
define exception values under Specify Exception Values for a Component in Customizing for Basic Data
and Tools. Under Specify Context-Specific Exception Values you define which exception values you can
use in compositions; if necessary you can restrict the usage of individual exception values to specific
value assignment types.

Value Assignment Types of Value Assignment Category Listing


In these value assignment types you enter the components without entering the component type and
concentration or quantity.

Activities
...

1. Follow the procedure Editing Value Assignments.


2. Choose the Composition or Spec. Listing tab page.
3. If you want to edit the composition or specification listing of a value assignment instance other
than the one displayed, select the required value assignment instance using one of the following
methods:

Enter the sort sequence of the value assignment instance in the Sequence field above the
tab pages and confirm your entries.

On the Value Assignments tab page, select the value assignment instance and choose the
Composition or Spec. Listing tab page again.
4. Enter data as required and save your entries.

If you have entered a sort sequence on the Composition or Spec. Listing tab page, the SAP
system sorts the components when generating reports according to this sequence (see
Report Creation: Process).

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Default Component Type


Use
You can enter a default component type for each specification. This is proposed to you automatically by
the system as the component type when you enter the specification as the component of a composition.
This makes data entry more efficient.

By assigning the default component type SOLVENT to the specification for a solvent that is
used frequently in many compositions in your enterprise, you do not need to enter this
component type every time you create a composition that contains the solvent.

Prerequisites
In Customizing for Basic Data and Tools under Specify Specification Types, you have defined the
characteristic for the default component type for the specification types of the component.

Features
You can overwrite the proposed default component type in the composition.
If you have not entered a default component type for a component specification or if you have not defined
the characteristic for the default component type in Customizing as described under Prerequisites, the
system uses the component type you set as the default component type in Customizing for Basic Data
and Tools under Specify Component Types for Compositions as the default component type.

Activities
To enter the default component type for a specification, proceed as follows:
...

1. Follow the procedure Editing Specifications.


2. In the property tree, double-click the value assignment type that contains the characteristic you
specified in Customizing for the component specification type as the characteristic for the default
component type.
The Edit Specification: Value Assignment screen appears (see Editing Value Assignments).
3. Enter the default component type in the corresponding characteristic and save your entries.

Basic Data and Tools (EHS-BD) Specification Management (EHS-BD-SPE) Specification Editing

Usage

Usage
Editing Usages
Relevance Indicator
Usage Profile

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Usage
Use
For each identifier and value assignment you can specify one or more usages in which you specify the
rating and the validity area of data.
You use the usage feature to ensure that only certain data that belongs to a particular rating (such as
PUBLIC or INTERN) and a particular validity area (such as DE or US) is output on a report. When the
SAP system generates reports, it compares the usage of the identifier or value assignment to be output
with the usage of the report generation variant assigned to the report via Customizing (see Generation
Variant).

The usage for identifiers cannot be specified in older EH&S Releases (2.2B and 2.5B).
When you upgrade to a higher EH&S Release, the output of these identifiers must still be
guaranteed. Therefore the usage of identifiers is checked during generation only if a usage
is specified. If an identifier has no usage, its data is still output on reports in contrast to the
value assignment.

Features
Usage consists of the following elements:

The rating specifies the users that can view an identifier or a value assignment.

A validity area is a group of countries or regions valid for the corresponding rating. Using the
exclusion indicator (Excluding) you can exclude validity areas as subregions from a higher-level,
larger validity area with the same rating.

To define the validity area European Union without Italy, enter European Union and Italy as
validity areas and set the exclusion indicator (Excluding) for Italy. For more information, see
the F1 help for this indicator.
Using the validity area category you can divide validity areas into organizational units. For
example, you can also then define a particular plant or business area as a validity area. You
specify validity areas and validity area categories in Customizing for Basic Data and Toolsunder
Specify Validity Areas and Specify Validity Area Categories. Depending on the validity area
category, you can set up a dynamic input help for the Validity area field and specify a function
module that checks the entries in this field. For more information, see these IMG activities.

The active indicator shows whether rating and validity area are active, and that the SAP system
can include the corresponding identifier or value assignment on a report.

The relevance indicator specifies whether a change is relevant to an existing identifier or value
assignment for the rating and validity area. For this reason this indicator is particularly important
when generating reports.
In Customizing for Basic Data and Tools you can define usage profiles from which the rating and validity
area are proposed automatically when you enter data for a value assignment type, if certain prerequisites
are fulfilled. For more information, see Usage Profile.
In Customizing for Basic Data and Tools under Specify Value Assignment Types, you can define whether
the usage is to be set to active automatically for a value assignment type that is copied, created, or
changed. Otherwise, you must reset the active indicator manually every time you edit the value
assignment.

Activities
Editing Usages

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Editing Usages
Use
This procedure describes how you specify a usage for an identifier or for a value assignment instance.

Prerequisites
You have authorization to edit usages. The same authorization object C_SHES_TDU is checked for the
usage of identifiers and value assignment instances.

Procedure
...

1. Follow the procedure Creating Specifications or Editing Specifications.


2. Depending on whether you want to specify a usage for an identifier or value assignment
instance, execute the following steps:

If you want to specify a usage for an identifier, proceed as follows:


...

i. Choose the Identifiers tab page.


ii. Select the identifier for which you want to specify the usage and
choose
with the quick info text Usage.
If you want to specify a usage for a value assignment instance, proceed as follows:

...

i. Select the value assignment type in the detail area of the


specification workbench by double-clicking it.
ii. Choose the Usage tab page.
iii. If you want to edit the usage of a value assignment instance
other than the one displayed, select the required value assignment instance using
one of the following methods:
- Enter the sort sequence of the value assignment instance in the Sequence field and
confirm your entries.
- On the Value Assignments tab page, select the value assignment instance and
choose the Usage tab page again.

You can also enter the usage of a value assignment instance on the Value
Assignments tab page. To do this, double-click the Usage field in the row for the
value assignment instance on this tab page.

If you have set a usage profile for the value assignment type in Customizing for
Basic Data and Tools under Specify Value Assignment Types or for your user in the
application, the rating and validity area from it are proposed automatically. This data
is not proposed for a value assignment until you have saved the value assignment.
3. Enter a rating in the Rating field and confirm your entry.
The system marks with a checkmark the last entry you made and activates the fields for the validity
area so you can make entries.
4. If the corresponding identifier or value assignment can appear on a report, activate the usage
by setting the Active indicator (see Usage).
If you want to mark a change made to an identifier or value assignment as relevant, set the
Relevant indicator (see Relevance Indicator).

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5. For the rating, enter a validity area in the VAreaCat and Validity area fields and confirm your
entries.

6.

You can enter several validity areas for one rating.

If you want to explicitly exclude the selected area from the validity area, set the
exclusion indicator (Excluding).

For selected validity areas, you can use the functions from the Edit menu.
Confirm and save your entries.

The validity area displayed on the screen is always related to the rating marked with a
checkmark. Click a rating to display the validity area assigned to it.

Relevance Indicator
Use
The Relevant indicator specifies in the usage the identifiers and value assignments that had
relevant changes made to them.
You can specify in the generation variant that the relevant changes against previously
generated reports are marked on newly generated reports. The relevance indicator also
influences the version numbering of a subsequently generated report.
Features
The relevance indicator is taken into account for manually and automatically generated reports
and has the following functions:

Change marking
Relevant identifier or value assignment changes are marked in the margin of a subsequently
generated report when it is printed out if you have set the Change Marks indicator in the generation
variant.


Versioning
Report bodies that result from a relevant data change have the Relevant indicator in their header.
This serves as a proposed value when assigning versions to reports. You can manually deselect
the indicator in the report header if required.
In general, relevant changes lead to a new main version and nonrelevant changes to a new subversion. New main versions are automatically shipped subsequently by report shipping and report
export in accordance with the legal requirements.

The SAP system automatically deselects the relevance indicator if the value assignment or the
identifier is changed again. You must set the indicator manually again if required.

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The system determines the change to a data record with the accuracy of one day. The
determination of the relevance and the change marks are therefore also accurate to one day.
For more information, see the documentation for the report definition component under
Change Marking.

Usage Profile
Use
In usage profiles you can specify frequently used combinations of ratings and validity areas. The system
proposes ratings and validity areas automatically under the conditions described in the Features section
when you edit the value assignments and header data (identifiers, restrictions, and specification statuses)
of a specification.

Prerequisites
You have defined the required usage profiles in Customizing for Basic Data and Tools under Specify
Usage Profiles.

Features
For the ratings and validity areas to be proposed automatically from a usage profile when you edit the
header data and value assignments of a specification, you must specify the required usage profile in at
least one of the following places:

You set it as a user-specific usage profile.

You enter it in Customizing for Basic Data and Toolsunder Specify Value Assignment Types.
There you can specify it individually for each value assignment type. In this IMG activity you can
also specify usage profiles for the specification status, the identifiers, and the restrictions to the
header data.
For each entry in the IMG activity Specify Value Assignment Types you specify whether the usage profile
from the IMG activity Specify Value Assignment Types or the user-specific usage profile has priority.
If you have assigned validity areas to the component types in Customizing for Basic Data and Tools
under Specify Component Types for Compositions, when editing compositions the system displays only
those component types whose validity area corresponds to the validity area in the user-specific usage
profile. For more information, see the IMG activity.

Activities
To specify a user-specific usage profile, proceed as follows:
...

1. In the specification workbench in the specification editing screens or in the hit list, choose
Utilities Settings Usage Profile.
2. Enter the usage profile and confirm your entry.
The system enters the usage profile in your user profile in the parameter ESU. You can therefore
also specify a user-specific usage profile by entering a usage profile directly in this parameter.

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Basic Data and Tools (EHS-BD) Specification Management (EHS-BD-SPE) Specification Editing
Secondary Data Determination

Secondary Data Determination


EH&S Expert
How the EH&S Expert Works
Set of Rules
Mapping Table
Using the Rule Editor
Determining Secondary Data with the EH&S Expert
Rule Debugger
Subsets of Rules
EH&S Easy Expert
EH&S Expert Explanation Component
Explanation Rule
Saving of Explanations
EH&S Open Content Connector
Notification Status
Source Management
Regulatory List Management
Data Origin

Secondary Data Determination


Use
In secondary data determination, you can carry out the following activities:

Derivation of data (secondary data) from existing data

The existing R and S phrases of the specifications for individual ingredients are transferred
via a defined interface to an external system in which the R and S phrases for compositions
that contain the specifications of these ingredients are determined. The derived secondary
data is then transferred back to the SAP system.

Checking the derived data


An import enables data in the SAP Environment, Health and Safety (EH&S) component to be
updated. If this data was used to determine secondary data, you can check this secondary data
and derive it again if necessary.

Features

User-defined enhancements with user exits


Secondary data is derived from and checked in function modules that are integrated in user exit
management in Customizing for Basic Data and Tools. You can also develop your own user exits.
In general, secondary data can be derived and checked in the SAP system or in an external system.

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EH&S Expert
Using the EH&S Expert supplementary application, you can define sets of rules and use these sets
to derive secondary data for data from specification management. You can then use this data, for
example, to determine and check the notification status of specifications.

EH&S Expert
Use
The data stored in specification management is sometimes interdependent and properties can be
derived from other properties using rules. Using the EH&S Expert add-on application, you can:

Define sets of rules and create and edit the corresponding mapping tables

Derive secondary data for specification data using these sets of rules and mapping tables

For example, you can set up the system so that appropriate R and S phrases are derived for
certain specification data and are then stored in the SAP system accordingly.

Integration
See How the EH&S Expert Works.

Prerequisites

You have performed all the described steps in the EH&S Expert section of Customizing for Basic
Data and Tools. This section describes, for example, how you install the EH&S Expert and how you
create the entries for secondary data determination in user exit management that are needed for
the EH&S Expert.

If language-dependent data is to be written or read by the EH&S Expert, you must have set the
MULTI_CODEPAGE_SUPPORT environment parameter in Customizing for Basic Data and Tools
under Specify Environment Parameters.

Activities
Using the Rule Editor
Determining Secondary Data with the EH&S Expert

How the EH&S Expert Works


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The EH&S Expert is an independent Windows PC program. This program communicates via RFC with
the EH&S database using a standardized BAPI interface.

The EH&S Expert is called from within EH&S. The call is passed on to the Expert server that runs on any
PC. This server reads the specification data via the BAPI interface.
The input facts (IN) of the set of rules are filled with this data. Calculations are made with the facts using
the rules from the set of rules and thus new data for other facts is calculated. After all the rules have been
processed, the output facts (OUT) are read out and written to the specification database via the BAPI
interface.

The facts and rules of the EH&S Expert are stored in a rule file. The rule file is a text file that is
automatically created when rules are created using the rule editor. You can also create and edit the rule
file with any text editor.

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The assignment of facts and other parts of the set of rules (records, compositions, internal phrases) to the
specification database elements (characteristics, value assignment types, phrase keys, and so on) is
made in mapping tables. You can therefore create rules independently of the specification database
initially.

Basic Data and Tools (EHS-BD) Specification Management (EHS-BD-SPE) Specification Editing
Secondary Data Determination EH&S Expert Set of Rules

Set of Rules
Fact
Rule
Composition
Record
When Is a Rule Executed?
Control of the Rule Execution Process
Operators, Commands, and Functions

Set of Rules
Definition
A set of rules that describes the dependencies that exist between properties.

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Use
You need a set of rules with the corresponding mapping tables to derive secondary data using the EH&S
Expert.

Structure
A set of rules consists of the following parts:

Facts are used in the rules as variables for the data.


Rules establish the relationships between the defined facts and derive data.

Compositions of specifications are mapped using the concept of compositions, value assignment types
that have been assigned multiple values (meaning value assignment types with a number of data records)
using records.
A rule file with a special syntax must be created for each set of rules. You can write this file with any text
editor. If you define a set of rules with the EH&S Expert rule editor, the rule editor generates the rule file
automatically in the correct syntax (see Using the Rule Editor).

The order in which you enter the rules in the set of rules is not relevant. The EH&S
Expert automatically ensures that the rules are executed in the correct order (see When
Is a Rule Executed?).

Integration
The program that analyzes the rules from the set of rules is independent of Customizing in the SAP
System. The assignment of facts, records, compositions, and phrase codes of the set of rules to the
elements in EH&S (characteristics, identifiers, value assignment types, phrase keys, and so on) is made
separately by means of mapping tables. You can therefore use an existing set of rules on different
systems without having to modify the rules themselves.

Rule
Definition
IF-THEN clause that performs all the activities in the THEN part if the condition in the IF part is true.

Use
Rules allow relationships to be established between the defined facts in the set of rules in the EH&S
Expert and allow data to be derived.

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Structure
IF Part
You can formulate any conditions in the IF part of the rule. These conditions usually have the following
form:
<Fact>

<Operator>

<Expression>

The IF part of a rule can also contain functions. Using the ANY function you can query whether a fact that
consists of a number of elements contains a particular expression. You can, for example, determine
whether a characteristic that is assigned several R phrases contains one particular R phrase.
IF ANY (<Fact>) = <Expression>

By including the following condition in the IF part, a rule always performs an activity in the THEN part,
provided the facts in the THEN part do not equal zero. See also: When Is a Rule Executed?
TRUE()

THEN Part
The activities that can be found in the THEN part of a rule (ToDos) have one of the following forms:

<Fact to be modified>

<Operator>

<Expression>

<Command>

(<Expression>)

The activities can be divided into the following types:

Value assignments with the operators := , += , and -=


Error handling using the commands ERROR , ABORT , and STOP
Process control using the commands DISABLE , ENABLE , RESET , and CALL
Creation of new value assignment instances with the command COMMIT

For more information, see Operators, Commands, and Functions.


Rule File
The rules can be found in the rule file in a section that is introduced with the keyword RULES and
concluded with the keyword END . This section follows the facts section. All rules begin with RULE <Rule
name> and are concluded with END . The individual conditions in the IF part and activities in the THEN
part are separated by commas. The IF part of the rule is equivalent to an AND operation.

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The following rule sets an R phrase for the case where the flash point is in a certain
range:
RULE RULE1
IF
Flash point > 21,
Flash point < 55
THEN
Rphrase := "R10"
END

If you create a set of rules using the rule editor, the editor generates a rule file with the
correct syntax automatically.
The example clearly shows that facts are used in the rules without the user having to specify any data
types (such as text or integer). All facts can adopt all data types. If required, the data is converted
automatically.
For data types Text, Number, List, and Range used internally and in assignments, see Fact.

The order in which you enter the rules is not relevant. The EH&S Expert automatically
ensures that the rules are executed in the correct order (see When Is a Rule Executed?).

Composition
Definition
Concept used to map compositions of specifications from individual components in the EH&S Expert.

Use

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Many specifications in EH&S are compositions and consist of several components. Data for specifications
such as these can often be derived from their component data. The Composition concept maps this
process in the EH&S Expert.

Structure
Compositions can be found in the fact section and are introduced with COMPOSITION <Composition
name> and concluded with END .

The density is to be calculated for a specification composition. This calculated density is


to be the mean value of the densities of the components, evaluated according to their
percentage parts in the specification composition. The fact section could look like the
following:
FACTS
DENSITY,
COMPOSITION EXACT_SUBSTANCE_COMPOSITION
PERCENT,
DENSITY
END

The Exact_Substance_Composition composition is linked via a mapping table with a


value assignment type of the category Composition from EH&S. One instance of the
composition is stored in the EH&S Expert for each component of this specification
composition.

If you create a set of rules using the rule editor, the editor generates a rule file with the
correct syntax automatically.

Integration
The facts of a composition are addressed using <Composition name>.<Fact name> .
A rule that contains a fact from a composition is executed for each instance of the composition, or in other
words, for each component. If you want the system to execute a rule only for certain components, you
must enter the IF condition correspondingly.

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If a rule contains facts from several compositions, it is executed for all combinations of
the instances of the compositions. Use this function with caution as applying it to large
amounts of data could lead to intensive usage of rules.

A check for 100% in a specification composition could look like the following:
FACTS
SUMPERCENT := 0,
COMPOSITION COMP
PERCENT
END
RULES
RULE SumPercent
IF COMP.PERCENT > 0
THEN
SUMPERCENT := SUMPERCENT + COMP.PERCENT
END
RULE AbortIfNot100
IF SUMPERCENT <> 100
THEN
ERROR("EC$137", "&&&&", "The sum of percentages contains errors"),
ABORT()
END
END

In this example the SumPercent rule is executed once for each instance of the composition COMP, or in
other words, for each component. The percentage is added up in the SUMPERCENT fact. In a second
rule, an error message is generated if the percentage is not equal to 100.

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If no instance is available for a composition, a corresponding rule is not executed. In a


rule that affects more than one composition, if only one composition does not contain an
instance this is enough to prevent the rule being executed.

Mapping Table
Fact Mapping
Record Mapping
Composition Mapping
Phrase Mapping
Data Selection by Usage

Mapping Table
Definition
Table that determines the assignment of elements of the set of rules (facts, records, compositions, and
phrase codes) to the elements in EH&S (characteristics, identifiers, value assignment types, phrase keys,
and so on).

Use
Mapping tables link the sets of rules that are independent of specification management to the elements of
specification management and enable the derivation of secondary data through the EH&S Expert.
If you use EH&S Open Content Connector, the mapping tables are also used to transfer content provider
data to the specification database.

Structure
One mapping database only is assigned to a set of rules. The mapping tables of the mapping databases
saved locally on the PC are stored in Microsoft Access 97 or Access 2000 databases (.MDB file). You can
edit the mapping tables with the rule editor or with Microsoft Access 97 or Microsoft Access 2000.

If you create rules using the rule editor and assign the EH&S elements (characteristics,
identifiers, value assignment types, phrase keys, and so on) using drag & drop, the rule editor
generates the entries required in the mapping tables automatically.
There are different kinds of assignments:
Fact mapping
Record mapping
Composition mapping
Phrase mapping
In the rule editor, the mapping tables of facts, records, and compositions are presented together in one
tree structure.

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Source Management
Use
This function enables you to create sources. You can then use the sources in value assignment.

Prerequisites

To use sources in the SAP system, you can create them yourself or import them (see Import and
Export).

You have authorization to display and edit sources.

Features
You can edit sources as follows:

In Customizing for Basic Data and Tools under Specify Sources

In the SAP component Basic Data and Tools

Activities
To edit sources in the SAP component Basic Data and Tools, proceed as follows:
...

1.
2.

In the Basic Data and Tools menu, choose Tools Current Settings Specify Sources.
Choose one of the following steps:

If you want to create a source, choose New Entries.

3.

If you want to change a source, position the cursor on the relevant source and choose
with the quick info text Details.
The detail screen appears.

If only one entry exists, the detail screen appears immediately.


Enter data as required and save your entries.

Regulatory List Management


Use
With this function you create regulatory lists. You can then assign the regulatory lists to identifiers and
certain characteristics.

Once regulatory list entries have been used in a productive system, they cannot be deleted.

Prerequisites
You have authorization to edit regulatory lists.

Activities
To edit regulatory lists in the SAP component Basic Data and Tools, proceed as follows:
...

1. In the Basic Data and Tools menu, choose Tools Current Settings Specify Regulatory
Lists.

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Alternatively you can edit regulatory lists from the initial screen for specification searches by
choosing Environment Edit Regulatory Lists.
2. Choose one of the following steps:

If you want to create a regulatory list, choose New Entries.

If you want to change a regulatory list, position the cursor on the relevant regulatory list and
choose
with the quick info text Details.
The detail screen appears.

3.

If only one entry exists, the detail screen appears immediately.


Enter data as required and save your entries.

Data Origin
The SAP system uses data origin to make a record of the system from which the data originates for all
specification data records.
All sources that are known in the current system are managed in Customizing for Basic Data and Tools
under Specify Data Origin. There, you select the current source that is to be automatically used as the
default when creating and exporting specification data.
If a specification data record is changed, the SAP system automatically assigns the data origin that is set
as the default in Customizing, to the data record. If you want to keep the original data origin, you must set
the Retain data origin/provider indicator in the hit list under Utilities Settings Data Provider.

You can also control the system behavior using the parameter ESX in your user profile. This
parameter can have the following values:

X: Data origin and provider are retained permanently.

Y: Data origin and provider are not retained.

<blank>: Parameter ESX is not taken into account.

If you set a value for this parameter, the system adjusts the value automatically if you select
or deselect the Retain data origin/provider indicator from the hit list. That means, for
example, if you set X as the default value for the parameter ESX in your user profile and
then deselect the Retain data origin/provider indicator, the system sets the parameter ESX
in your user profile to Y.
See also:
Example: Data Provider and Data Origin
Phrase Editing

Data Provider
The data provider is responsible for ensuring the data is correct and is assigned to an authorization group
in Customizing for Basic Data and Toolsunder Specify Authorization Groups. The data provider is

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generally the organizational unit that supplies the data for an import into the SAP system. If there is no
data provider for a data record of a specification in an import file, the data provider that was specified for
the corresponding authorization group in Customizing is used as the default value.
If a data record of a specification is changed, the SAP system automatically assigns the data provider that
corresponds with the authorization group of the changed specification, to the data record. If you want to
retain the original data provider, you must set the Retain data origin/provider indicator in the hit list under
Utilities Settings Data Provider.

You can also control the system behavior using the parameter ESX in your user profile. This
parameter can have the following values:

X: Data origin and provider are retained permanently.

Y: Data origin and provider are not retained.

<blank>: Parameter ESX is not taken into account.

If you set a value for this parameter, the system adjusts the value automatically if you select
or deselect the Retain data origin/provider indicator from the hit list. That means, for
example, if you set X as the default value for the parameter ESX in your user profile and
then deselect the Retain data origin/provider indicator, the system sets the parameter ESX
in your user profile to Y.
You enter the data providers in address management in the SAP Product Safety component under Tools
Addresses Edit Data Providers.
See also:
Example: Data Provider and Data Origin
Phrase Editing

Example: Data Provider and Data Origin


Three SAP systems with the SAP Environment, Health and Safety (EH&S) component are
employed in a chemical company. The systems are used by different departments:
Data Origin

Data Provider

System 1

Pharmaceuticals

System 2

Cosmetics

System 3

Dyes
Adhesives
Fuels

The names of the SAP systems with the SAP EH&S component are used for the data origin, and
the names of the departments are used for the data providers.
When data is transferred either from or to the SAP EH&S component (import and export), data
origin and data provider are taken into account. In this way, you avoid an undesired overlap of
data areas.
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Specification Information System (EHS-BD-SIS)


Search and Data Output in the Specification Information System
Displaying Specification Data
Displaying Properties
Displaying Compositions and Ingredients
Displaying Assignments to Regulatory Lists
Copying or Moving Output Variants
Editing Output Variants
Editing the Output Variant Header
Deleting Output Variants
External Caller

Specification Information System (EHS-BD-SIS)


Purpose
The specification information system supports you with exact and detailed searches for
specifications and specification data.
The search results are displayed in a hit list from which you can call different output variants.
You can integrate user exits to program the output variants to suit your requirements. For more
information, see Search and Data Output in the Specification Information System.

Integration
Using the external caller function you can also call the specification information system from
outside the SAP Environment, Health and Safety (EH&S) component. This function executes a
query and also activates an output variant as required.

Report Definition (EHS-BD-RDF)


Report Creation: Process
Document Template Editing
Document Types
Report Template (SBV)
Report (SBR)
Final Report (Ready-to-Ship Report, SBE)
Cover Sheet Template (DBV)
Inbound Document (IBD)

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Report Definition (EHS-BD-RDF)


Purpose
This process enables you to output data from the specification database and other SAP
components, and graphic symbols on reports. You can use phrase management to store text
modules on the report as language-independent.
You use a modified version of Microsoft Word (Windows Wordprocessor Integration (WWI)) to
create the layout of the reports.

Phrase Management (EHS-BD-PHR)


Phrase Editing
Function Model for Phrase Management
Phrase
Phrase Search
Phrase Management Hit List
Where-Used List for Phrases
Phrase Deletion
Engineering Change Management for Phrases
Creation of Change Documents for Phrases
Phrase Reference
Phrase Items
Phrase Set Assignment
Phrase Merging
Phrase Combining
Phrase History
Phrase Set Editing
Master Data Matchup

Phrase Management (EHS-BD-PHR)


Purpose
This SAP component supports the central management and translation of text modules called
phrases.
You can use phrases to perform the following language-independent activities:

Record information about a specification, such as first aid measures, or R and S phrases (see
Value Assignment)

Output texts on EH&S reports (see Report Creation: Process)

Output dangerous goods texts on dangerous goods documents

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Phrases are managed in phrase libraries, from which you select one library for editing data. You
can update active phrases after importing a new version of the passive library by creating phrase
references from the passive phrases to phrases in the active phrase library. In addition, the SAP
system enables you to compose the active library from phrases from several different passive
libraries.

Integration
The SAP EH&S component tools supports phrase import and export in productive systems. This
means that phrases can be translated outside the SAP system, for example.
You use engineering change management and change documents to assign validity periods to
phrase changes, and to record text changes as language-dependent.

Phrase Editing
Purpose
See Phrase Management and Function Model for Phrase Management.

Prerequisites

You have created at least one phrase library and one phrase group in Customizing for Basic Data
and Tools. You must mark one of the phrase libraries as an active phrase library.
You can also create phrase groups via the Basic Data and Tools menu. Choose Tools
Current Settings in the menu.

You have authorization to edit phrases.

Process Flow
To use phrases in the SAP system, you can create them or import them (see Import and Export).
...

1.

You can carry out the following activities in the initial phrase management screens:

You can enter different search criteria and start a phrase search (see Searching for
Phrases). If the phrase you require does not exist in the SAP system, you can create it.

You can define more search functions as user exits in Customizing for Basic Data and Tools.
You can create a phrase immediately.
If you want to edit or create phrases with engineering change management for phrases, you have
to enter a change number on the initial screen.
2. The search results are displayed in a hit list.
From the hit list you can call all other functions in phrase management, for example, to create and
edit phrases.

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3. When creating a phrase from the initial screen or from the hit list, you first enter the data for
the phrase header. You can edit existing header data from the hit list.
In the phrase header, you can create references from phrases in the active phrase library to
phrases in the passive phrase library.
From the hit list, you can copy an existing phrase as a template.
4. From the phrase header and the hit list, you can edit the phrase items and the phrase set
assignment. Phrase items enable you to create phrase texts of any length, revise phrase codes
and comments, and enter file names for graphics in preset languages.
You specify the languages and the sequence of languages in the phrase items by editing the
language selection.
In phrase set assignment, you assign phrases to phrase sets to enable phrases to be used as
value assignments for characteristics.
5. The following functions are available in the hit list for existing phrases:
Phrase merging is useful if you have imported a more recent version of a passive phrase library
(see Merging Phrases):
You can update the active library for existing phrase references, as long as the
passive phrases are used as phrase references
You can create phrases from the passive phrase library in the active library
If you want to select one representative phrase for several similar phrases, choose phrase
combining.
Changes made to phrase texts, codes, and graphics are logged by the SAP system in the phrase
history.
Before you delete phrases, you should use a where-used list to check if the phrases are used as
value assignments or in a report. How and if phrases are deleted depends on whether phrases are
used or not, and whether they belong to the active or passive phrase library (see Phrase Deletion).

Result

You can export phrases from the hit list (see Import and Export).

To use phrases as value assignments, you assign the phrases to phrase sets (see Phrase Set
Editing).

Function Model for Phrase Management


The phrase search result is displayed in a hit list from which you can call phrase management functions:

Phrase header
Phrase items
Phrase set assignment

You can use the Create function on both the initial screen and the hit list.

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Function Model for Phrase Management

Phrase
Definition
Standardized text that can be used as follows:

In value assignment of specifications

As a value in certain fields in the SAP Environment, Health and Safety (EH&S) component.

As a text module in EH&S reports

As a dangerous goods text

You can translate phrases into the languages you defined in Customizing for Basic Data and
Tools. You can also use a phrase to create a link to a graphic.

Structure

A phrase library defines phrase assignment and origin.


You can only use phrases from the active phrase library for value assignment. The SAP system
enables you to import purchased or company-specific phrase libraries into the SAP system, and to
merge them with the active phrase library.
In the standard system, the back-up phrase library is delivered in which the SAP system stores
deleted phrases from the active phrase library.

A phrase group is specified for each library so that phrases can be classified more precisely.
Each phrase belongs to exactly one phrase group.

A phrase code is a language-dependent abbreviation for a phrase, for example, C for corrosive.

You can enter any number of phrase references for an active phrase and thus create a link to
phrases in passive phrase libraries.

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Integration
Phrase management is integrated with phrase set management.
See also:
Phrase Set Editing

Phrase Search
Use
This function enables you to search for phrases. You use the search functions to define criteria
for phrases on the initial phrase management screen. All search criteria on the initial screen are
linked by AND operations.
The results of the search are displayed in a hit list where you can restrict or extend the search
results further. You can also create a phrase from the hit list.

Features
Search functions are delivered in the standard system that you can check under Manage User
Exits in Customizing for Basic Data and Tools. To define your own search functions, copy the
appropriate search function and tailor it to your requirements.
You can use the following search fields and functions:
Search Field

Result

Ref. phrase

The system determines the phrases with a particular reference


phrase.

Phrase set

The system determines the phrases that belong to a particular


phrase set.

Search Function

Result

Phrase in language not


available

The system determines the phrases that have not yet been
translated in the language specified.

Phrase without phrase set


assignment

The system determines the phrases that have not yet been
assigned to a phrase set.

Phrase created/changed

The system determines the phrases that are valid for a particular
time interval, and were changed or created.

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You can restrict the search to different areas:

Phrase header

Phrase reference

Phrase set assignment

You can search for the phrases of a passive phrase library


that have been created again in the SAP system by a phrase
import.
Using phrase merging, you transfer the new passive phrases
to your active library.
In addition, you can search for phrases in a passive phrase
library that were changed by a phrase import and are also
used as reference phrases in the active library.
Using phrase merging, you update the corresponding active
phrases.

Activities
Searching for Phrases
Creating Phrases

Searching for Phrases


...

1.

In the Basic Data and Tools menu, choose one of the following paths:

Phrases Edit Phrases

Phrases Display Phrases


The initial screen appears. You can start the phrase search from here. During the search, all
entries are linked with logic AND.
The system supports the language-dependent full-text phrase search in the Phrase code and
Phrase text fields.

Search strings in language-dependent search fields are not converted by EH&S Native
Language Support. Consequently, you can only enter search strings in languages that can
be mapped using the active code page for the application server.
If the symbol for a generic search (*) is placed to the right of the search string in the Phrase
text field, then only the first 132 characters of a phrase are searched for (Physician*, for
example). If not, a full-text search is run (Phys*ician*, for example, or *Physician*).
2. Enter the required data, insofar as it is known to you. The SAP system supports the search for
any missing data as follows:

Right and left delimitation for phrase key with *, for example, *A15*

Generic search by right and left delimitation with *, for example, *First* for languagedependent texts
Placeholder in the middle of a key, for example, BC+EF stands for BCDRF or BC1EF

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Combination of search methods, for example, *1234+678*

The system does not differentiate between lowercase and uppercase letters during
search runs.

3.

The language field is set to the logon language. You can change it as required. If the
phrase does not exist in the language for the search, it will be displayed in the
language in which it was created.
Use the search functions under Restricting Criteria for Phrase Selection (see Phrase Search).

4.

Choose

with the quick info text Hit List.

Result
In the hit list, the SAP system lists the phrases that correspond to the search criteria.
If the SAP system does not find the required phrase, you can enter new search criteria, or create the
phrase yourself.
See also:
Editing Phrases

Creating Phrases
...

1. In the Basic Data and Tools menu, choose Phrases Edit Phrases.
The Edit Phrase: Initial Screen appears.
2. Enter a change number, if necessary, and check the key date.

The change number has higher priority than the key date.
3. Choose
with the quick info text Create.
The Create Phrase: Header screen appears.
4. You must edit the phrase header.

You can also create phrases after a phrase search from the hit list by choosing
quick info text Create or copy a phrase.

with the

Phrase Management Hit List


Use
The phrase management hit list is the starting point for other functions in phrase management.

Prerequisites
You have started a phrase search from the Edit Phrase: Initial Screen or Display Phrase: Initial Screen. If
the SAP system finds phrases that correspond to your search criteria, the hit list appears.

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Features
The hit list is displayed in two lines. You can configure the columns using the Column selection function.

Activities
General
Function

Choose

History

Utilities History

Language selection (see Editing the Language


Selection)

Utilities Language Selection

Displaying the search parameters that led to


the current hit list

Utilities Search Parameters

For Selected Phrases


Function

Choose

Phrase header

with the quick info text Phrase Header

Phrase items

Item

Phrase set assignment (for phrases in the


active phrase library)

Phrase Set

Where-used list for phrases

Extras Where-Used List

Change document log (see Engineering


Change Management for Phrases)

Extras Change Document Log

Phrase combining (for phrases in the active


phrase library)

Extras Combine

Phrase merging (for phrases in a passive


phrase library)

Extras Merge

Administrative information (on the first selected


phrase), for example, about the data origin and
data provider

Extras Administration Info

Export phrases

Phrase Data Exchange Export

ALE

Phrase Data Exchange ALE with


Recipient Selection

ALE

Phrase Data Exchange ALE According to


Distribution Model

For more general functions of hit lists in the SAP Environment, Health and Safety (EH&S) component,
see Basic Functions in the Hit List.

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Editing Phrases
Prerequisites
If you want to edit phrases using a change number, you need to enter it on the initial phrase management
screen (see Engineering Change Management for Phrases).
You have searched for the phrases you want to edit and are in the phrase management hit list.

Procedure
...

1.
2.

Select the phrases you want to edit.


You can choose one of the following functions to edit the phrase:
with the quick info text Phrase Header to edit the phrase header data

3.

Item or double-click the phrase to choose it to edit the phrase items

<> Phrase Set to edit phrase set assignments


Save your entries.

If you have selected more than one phrase in the hit list, choose
to the next phrase.

If a long text exists for a phrase, the


symbol to display the text.

You can display a phrase list with the complete phrase texts in all available
languages by choosing Utilities Long Text Print List. The list can be printed in A4
portrait form.

to navigate

icon is displayed in the hit list. Choose this

Editing the Phrase Header


Prerequisites
You have carried out one of the following procedures and are on the header data screen for the phrase:

Creating Phrases

Editing Phrases

Procedure
...

1. Enter data as required. You can change the note, the phrase group, and reference phrases in
the phrase header of an existing phrase.
Note the following:
Phrase

If you do not enter a key when creating the phrase, the SAP
system assigns a key to the phrase after you have made the
required entries and confirmed them.
If you want to use the phrase as a characteristic value, you
must enter the active phrase library. This is highlighted in
the input help.

Phrase code

You can enter a phrase code when creating a phrase.


Alternatively, you can create, edit, and translate phrase

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codes under

Item.

Phrase text

Enter a phrase text of up to 132 characters. You can edit the


phrase text under
Item and create other long texts.

User exit name

For more information, see Customizing for Basic Data and


Tools under Manage User Exits in the user exit category
PHR_TEXT (replacing text variables of phrases).
This user exit is also used by the SAP Dangerous Goods
Management component (see
Outputting Dangerous
Goods Standard Texts).

Reference phrases

If you want to use a reference phrase text, set the OT


(transfer original text) indicator.

2.

Confirm and save your entries.

Result
The SAP system completes the administration data.
The validity period is set depending on the change number specified. If you did not enter a change
number, the validity period is unlimited.

Copying Phrases
Prerequisites
You copy phrases within one library.
You have searched for the phrases you want to copy and are in the phrase management hit list.

Procedure
...

1.

In the hit list, select the phrases you want to copy.

You can only copy one phrase at a time.


2. Choose Phrase Copy Template.
The Copy Template dialog box appears.
3. In the Target phr. field, enter a new phrase key or leave the Target phr. field blank if the SAP
system is to assign a key, and confirm your entry.
The copied phrase is added to the hit list with the new phrase key.
4. Save your entries.

Result
The phrase is copied together with all phrase texts.
Assignments to phrase sets and phrase references are not copied.

Where-Used List for Phrases


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Use
This function determines if a phrase is used:

As a characteristic value assignment or field


As a phrase on a report template

Before deleting a phrase, the SAP System produces a where-used list for the entire time axis. The phrase
is not deleted if it is used as a characteristic or field value or on a report.
See also: Phrase Deletion

Features
The where-used list supplies the following information:

For characteristics:
o Specification key and identifiers
o Value assignment type with description
o Validity period, person responsible for changes, sort number, characteristic
For report templates:
o Document number of template with version
o Generation variant with description
o Validity period, person responsible for changes, validity area, report category
For fields in dangerous goods masters:
o Material and dangerous goods regulation
o Field and field description
o Validity period and person responsible for changes

Activities
1. In the phrase management hit list, select the phrases for which you want to create a where-used
list.
2. Choose Extras Where-used list.
The SAP System carries out an authorization check. An expandable tree then appears in
which all characteristics, fields, and report templates containing the selected phrase are
shown.

Phrase Deletion
Use
This function controls the reaction of the SAP System when you attempt to delete phrases. The function
takes into account whether:

The phrases are used as value assignments

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The phrases come from the active or passive phrase library


The phrases are used in the Dangerous Goods Management SAP component

Before you delete a phrase, you should create a Where-Used List for Phrases. In this
way, you can, for example, determine the report templates on which the phrase is used.

Features
If you want to delete a phrase, one of the following system reactions will occur:
The phrase
The phrase is
belongs to the in use
active library

Reaction of the SAP System

Yes

All assignments of the phrase to phrase sets are deleted. The phrase
itself is not deleted.

Yes

The following behavior results: If the phrase is used in a value


assignment, the system continues to display the phrase. The value
assignment can only then be edited and saved again if a phrase is
assigned that actually exists in the phrase set.
Yes

No

All assignments of the phrase to phrase sets are deleted.

No

Yes

If a phrase has a reference to a passive phrase and the OT


(transfer original text) indicator is set (origin of phrase is a
phrase in the passive library), the phrase with phrase
references from the active library is deleted and is retained in
the passive library.
If the phrase has no reference with the OT indicator (phrase
was created or imported in the active library), the phrase is
moved together with its references from the active library to the
backup library.

Phrases from a passive library that are in use may not be deleted.

A user has up to now been using the system DEMO. In this system,
specifications are present that have been assigned characteristic
values from the DEMO phrase library First, the user imports the DEMO
phrase library as the passive library into the production system. Then,
the user imports the DEMO specifications that could contain value
assignments that refer to the passive DEMO library. These DEMO
phrases are thus used in the productive system.
No

No

The phrase is deleted from the passive library. If the phrase is used as
a reference phrase, the key of the passive phrase remains in the
header of the relevant active phrase. The fact that the passive phrase
no longer exists is irrelevant.

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Phrase reference with indicator OT: The phrase items are


copied from the reference phrases and are retained.
Phrase reference without indicator OT: The key of the passive
phrase is displayed only.

This results in the following:

The origin of the phrase is documented.

Phrase conversion can be used when importing specifications.

Phrase Set Assignment


Use
This function helps you to assign phrases from the active phrase library to phrase sets.
The phrases in a phrase set can be used as the value set for the value assignment of a characteristic or
field in the SAP Environment, Health and Safety (EH&S) component. The exact assignment of the phrase
set to a characteristic or a field is made in Phrase Set-to-Attribute Assignment.

Prerequisites

You can only assign phrases from the active library to phrase sets.

You have defined the phrase sets in phrase set management.

Features
In phrase management, the SAP system enables you to assign phrases to phrase sets as follows:

In phrase set assignment, you can assign any number of phrase sets to a phrase.

You can select any number of phrases in the hit list and assign these to a phrase set
simultaneously.

If you delete the assignment of a phrase to a phrase set, but assign the phrase as a value to
a characteristic, you can only change and save the assignment if you assign another value
to the characteristic. Otherwise, you can simply cancel the value assignment altogether.

Activities
Assigning a Phrase to Multiple Phrase Sets
...

1. In the hit list for the selected phrases, in the phrase header, or in the phrase item, choose
Phrase Set.
The Edit Phrase: Phrase Set Assignment screen appears.
2. Enter the phrase sets to which you want to assign the phrase.
3. Save your entries.

Assigning Multiple Phrases to One Phrase Set


...

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1.

In the phrase hit list, select the phrases you want to assign to a phrase set.

2. Choose Edit Assign to Phrase Set.


The Assign phrases to phrase set dialog box appears.
3. Enter the phrase set and confirm your entries.
4. Save your entries.

You can check the assignment by choosing


Phrase Set. The phrase set assignment
screen appears. Here you can call the previously selected phrases one after the other using
the function with the quick info text Previous Phrase or with the quick info text Next
Phrase, to check the assigned phrase set.

Phrase Merging
Use
This function supports the following activities:

If phrase references have been defined between active and passive phrases, you can update the
active phrases after you have imported a more recent version of the passive phrase library. You
use the Phrase changed/created search function to select the changed phrases in the passive
phrase library and update the phrases that were found in the active library.

If a new version of a passive phrase library has been installed, you can search for the phrases
created using the Phrase changed/created function. You can then select and transfer these
phrases to the active library using this function.
In this way, you can construct an active library from phrases from different passive libraries, for
example.

Phrase merging is also available for the SAP Industrial Hygiene and Safety component.
Example:
The active phrase library EHS with phrase EHS-INJ01 and the passive phrase library CON
with phrase CON-INJ01 exist. The passive phrase CON-INJ01 is used in the
incident/accident log after a phrase import. The phrase CON-INJ01 is converted to phrase
EHS-INJ01 through merging. The SAP system automatically replaces the phrase CONINJ01 with the active phrase EHS-INJ01 in the incident/accident log.

Prerequisites
The phrases you want to merge must belong to a passive phrase library.

Features
Assigning a Phrase Key

To update active phrases, you can select the key for the particular active phrase as follows:

If the passive phrases are used as phrase references, the function automatically lists the
corresponding active phrase for each passive phrase.

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The SAP system then searches for phrase references with original text transfer. If it does
not find any, it searches for phrase references without original text transfer. The first active
referencing phrase is displayed.

If the SAP system could not assign an active phrase via the phrase reference, you can use
the Determine target phrase function to search for active phrases whose content is identical
to the passive phrases.
Phrases with identical contents are all phrases whose first 132 characters correspond in the
language displayed without taking case or special characters into account.

You can enter the phrase key for an existing active phrase manually.
On the merge screen, you can also decide which of the passive phrases with the OT (transfer with
original text) indicator should be merged. For reference phrases that are already being used with
the OT indicator, the SAP system automatically proposes the OT indicator.

To create passive phrases in the active library, you can create the key for a new active phrase as
follows:

Transfer the passive phrase key

Reassign the phrase key in the SAP system

Assign the phrase key manually


The SAP system checks the phrase key against the external number range interval that is
defined in Customizing for Basic Data and Tools.

If the phrase group is not entered for a new phrase, this is obtained from the passive
phrases. If the phrase group does not yet exist in the active library, the phrase group is
created in the active library.

Processing

When updating existing active phrases, the data is processed as follows:


If a passive phrase has not already been entered as a phrase reference for the assigned active
phrase, the SAP system creates the phrase reference. Further processing depends on whether the
OT indicator has been set on the merge screen or not.

OT Indicator

Effect

Set

All phrase items (phrase text, phrase code, and remark) that exist in
the languages for the passive phrase are overwritten. You should
check the other languages. The OT indicator is transferred.

Not set

The phrase items for the active phrase are retained. The OT
indicator is not set.

You can display the former phrase text using the phrase history.

When creating active phrases, data is processed as follows:


The SAP system creates a phrase reference for the new active phrase to the passive phrase with
the OT (transfer original text) indicator, and adopts its phrase items.

Activities
Merging Phrases

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Merging Phrases
Prerequisites
You can only merge phrases in the passive phrase library.
You have searched for the phrases you want to merge and are in the phrase management hit list.
In the search, you can use the search function Phrase created/changed... to search specifically
for phrases that have been changed or created (see Phrase Search).

Procedure
...

1.

In the hit list, select the phrases of a passive phrase library that you want to merge.

2. Choose Extras Merge.


A dialog box appears in which the selected passive phrases are listed. The fields for the active
target phrase are displayed below each passive phrase.

To update active phrases, proceed as follows:


3. Check and complete the assignment of active phrases. The SAP system helps you do this as
follows:

If a passive phrase is used as a phrase reference, the SAP system assigns the
corresponding active phrase automatically.

If a passive phrase is not used as a phrase reference, you can assign an existing active
phrase or execute the Determine target phrase function. The SAP system searches the first
132 characters of all phrases in the active phrase library and lists the first phrases that it
finds with contents identical to those in the passive library. This can take some time.

Choose
4.
5.

with the quick info text Refresh to update the dialog box.

Choose
to compare the phrase texts of the passive and active phrases.
Decide if you want to select or deselect the OT (transfer original text) indicator.
Select the passive phrases you want to merge and confirm your selection.

To create active phrases, proceed as follows:


6. The SAP system creates active phrases for all passive phrases to which you have not
assigned an existing active phrase in the dialog box. You have the following options for assigning
keys to the new active phrases:

You transfer the passive phrase key by choosing Adopt phrase ID.
If you do not enter a phrase group for the new active phrase, the phrase group for the
passive phrase is used. If the phrase group does not already exist in the active library, it is
then created.

You can assign a new key yourself.

You leave the Phrase field empty and the SAP system assigns a key.
7. Select the passive phrases you want to merge and confirm your selection.

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Result
The phrases you have selected in the dialog box are either merged or created in the active library.
The changed and created active phrases are added to the current hit list. This means that you can
call phrase headers ( with the quick info text Phrase Header) and phrase items ( Item) to
check the data.
For created phrases, the SAP system creates phrase references to the corresponding passive
phrases and sets the OT indicator.

Phrase Combining
Use
This function enables you to select a replacement phrase for similar phrases in the active phrase
library and to store the other similar phrases in a back-up phrase library.

Prerequisites
You can only combine phrases in the active library.
Before combining phrases, you should generate a where-used list.

Features
This function takes the following cases into account:
Initial Situation

Result

The phrase to be replaced has phrase


references.

The phrase references are transferred from the


replacement phrase.
Phrase references with original text transfer
are transferred as phrase references without
original text transfer.

The phrase to be replaced appears in value


assignments.

The phrase is replaced in the value assignment


by the replacement phrase.

The phrase to be replaced appears in


dangerous goods fields.

The phrase is replaced in the dangerous goods


fields by the replacement phrase.

The phrase to be replaced has phrase items


that do not occur in the replacement phrase.

The phrase items are not copied to the


replacement phrase.

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If a phrase that is to be replaced is used in a report, the symbol for the phrase must be
replaced manually in the appropriate report template with the symbol for the replacement
phrase. You can use the where-used list to determine the reports that are affected before
combining the phrases.
Before combining, you must first make sure that the replacement phrase is present in the
same language as the previous phrases.

Activities
...

1.

In the phrase management hit list, select the phrases that you want to combine.

2. Choose Extras Combine.


A dialog box appears in which the phrase keys and texts for the selected phrases are displayed.
You can display the long text by choosing the
symbol with the quick info text Display text.
3. Select the desired replacement phrase.
4.

Choose

with the quick info text Execute in Foreground.

It is not practical to directly combine used phrases because it takes too long. Therefore, you
can you can execute the function in the background from the dialog box and define the start
time.

Phrase History
Use
The function enables you to compare the current phrase version with previously valid versions.
The history is displayed in relation to the day on which changes were made according to the creation of
change documents.

Features
The function compares the current phrase text and code for all languages with the previously valid phrase
texts and codes. Changes to graphics are also displayed.
The phrase history is displayed in list form. You can sort the list, and configure the columns as required.

The first line of a phrase history contains entries for:

Phrase keys and phrase groups

Validity periods and change dates for the phrase header

Data origin

The second level contains entries for:

Language, phrase text, and phrase code

Validity periods and change dates for the phrase text

Activities
In the phrase management hit list, choose Utilities History.

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The history for all phrases in the hit list appears. The greater than (>) symbol indicates which text is
currently valid.

If a long text exists for a phrase, you can display it by choosing the
icon.
You can display a phrase list with the complete phrase texts in all available languages by
choosing Utilities Long Text Print List. The list can be printed in A4 portrait form.

Phrase Set Editing


Purpose
In this process, you group phrases from the active phrase library that are to be used as value
assignments for characteristics and certain fields in the SAP Environment, Health and Safety (EH&S)
component.
After a phrase set has been assigned to a characteristic or a field, you can use the phrases in this phrase
set as input help for assigning values to the characteristic or field (see Phrase Set-to-Attribute
Assignment).
In the active phrase library, you can import assignments between phrases and phrase sets into the SAP
system additively and export them to the transfer file.
See also: Function Model for Phrase Set Management.

Prerequisites
You have created the phrases in the active phrase library in phrase editing.

Process Flow
...

1.

You can carry out the following activities in the initial phrase management screens:
You can enter search criteria and search for phrase sets. If the required phrase set does
not exist in the SAP system, you can create the phrase set.

You can create a phrase set immediately.


2. Search results are displayed in a hit list.
From the hit list you can call all other functions in phrase set management. For example, you can
edit phrase sets. It is also possible to create a phrase set from the hit list or to copy one.
3. Whether you create a phrase set on the initial screen or from the hit list, you first enter the data
for the phrase set header.
4. You can edit the assignment of phrases and name of a phrase set from the phrase set header
and the hit list.
In the description, you can translate a short description of the phrase set into the languages you
have defined in Customizing for Basic Data and Tools. In phrase assignment, you assign the
phrases to the phrase set.
5. In phrase set-to-attribute assignment you assign the phrase set to suitable characteristics or
fields.

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Master Data Matchup


Use
The following functions are available in master data matchup:

Match up value assignment types and characteristics


This function determines all characteristics with data type CHAR30 to which phrases can therefore
be assigned. These characteristics are transferred to characteristic-phrase set assignment where
you can assign phrase sets (see Phrase Set-to-Attribute Assignment). At the same time, the
system deletes the characteristics in the characteristic-phrase set assignment that no longer exist
in the SAP system.
Use this function if you have created new characteristics for a class of class type 100 (value
assignments) in the SAP component Classification System.

Activate phrase assignment to characteristics


This function assigns a special dialog box as possible entries function to all characteristics to which
a phrase set was assigned in phrase set-characteristic assignment. You use this dialog box to
assign phrases of the assigned phrase set to the characteristic.

Activate phrase assignment to fields


This function activates all fields that are available for technically assigning phrase sets. That means
the function writes the relevant fields to the table TCG66. The relevant fields are currently part of
the SAP components Dangerous Goods Management and Waste Management, among others.

Generate symbols
You define the layout of report templates using symbols. Master data matchup enables you to
generate symbols for characteristics, table fields, and structure fields. For example, if you have
created new characteristics for a value assignment type, you can use this function to generate
symbols for these characteristics.

When generating symbols, the system takes all entries into account that have been entered
in the IMG activities Specify Value Assignment Types and Specify R/3 Tables for Report
Symbol Generation in Customizing for Basic Data and Tools.
For information on important table and structure fields, see

Output Data in SD.

Regenerate symbol descriptions


When you choose the Generate symbols function, the SAP system generates the symbol
descriptions in the logon language. To generate the description subsequently in a different
language, you can use the Regenerate symbol descriptions function.

Match up symbols and phrase-related characteristics


This function updates the symbol definitions for characteristic symbols that have been changed
from non-phrase-related to phrase-related (or vice versa).
For phrase characteristics, the system sets the report symbol group to 00 in Customizing for Basic
Data and Tools. You can check the Customizing entries in the detail screen of the IMG activity
Check and Specify Report Symbols.

Activities
...

1. In the Basic Data and Tools menu, choose Tools Match Up Master Data.
The EHS: Match Up Master Data screen appears.

Matching Up Value Assignment Types and Characteristics


...

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1.

2. Select Match up ValAss type and char. and then choose with the quick info text Execute.
The system generates a message about the:
Number of new value assignment type-characteristic combinations
Number of unchanged value assignment type-characteristic combinations
Number of deleted value assignment type-characteristic combinations
Choose Program Execute in Background to display the Background Print Parameters
dialog box. Use this dialog box to specify your print parameters. Now choose Save. The
system schedules the print job and prints the results of the job after its completion. In the
meantime, you can continue working in the system.

Generating Symbols
...

1.

2. Select Generate symbols and then choose with the quick info text Execute.
The system displays a result message after it has completed the program.
Choose Program Execute in Background to display the Background Print Parameters
dialog box. Use this dialog box to specify your print parameters. Now choose Save. The
system schedules the print job and prints the results of the job after its completion. In the
meantime, you can continue working in the system.
For more information, see Create Report Symbols in the Implementation Guide (IMG) for Basic
Data and Tools.

Matching Up Symbols and Phrase-Related Characteristics


...

1.

2. Select Match up symb.- phr-rltd char. and then choose with the quick info text Execute.
The system generates a message informing you of the number of changed symbols.

Tools (EHS-BD-TLS)
EH&S Native Language Support
Import and Export
Import: Process
Report Import: Process
Vendor MSDS Import
Export: Process
Report Export Process (Dok-X)
Report Export by Program
Distribution (ALE) of Specifications, Phrases, and Reports
Value Assignment Workflow
SAP ArchiveLink - EH&S Archive Scenarios
Document Storage with Knowledge Provider
Archiving of EH&S Documents with ADK
EH&S-QM Interface
EH&S Service Administration
Page 141 of 142

Tools (EHS-BD-TLS)
Purpose
This SAP component includes the following functions:

Using EH&S Native Language Support (EH&S NLS) you can enter, edit, and display all important
EH&S data in all languages available in the SAP system.

With import and export you transfer data from legacy systems and exchange data between
systems.

With Application Link Enabling (ALE) you distribute specifications, phrases, and reports.

With value assignment workflow you edit specification data.

With the SAP ArchiveLink - EH&S Archive Scenarios you archive EH&S reports in external storage
systems.

With the EH&S-QM interface you can create inspection plans from data that exists in specification
management.

With EH&S service administration you can control and manage the EH&S Expert servers and
generation servers for the Windows Wordprocessor Integration (WWI) program from the SAP system in
productive systems.

Integration
You can use the filling function from the dangerous goods interfaces to copy dangerous goods
classification data to the dangerous goods master.
You can transfer the data that is relevant for warehouse management in Customizing under
Logistics Execution Warehouse Management Hazardous Materials Transfer Hazardous
Substance Data from the Specification Database.

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