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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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This data includes information on identifiers. and residual substances). see the documentation for the SAP component Dangerous Goods Management in the sections Dangerous Goods Basic Data. which gives you access to Microsoft Word functions. reducing the amount of writing and translating necessary. You can use the filling function from the SAP component dangerous goods interfaces to copy dangerous goods classification data to the dangerous goods master. properties. and Tools. You can also enter data for dangerous goods regulations and dangerous goods classifications in specifications. · In the specification information system you can access specification data directly and display it in different ways. compositions. and waste codes in specifications. Dangerous Goods Classification. For more information. Specially defined symbols in the report templates are replaced by values from the SAP system when reports are generated. · You can create standard texts in the form of phrases in phrase management. You use ratings and validity areas to specify that only permitted specification data appears on the report. For more information. Page 4 of 142 . mixtures.· 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. exchanging and distributing data between systems. preparations. agents. and archiving it. Phrases are printed in the languages specified. You design the layout of report templates using Windows Word processor Integration (WWI). · 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). VbF classes. see the Implementation Guide (IMG) for Logistics Execution under Transfer Hazardous Substance Data from the Specification Database. Phrases are managed in libraries. material assignments. listings. and assignments to regulatory lists. editing it. You can copy data on dangerous goods storage classes. · Under the tools you will find functions for importing data from legacy systems. and water pollution classes to Warehouse Management. packaging.

Accessing Basic Data and Tools SAP-Logon icon on your desktop SAP-Logon Pad – Select the required SAP system Enter the logon information Page 5 of 142 .

SAP – GUI (Graphical User Interface) SAP EH&S Menu Path Page 6 of 142 .

material safety data sheet requirements. Health and Safety  Basic Data and Tools. Page 7 of 142 . The SAP system offers you a selection of typical properties. Data security must be guaranteed for data you store in specification management. in a property tree.In the overview tree on the SAP Easy Access screen. You can then transfer this secondary data and use it to assign values to specifications (see Secondary Data Determination). You can find information about R and S phrases. The database can also store data for information purposes on specifications of substances that are not physically handled in a company. choose SAP menu  Logistics  Environment. for example. All changes to data are logged and thus traceable. 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. For each specification you enter structured data and text information. Data can be recorded in local specification databases and then be matched up with the data stored in a central specification database. The SAP system enables the creation of a central specification database. you can use Customizing for Basic Data and Tools to define your own property trees and value assignment types. The Basic Data and Tools node is expanded. The large amount of information is stored in one central location. and packaging’s and assigns characteristics to these objects using identifiers. in the form of phrases. checks. Data from the central specification database is then distributed to other systems within companies. Specification management uses interfaces to external systems to enable you to determine secondary values from existing values. and evaluations. which process data for planning. waste codes. The SAP authorization concept prevents unauthorized access to specification data. dangerous goods classifications. or physical attributes. known as value assignment types. The database can be used for cross-company queries that are for research purposes or to provide immediate information for incident management. If required.

You specify the specification types in Customizing for Basic Data and Tools. 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. Specification categories are further subdivided into specification types. Similarly. Standard interfaces simplify the transfer of data from existing applications or external systems. Specification Definition A specification is a description that uses identifiers and value assignments such as physical and chemical properties. thus creating a link to other logistic processes.Integration If you use the SAP Classification (CA-CL) component. When exporting specifications. The system allows you to change this date. automatic report shipping for the specifications of substances requiring a material safety data sheet is carried out from within Delivery. Health and Safety (EH&S). waste codes. Currently. for example. You can assign any number of materials to a specification. you can convert phrases in the import library to phrases for the active phrase library (see Tools). Use The specification is the central data object for mapping substances. The SAP system supports the import and export of specification data in productive systems. and to log changes. Page 8 of 142 . Structure The specification category groups specifications generally according to their usage and meaning. All modifications become valid on the key date you select. EH&S runs data consistency checks. Specification management thus allows for mass changes for which you can specify key dates. and details on transport and storage. packaging. The specification categories are predefined. you can convert phrases in the active phrase library to phrases for the export library. and dangerous goods classifications in the SAP component Environment. agents. Laws and regulations are regularly amended. when importing specifications. 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. medical advice. you cannot change them.

Integration Authorization groups divide specifications into user groups that are authorized to work with these specifications. Use Specification categories are subdivided into specification types. Health and Safety (EHS) component:  Substance  Agent Page 9 of 142 . Composition. This means you can use a specification as often as you wish. barrel. names. real substance Packaging Box. depending on the specification type (see Material Assignment). and Listing).Specification Category Possible Specification Types Substance Real substance. you can assign one or more materials to a specification. A specification can pass on data to one or more other specifications by reference or inheritance. dust. listed substance Agent Noise. 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. Specifications are assigned values in value assignment using the value assignment types of various value assignment categories (such as Property. The following specification categories currently exist in the SAP Environment. or chemical formulas. Example See Example: Editing Substance Data Specification Category Definition A general grouping of specifications based on their use and significance in companies. From the point of view of logistics.

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. Packaging  Waste code  Dangerous goods classification In the SAP Recipe Management (PLM-RM) component. simply choose the node for the specification category you require in the specification workbench or choose a specification below the node. the dangerous goods workbench contains only specifications of the specification category Substance and Dangerous Goods Classification. you define dependencies for specification categories (for more information. Integration In Customizing for Basic Data and Tools in the following IMG activities. In the various EH&S components there are special workbenches available. see the respective IMG activities): SAP EH&S Configuration (Customizing)-Transaction : SPRO Page 10 of 142 . For example. which only contain the specification categories you require for use in each special case. 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. To change the specification category.

By means of this assignment. In the standard system.  Specify Specification Types You must assign at least one specification category to each specification type. for example. The combination of identification category and identification type is then only available for specifications of the given specification categories. for acetone.  Check Identification Types You must assign at least one specification category to each combination of identification category and identification type. This means you can enter substance data and agent data in one specification. The specification type is then only available for specifications of the given specification categories. the specification type Real substance is assigned to the specification categories Substance and Agent. the system also finds the specification of the type Real substance when you search for substances or agents.  Check Identification Listing Page 11 of 142 . and you do not need to create two separate specifications for the substance and the agent.

 Specify Groups You can assign a specification category to a group. If you have assigned a specification category. this identification listing has the highest priority. The source is then only available for specifications of the given specification categories. The authorization group is then only available for specifications of the given specification categories. for example.  Specify Sources You must assign at least one specification category to each source.  Specify User-Defined Text Types You must assign at least one specification category to each user-defined text type. The group is then available as a node in the group tree depending on the specification category set. Page 12 of 142 . The user exit is then only available for specifications of the specification category (for example.  Specify Authorization Groups You must assign at least one specification category to each authorization group.  Specify Regulatory Lists You must assign at least one specification category to each regulatory list.  Manage User Exits You can assign a specification category to a user exit.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. user exits for secondary data determination). Specification Type Definition Specification Type is an exact grouping of specifications based on their use and significance in companies. The regulatory list is then only available for specifications of the given specification categories.  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. The user-defined text type is then only available for specifications of the given specification categories.

 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.  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. You define specification types in the IMG activity Specify Specification Types in Customizing for Basic Data and Tools. By its assignment to a specification type. you can specify a check function that checks whether the syntax of the assigned specification key is correct. Example The following specification types are supplied with the standard system for the specification category Substance:  Real substance Page 13 of 142 . Specification types are used to subdivide specification categories. You assign a specification type to a specification when you create it.Use Each specification belongs to only one specification type. In addition. a specification is assigned its exact role in an enterprise. By assigning different icons to different specification types. For each specification type you then specify the following:  Assign the specification type to one or more specification categories. you can immediately recognize in the navigation area and detail area which specification type a specification belongs to.  Specify which number range group the specification type is assigned to.

External real substance The uses and exposure scenarios of the delivered materials are assigned to specifications for which this specification type is defined. using extended safety data sheets as inbound documents. for example. Real substance group Real substance groups are used to represent families of real substances with the same properties. 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. Listed substance A listed substance is a substance whose properties are described in laws and scientific literature. you can assign one or more materials to a real substance. or procured. or transfer values from listed substances using references or inheritance. listed substances are not manufactured. Materials are not assigned to specifications with specification type External Real Substance. 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. traded.      A real substance is one that physically exists in a company. You can use them to create new specifications for substances. Unlike real substances. 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. In the standard system. This data of the delivered materials is provided by the supplier. Copy template Copy templates contain predefined value assignments. You can assign values to the value assignment types of a real substance. 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 Page 14 of 142 . Listed substance group Listed substance groups are used to represent families of listed substances with the same properties.

. You can start the specification search by executing a query (see Query Management). you can create them or import them. Page 15 of 142 . To assign values to specifications you must also have manually created or imported phrases and sources (see Phrase Editing and Source Management). the specification workbench. You can create a specification from the search screen..    You can define more search functions as user exits in Customizing for Basic Data and Tools. You edit specifications from a central interface.  You must have authorization to edit and display specifications.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 have the following options when you access the function:  You can enter different search criteria and start a specification search. 1. you can create it. You can load a set of hits (see Set of Hits Management). Process Flow See also: Function Model for Specification Management..  You must have created materials in the material master to which you want to assign specifications. If the required specification does not exist in the SAP system.

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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. or change in the specification workbench. Double-click with the quick info text Key Date for Editing below the toolbar in the specification workbench. the system takes the valid-from date for the change number as the key date. A dialog box appears in which the specified data is displayed. independent of the specification category of the specification. 1. 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. Example: Editing Substance Data To create the substance 2-Propanone. the detail area. If you have set the Retain Setting indicator. When you search for specifications. If you enter a change number. When you call a screen to search for specifications of a specification category. LM_01) or let the SAP system assign a key. The Global Parameters dialog box appears. Prerequisites If you want to specify a change number. Enter the required data and confirm your entries. As the substance is handled in companies and data must be accessible to all. create. assign the specification type Real substance and the authorization group ALL to the specification. Result The key date and the change number apply for all specifications that you display. the system checks whether the set change number is permitted for the specifications of this category. To do this. you must enter the necessary substance data in the system. 3. or the hit list. you must have created it in engineering change management (see Engineering Change Management for Specifications). If you enter a change number. Procedure . this function module checks or changes the change number that was set in the specification workbench.. 2. Confirm your entries. the system makes the changes with the change number entered. You either define the specification key yourself (for example. In the Basic Data and Tools menu choose Specification Workbench. in the Basic Data and Tools menu choose Specification Workbench. 4. Your settings are valid until you exit the specification workbench again. You can edit an object that you have selected in the navigation area. A key date entered manually will then be overwritten. Activities To open the specification workbench. Then characterize the substance by entering the following identifiers for the specification:  Trade name: Acetone Page 19 of 142 . In Customizing for Basic Data and Toolsunder Specify Environment Parameters you can specify a function module in the environment parameter CHANGE_NUMBER_CHECK_FUNC. your settings are also valid for all future accesses to the specification workbench until you change the settings again. 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. you first create a specification of the specification category Substance.

the active indicator is set for each rating. For example. 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.g. for example). Page 20 of 142 . The search results are displayed in a hit list. the setting is made to allow materials to be assigned to real substances. In value assignment you enter data for the following value assignment types.  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. you can search for specifications before you create them. From the specification workbench. Function Model for Specification Management The specification workbench is the starting point for editing specifications. in 2-liter bottles) is assigned to the specification of the substance 2 Propanone correspondingly. only the symbols on the report template are expanded that are released for the recipient and for which the active indicator has been set. When a report is generated (such as a material safety data sheet. Structural formula: CH3COCH3  CAS number: 67-64-1 In Customizing for Basic Data and Tools. 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 material with the key 500000 (acetone r. 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.

you can also display the search history. From the hit list. 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. From the initial search screen for specifications.Function Model for Specification Management Specification Search Searching Manually for Specifications Extending. This includes searches using:  Identifiers (for example. CAS number. structural formula) Page 21 of 142 . trade name. Refining. or Reducing Search Results Creating Specifications Displaying the Search History Specification Search Use This function enables you to search for specifications. refine. or reduce the search results and save them as sets of hits. Features All search criteria on the initial screen are linked by AND operations.

 Status The system determines specifications whose data has a certain status. the key date is the day for which the data is displayed. for example. it is not valid anywhere.  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. For specifications of the specification category Substance. that specification keys entered are always filled with zeros. 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 a data record does not have a usage. the system performs a rigorous check. or value assignments. an identifier. or Substance with Phrases Assigned. You can ensure. 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. a hit is determined via the value assignment if you have entered search criteria in the search functions Substance with Values Assigned. identifiers. you must enter the earlier date as the key date instead of the current date proposed by the system. Substance Contains Components. If you also want to display the data that was valid on an earlier date. In this case.To improve performance. or a value assignment is entered as an additional search criterion. When searching via usage. In Customizing for Basic Data and Tools under Adapt Initial Screens you can adapt the screens for specification searches to suit your requirements. 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. or value assignment types contain the given ratings and validity areas. it is valid everywhere without restriction. identifiers. 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. the system searches only the first 132 characters of the identifiers. The days can be different for different selection conditions. Searching for specifications via usage only influences the search result if the system determines hits using the header data. meaning if an authorization group (for the header data).  Usage The system finds specifications whose header data. If you do not enter any additional search criteria or the search criteria entered do not reduce the number of specifications to be searched. Serach with Material Description (example Diesel*) Page 22 of 142 .  If a value assignment has no usage.

specification type. refer to the documentation of the corresponding reference function module. name of person who last changed the data. These include:  Specification details (key.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. and so on) Page 23 of 142 . To define your own search functions. Write the new function module to correspond with the reference module and its interface. data origin. and so on)  Administration data (name of the person who created the data. 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. data provider.

component type. To do this. As the search result. 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. you can choose more value assignment types and enter characteristic values. You can also enter the value assignment type containing the relevant component. Substance Is Included in Relationship The system finds specifications that are included in inheritance relationships (see Inheritance) and thus fulfill certain search criteria. You can choose whether the specified component:  Exists directly as an ingredient of the specification for which you are searching  Exists as an indirect. the system displays all specifications where the selected characteristics contain any values. 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. You specify these value assignment types in the Property Tree dialog box. Substance with Phrases Assigned The system finds specifications to which a certain phrase was assigned as a value. the system displays the characteristics for the value assignment type. and concentration. These include details covering reference quantity. Substance Contains Components The system finds specifications that fulfill the specified search criteria. You can set up the search to be exclusive or inclusive for non-phraserelated characteristics. specification key.Substance with Values Assigned The system finds specifications that have certain characteristic values for certain value assignment types. Page 24 of 142 . The SAP system lists the corresponding characteristics for which you can enter the values you require. which you can select and transfer as required. If you choose the Nonempty Characteristics function for a selected value assignment type in the dialog box. A dialog box appears on which you can choose the Comparison type function. call the input help for the characteristic. You can use the Nonempty Characteristics function to search for specifications for which certain characteristics were already edited. After confirming. further component of an ingredient Substance Uses Reference Substance The system finds specifications with a particular reference.

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
Page 26 of 142

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

Page 27 of 142

Enter the required data on the Specification Header tab page and confirm your entries. 1.. If you entered a specification key. In the navigation area choose the Create function in the context menu of the node <Specification Category>. You can also create specifications from the specification search screen or from the hit list. 4. For more information. 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.. 2. see:  Identification  Reference  Assignment of Specifications and Materials  Specification Status  Inheritance  Property Tree and Value Assignment 5. <Specification Category> stands for the specification category of the specifications you want to create. The Create Specification: Header screen appears. Open the specification workbench and enter a key date or change number if required. Create Specification screen Page 28 of 142 . To do this. the system assigns a key to the specification when you confirm your entries. 3. Enter the required data on the other tab pages and in the detail area of the specification workbench and save your entries.Reducing Sets of Hits Manually Creating Specifications . the validity period is unlimited. If you do not enter a key in the Specification field. Save your entries. choose with the quick info text Create in the hit list. 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.

Displaying the Search History Use You use this procedure to display all search steps and search parameters for a specification search. 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. If you want to display the search parameters for the individual steps. 2. Query management is available both in specification management and in the specification information system. Choose Utilities  Display Search History. Prerequisites You have run a specification search or loaded a set of hits and are on the hit list screen. A screen appears that displays the step overview of the search history.. Procedure .. choose corresponding search step. 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 . you can create the specification search as a query. From this dialog box. and executing them as required. 1.

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.

Page 30 of 142

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.

Page 31 of 142

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

. 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. This is then overwritten.   Selections of individual specifications in the hit list are generally lost if you create the search as a query. 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.. 3.. Save your entries.  Choose an existing query using the input help. Confirm and save your entries. To enter the key for the query in the Grp entryfield. Enter data as required. 4. Procedure . loaded sets of hits. 2. you can choose one of the following options:  Enter a new key manually and create a new query. and where-used lists for specifications. Result The screen that displays the step overview of the search history appears again.Creating a Specification Search Directly As a Query Use You can create specification searches. The search can also contain executed queries. Go back to return to the hit list. The Save Query: Create dialog box appears. Prerequisites  You have change authorization for the query group in which you want to create the query. 1.. as queries immediately after they have been executed and execute them again as often as required. You can also create a query step by step in a tree structure (see Creating and Editing Queries).  You have run a specification search or loaded a set of hits and are located on the hit list screen. . Page 33 of 142 . however complex they are. Sets of hits reduced manually contained in the search are lost and are not taken into account when the query is executed. This has the following effects: Where-used lists for specifications are executed for all specifications in the hit list when you execute the query.

<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.. 4. 1.. The Edit Query: Header Data dialog box appears. Choose Utilities  Query  Load. continue with step 8.  Choose an existing query using the input help. This is then overwritten. you will also require change authorization for the respective group. Only the key for this query is entered. In the navigation area choose <Specification Category> by double-clicking it. 3.  Choose an existing query using the input help. The Edit Specification: Initial Screen appears. and the query is overwritten. 5. The group overview of the queries is displayed. Choose Utilities  Query Load.Procedure . If you want to copy or move query steps from queries in other groups to the current query. 2. In the navigation area choose <Specification Category> by double-clicking it. Enter data as required. 2. Enter data as required. Procedure . choose with the quick info text Create Query. The Query: Create dialog box appears. 7. The group overview for the queries then appears again. Confirm and save your entries. 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 create a query. To change the key for the query in the Grp entry field. 6.. 4. To enter the key for the query in the Grp entry field. Call the specification workbench. you can choose one of the following options:  Enter a new key manually. Position the cursor on your chosen query and choose with the quick info text Header. Choose with the quick info text Display <->Change. 6. 5. you can choose one of the following options:  Enter a new key manually. Choose with the quick info text Display <->Change.. <Specification Category> stands for the specification category of the specifications for which you have created the query whose header data you want to edit. 3. 1. Call the Specification Workbench. all query steps in this query are deleted. Choose one of the following steps:  If you want to edit an existing query. The group overview of the queries is displayed. The Edit Specification: Initial Screen appears.  Page 34 of 142 .

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. The Edit Query: Step Overview screen is displayed. 1. 5.. The group overview of queries is displayed again from where you must edit the new query.If you want to use an existing query as a copy template. The Edit Specification: Initial Screen appears. <Specification Category> stands for the specification category of the specifications for which you have created the query that you want to copy or move. 3. 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 . Choose with the quick info text Display <->Change. Confirm and save your entries. Procedure . 4. In the navigation area choose <Specification Category> by double-clicking it. 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. Choose Utilities  Query Load. The group overview of the queries is displayed. You can simulate the edited query from the query overview. Call the Specification Workbench.. 7. 8. 2. Position the cursor on the required query and choose:   6. you must copy it and then edit the copy as described here. Choose text Simulate Query. Position the cursor on the query you want to edit and choose with the quick info text Query Overview.

Result The query is inserted in the group at the appropriate position. Call the Specification Workbench. The Edit Specification: Initial Screen appears. Choose with the quick info text Display <->Change. Deleting Queries Prerequisites You have change authorization for the query group from which you want to delete the query. <Specification Category> stands for the specification category of the specifications for which you have created the query that you want to delete. The group overview of the queries is displayed. Position the cursor on the query you want to delete and choose Delete and save your entries. 5. 4. A group can only accept a certain number of queries. Procedure . 1. If you want to transfer the query to the clipboard.  7. If you want to insert the copied or moved query at a specific position within a group. choose with the quick info text Cut. 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. 3.. with the quick info text The query is not entered in the clipboard. position the cursor on the query after the required position in the group. Choose Utilities  Query Load. Choose with the quick info text Paste. 2.. In the navigation area choose <Specification Category> by double-clicking it. You set this maximum number under Specify Groups in Customizing for Basic Data and Tools. When the maximum number is reached. Executing Queries Use This procedure enables you to execute the specification search saved in a query. you first have to delete a query from the group before you can insert a new query in the group. Page 36 of 142 .

4. in other words. Choose Utilities  Query Load. Call the Specification Workbench. 5. enter a change number (see Engineering Change Management for Specifications). Search criteria entered on the initial screen are not taken into account when the query is executed.. You can copy the settings from the dialog box to the workbench. 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. the specification type. 2. Reduce if you want to enter additional search criteria to reduce the  Cancel if you want to start a new search. a key date. See also: Set of Hits Management Page 37 of 142 . The Edit Specification: Initial Screen appears. Choose Result A set of specifications appears in the form of a hit list. This hit list then only contains the specification key.  Choose search. but want the result to be displayed in a simplified hit list. 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. Double-click the query that you want to execute.You can execute long and complex queries in the background using the drilldown reporting job function. 1. and the value that lead to the specification being included in the hit list. If required.  Choose Refine if you want to enter additional search criteria to refine the search. 3. the specifications. for which you want to execute the query. The result is saved automatically as a set of hits. Procedure . In the navigation area choose <Specification Category> by double-clicking it.  Choose Simple if you want to continue the search from the query with the same search criteria. Prerequisites You have display authorization for the query group in which the query you want to execute is located. and a period in which the search criteria saved in the query must be fulfilled (see Specification Search). <Specification Category> stands for the specification category of the specifications you want to find using the query.. Note that you can only execute a query if the key date and the change number match the settings in the workbench. The group overview of the queries is displayed.

 You can load a set of hits that already exists. 2. Searches that you require regularly for this purpose can be created as queries (see Query Management). As the system does not start a new search of the specification database when you load a set of hits. Prerequisites In Customizing for Basic Data and Tools. and reduce sets of hits (see Basic Functions in the Hit List).. With the help of a drilldown reporting job. edit. and load the results of complex specification searches as required in the form of sets of hits. 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. performance is improved considerably. Forming the Intersection of. Specifications that existed at the time the set of hits was saved in the system. In this case. you must repeat the search and save the set of hits again. unify. A set of hits only ever contains the specifications that already existed at the time the set of hits was saved in the system. you can remove unwanted specifications from the set of hits (manually reduce it) and save.. you can execute a query of the system in the background and automatically save the set of hits that results. 1. The groups are used to store and edit sets of hits in set of hits management.Set of Hits Management Editing the Set of Hits Header Reducing Sets of Hits Manually Loading Sets of Hits Creating Sets of Hits Unifying. The set of hits that is generated or loaded is displayed in the hit list. you can save. From the hit list. 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. form the intersection of.  Page 38 of 142 . but were then deleted. Process Flow .  In the IMG activity Specify Group Trees and Assign Groups you have assigned groups to the group tree for sets of hits. are not displayed when the set of hits is loaded. 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. you have edited the following IMG activities:  In the IMG activity Specify Groups you have defined groups.

Choose with the quick info text Display <->Change. 2.. you can choose one of the following options:  Enter a new key manually. Procedure . Result A set of hits that no longer contains the specifications you selected is formed. 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. 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. Position the cursor on your chosen set of hits and choose with the quick info text Header. Confirm and save your entries.. The group overview for the sets of hits then appears again. 7. Select the specifications you want to remove from the set of hits. Call the specification workbench. or edit their header data. Page 39 of 142 . This is then overwritten. you can copy or move sets of hits between the groups. Procedure . 3. Choose Utilities  Selection  Manual Reduction. 4. Enter data as required. 1. Sets of hits are managed in groups. The Edit Set of Hits: Header Data dialog box appears. In the group overview.3. The group overview of the sets of hits is displayed.  Choose an existing set of hits using the input help.. 1. Choose Utilities  Set of Hits  Load. <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. delete them completely. 5. 6. 2. To change the key for the set of hits in the Grp entry field.. In the navigation area choose <Specification Category> by double-clicking it.

you can choose one of the following options:  Enter a new key manually and create a new set of hits. In the navigation area choose <Specification Category> by double-clicking it. The group overview of the sets of hits is displayed. Procedure . 3. <Specification Category> stands for the specification category of the specifications for which you have created the set of hits that you want to load. 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. Choose Utilities  Set of Hits  Save. You can also create a set of hits that you obtained by reducing sets of hits manually. To do this.. 4. Confirm and save your entries. This is then overwritten.  Choose an existing set of hits using the input help. Search criteria entered on the initial screen are not taken into account when the set of hits is loaded. 1. The Set of Hits: Create dialog box appears.. The hit list appears again. 5.. Choose Utilities  Set of Hits  Load. Page 40 of 142 .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. To enter the key for the set of hits in the Grp entry field. Enter data as required. you must first transfer the key date or change number to the workbench settings. Choose the set of hits you require by double-clicking. Result A set of hits is displayed in the form of a hit list..  You have run a specification search or loaded a set of hits and are on the hit list screen. 3. Procedure . Call the specification workbench. choose Yes in the dialog box that is displayed in this case. 1. 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. 2. 2.

 3. and EHS_03. Specifications that appear in both sets of hits are only included once (union). Result Unifying Sets of Hits A set of hits that contains all the specifications from the original sets of hits is formed. Procedure . 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). or reduce are located. 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. Set of hits 2 contains the specification EHS_03. or when intersections are formed. Search criteria entered on the initial screens are not taken into account when the sets of hits are loaded. a set of hits is formed that contains the specifications EHS_01 and EHS_02. 2. EHS_02. form the intersection of. Load one of the sets of hits that you want to unify.Unifying. The screen from which you loaded the first set of hits appears. Choose with the quick info text Reduce Selection if you want to reduce sets of hits. Choose Utilities  Set of Hits  Load. Choose one of the following steps:   Choose with the quick info text Extend Selection if you want to unify sets of hits. with which you want to form an intersection with the first set of hits. form the intersection of. The group overview of the sets of hits is displayed. Forming the Intersection of.  If you reduce the set of hits 1 by the set of hits 2. or whose specifications you want to reduce the first set of hits by. Page 41 of 142 . 4. 1. Choose with the quick info text Refine Selection if you want to form the intersection of sets of hits.  If you form the intersection of the set of hits. reduced. or reduce. 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.. Double-click the set of hits that you want to unify with the first set of hits. Set of hits 1 contains the specifications EHS_01. 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.. unified.

Call the specification workbench.  7. position the cursor on the key for the group. position the cursor on the set of hits after the required position in the group. 4. Result The set of hits is inserted at the appropriate position in the group. 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. <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. In the navigation area choose <Specification Category> by double-clicking it.  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. Choose with the quick info text Display <->Change. You set this maximum number under Specify Groups in Customizing for Basic Data and Tools. Refining. 5. Choose with the quick info text Paste. When the maximum number is reached. 1. 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.See also: Extending. Choose Utilities  Set of Hits  Load. you must first delete a set of hits from the group before you can insert a new set of hits in the group. 3.. 2. A group can only accept a certain number of sets of hits. Page 42 of 142 . 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 . The group overview of the sets of hits is displayed..

The groups are used to store and edit queries and sets of hits in query management and set of hits management.. See also: Query Management Set of Hits Management Prerequisites  In Customizing for Basic Data and Tools. 5. In the navigation area choose <Specification Category> by double-clicking it. Choose with the quick info text Display <->Change. 1.  You have display authorization for the query group in which the query you want to execute in the drilldown reporting job is located. with the quick info text The set of hits is not entered in the clipboard. Call the specification workbench.  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 change authorization for the set of hits group in which you want to save the set of hits created in the drilldown reporting job. You can then load and edit the set of hits at any time. Choose Utilities  Set of Hits  Load. 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.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 . The group overview of the sets of hits is displayed. If you want to transfer the set of hits to the clipboard. 3. choose with the quick info text Cut. Position the cursor on the set of hits you want to delete and choose Delete and save your entries. Page 43 of 142 . you can enter a start date and a periodic repeat if required. <Specification Category> stands for the specification category of the specifications for which you have created the set of hits that you want to delete. 2. Features For background processing. you have edited the following IMG activities:  In the IMG activity Specify Groups you have defined groups.. 4.

 Operation mode Enter a name for the operation mode in which the drilldown reporting job is to be started. If the event requires a parameter. Enter data as required. enter it under Parameter. Choose one of the following functions to specify the start time:  Immediately The drilldown reporting job is released and started immediately. 7.. Choose with the quick info text Multiple Selection. or at another freely selectable interval. all functions offer the possibility of executing the drilldown reporting job periodically. To enter the key for the set of hits in the Grp entry field under Set of hits. <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.. In the navigation area choose <Specification Category> by double-clicking it.  Date/Time Enter a date and a time for the scheduled start. The Drilldown Reporting Job screen appears. Save the start time values. This is then overwritten. daily. For this function. 5. 1. you can also prevent the background job being started after the specified time. you can choose one of the following options:  Enter a new key manually.  After job Under Name enter a previous job after which the drilldown reporting job is to be started. 4. For the other functions choose Execute job periodically and enter under Period Values whether the drilldown reporting job is to be repeated hourly. The Drilldown Reporting Job screen appears again.  >> 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. 8.  After event Enter the event that must occur before the drilldown reporting job is started. With the exception of the After job function. monthly. 3. Save the scheduled drilldown reporting job. Call the Specification Workbench. 2. enter under >> after how many months the drilldown reporting job is to be repeated. Choose Start status-dependent if the drilldown reporting job is to be started only if the previous job was successful. The system executes the query in the background on the specified start date and saves the search result as a set of hits. The Start Time screen appears.  Choose an existing set of hits using the input help. weekly. This can guarantee that the SAP system has reached a predefined state before the drilldown reporting job is started. Engineering Change Management for Specifications Page 44 of 142 . By entering the appropriate data under No start after. 6. Choose Environment  Drilldown Reporting Job.Activities . A new set of hits is created.

 If you make changes without using a change number. the name of the person who last changed the specification. and Valid to fields in the specification header data refer exclusively to the data of the specification header.  When you use a change number to change a data record for the first time. 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. you can. The Change number. you must make sure that the correct key date is entered when you call the data or enter the relevant change number. the current validity period. the data origin. today enter data that will only be valid in the future. 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. the standard validity period used goes from 01/01/0001 to 12/31/9999. for example.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. see Engineering Change Management (LO-ECH). If you have used engineering change management to change the data of a data record. the system further subdivides the validity periods. you must have set the Active indicator for the object Specification under Object Types in the change master record you want to use. Whenever you use other change numbers that have different validity dates. For more information about the SAP component Engineering Change Management (LO-ECH). The change number has higher priority than the key date (see Example: Engineering Change Management). Valid from. The system enters the current date as the key date. you can find more information about. You can work with or without engineering change management depending on your requirements. Page 45 of 142 . and the data provider. To use change management for specifications. the date of the last change. See Example: Engineering Change Management The SAP system writes change documents irrespective of whether you use engineering change management or not. for example. Each change number is valid from a particular validity date so that the data has a validity period in accordance with the change number. the SAP system divides the overall validity period into two adjoining validity periods.

phrase item and phrase set assignment are edited. 2. The data for the phrase header. for example. Page 46 of 142 . You can also create a phrase with a change number. A change is made in the phrase item with the change number A5 (valid from 01/01/1999). A phrase is created without a change number. and the phrase set assignment is therefore valid from 01/01/0001 through 12/31/9999.Example: Engineering Change Management 1. the data valid on this date is displayed. If you navigate to the corresponding phrase item with the key date 06/01/1999 after saving. and the phrase set assignment is therefore valid from 01/01/2005 through 12/31/9999. with a valid-from date in the future (01/01/2005). Under Extras  Administration information the validity period 01/01/1999 through 12/31/9999 is displayed. the phrase item. The data for the phrase header. the phrase item.

transport approval). you have made settings in the Creation of Change Documents section. In the change document. the objects are determined that were:  Created  Deleted  Changed Changes that were made by a reference or inheritance are marked. Creation of Change Documents for Specifications Use The SAP system logs all changes that are made within specification management. If you start with the key date 06/01/1999. material assignment. 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. Change document creation for specifications is independent of Engineering Change Management for Specifications. the data valid on this date is displayed. Under Extras  Administration information the validity period 01/01/2000 through 12/31/9999 is displayed.3. For each object. Page 47 of 142 . change time. A change is made in the phrase item with the change number A10 (valid from 01/01/2000) and in the phrase set assignment. the data valid on this date is displayed in the corresponding phrase item and in the phrase set assignment. Under Extras  Administration information. Prerequisites In Customizing for Basic Data and Tools. 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. and the user name of person who made the change are displayed in addition to the context information. If you start with the key date 06/01/2000 after saving. the change date.

Enter the program RSSCD110 and choose 3. Choose Extras  Change Document Log. the old and new data is displayed together with the defined context..   You can position a line in the change document tree using   You can set a segment using with the quick info Line. To enter changes in advance. The entry report is executed only at the times you scheduled in Customizing. 3. 1.   With Utilities  Switch Layout you can compress the display differently. Specification Status Change Not Permitted Generation Not Permitted Page 48 of 142 with the quick info text Execute. You can also display the change documents for the specifications outside the SAP component Environment.. 1. Enter the required data and choose with the quick info text Execute. Call the specification workbench. If changes were made for the defined context. Health and Safety (EH&S) as follows: . To do this. In the SAP menu. 2. In the navigation area choose <Specification Category> by double-clicking it. you can start the entry report manually. choose Tools  ABAP Workbench  Development  ABAP Editor. Subtree.. 2. Activities Proceed as follows to display the change documents: .   With Utilities  Color Legendyou can display the significance of the colors and icons that are used within the change document tree. Enter <ESSUB> as the object class and choose with the quick info text Execute.. The following functions are available on the change document tree screen:   You can display additional information about the change document using text Choose.Features The system displays the change documents in a tree structure. 4. The Edit Specification: Initial Screen appears. in the EHS: Display Change Documents for Specifications screen choose Program  Update Data and then with the quick info text Execute. <Specification Category> stands for the specification category of the specifications for which you want to display the change documents. . The EHS: Display Change Documents for Specifications screen appears.

Features Status Entry The status of a specification is made up of individual status entries. The permitted follow-on statuses are defined in the status network.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. The following status network is included in the standard system: Page 49 of 142 . Each status entry includes the following data:  Rating and Validity area  Status A new status entry is assigned the initial status defined in Customizing. status changes are taken into account in the same way as changed specification data. in the status Released. for example. If the report has a value for which generation is prohibited. in the status In Process. the report has the status Gen. You can use appropriate status entries to set the system so that:  Changing specification data is prohibited (in the standard system. The check whether generation is prohibited for a data record (see Generation Not Permitted) is then made for the determined reports during report generation. for example. Prerequisites So that a status entry is taken into account for specification data. In Customizing for Basic Data and Tools. see also Generation Not Permitted)  The system issues a warning against editing specification data (in the standard system. you have edited the Status Management section. The SAP system inserts your user statuses between the statuses IP (In Process) and FR (For Release). You can enhance the basic 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. see also Change Not Permitted)  Outputting specification data on reports is prohibited (in the standard system. for example. the Active indicator must be set in the usage of the specification data. You can define the follow-on statuses yourself within the C* statuses. Integration When generating worklists in report management. in the status For Release) In Customizing an indicator profile specifies for each status which protection effect the status should have. w/ Warning after generation.

Abbreviation Meaning Icon Technical Key IP In Process (initial status in standard system) C1. The person responsible is linked directly to Organizational Management..> Default Setting for Status Entries You can enter a default setting in Customizing for specification status entries. This default entry is used by the SAP system as long as you have not entered an explicit person responsible for a status entry. Using customer exits you can specify. 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. work center. Person Responsible You can enter the person responsible for a status entry as information. position). you can display all validity periods using the function with the quick info text History. The person responsible is managed in the SAP component Human Resources Management depending on the object type (for example.. These are not displayed on the Status tab page. job. 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. C2. To do this you enter a usage profile for the value assignment type Status assignment (ESTST) in the IMG activity Specify Value Assignment Types. for example. 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. The list is taken into account by the SAP system until you have explicitly entered new status entries on the Status tab page. Authorization Concept The SAP system guarantees that the status assignments can be made only by authorized users. 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... that the value assignment types for a particular status must be edited before the status can be assigned. User statuses FR For Release I0571 NC Noncritical Change I0590 RE Released I0600 I0570 ICON_CUSTOMER <E*. Enhancements (Customer Exits) You can use the customer exits in Customizing for Basic Data and Tools to specify that: Page 50 of 142 . History If you change the validity period for a status entry so that it has two or more validity periods.

a status entry with the correct status must apply in the header data of the specification. The system takes the default setting into account if no status entry exists for a specification. Page 51 of 142 . For the specification data you want to protect. Prerequisites You have assigned the Change Not Permitted indicator to the appropriate status in Customizing for Basic Data and Tools under Specify Statuses. the status entry applies. and so on) in common. the Active indicator must be set in the usage of the specification data. You can specify a default setting for the status entries in the IMG activity Specify Value Assignment Types using the value assignment type ESTST. As the default setting. 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. or profit center. So that a status entry is taken into account for specification data. but want to warn the user against making changes. If you do not prevent changes. the status Released prevents changes to related data. 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. To do this you must have assigned a status to the Change Not Permitted indicator in Customizing. 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. that is their intersection must not be empty. Features Check Process When a value assignment instance or an identifier is called. for example.  The corresponding validity areas must have at least one country (or plant. 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 value assignment instance V1 is therefore released and can no longer be changed. you can set this up in Customizing using the Warning If Changed indicator.

inactive usages can be added. This means that:  Active released usages cannot be changed. the Active indicator cannot be set. however. In the status In Process. but only such that the number of released data records belonging to it does not change.  Not released or inactive usages can be deleted.Result If the conditions for a status entry that prohibits changes are fulfilled. changes to the data are therefore forbidden for all active value assignment instances: Page 52 of 142 . the Change Not Permitted indicator protects all versions of the value assignment instance or identifier. 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 data record is not ready for input. The usage of the data record can be edited. for example. 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). A data record cannot therefore be released by activating the usage.  New. In the following graphic. For example. you can activate the usage of the data record. the status In Process. The usage PUBLIC/US. 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). For a value assignment instance. the data record also includes the data for source information and userdefined texts. 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 existing validity areas are protected from changes. and so on. may be activated. When you create a new data record or edit a data record for whose usage a status entry with the status Released applies. the usage PUBLIC/DE for the identifier cannot be activated. additional validity areas can be created. you can decide yourself whether you want to edit it.

You can specify for usages with the same rating for the validity areas whether an intersection.Generation Not Permitted Use With this function you can prohibit the output on reports for identifiers and value assignment instances. the Active indicator must be set in the usage of the specification data. The system takes the default setting into account if no status entry exists for a specification. 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. To do this you must have assigned a status to the Generation Not Permitted indicator in Customizing. As the default setting. You can specify a default setting for the status entries in the IMG activity Specify Value Assignment Types using the value assignment type ESTST. a status entry with the correct status must apply in the header data of the specification (see graphic). subset. the status In Process prevents the output of data on reports. For the specification data that was selected on the basis of the generation variant. or superset should be present or whether they should agree for the comparison to apply. Page 53 of 142 . Prerequisites You have assigned the Generation Not Permitted indicator to the appropriate statuses in Customizing for Basic Data and Tools under Specify Statuses. So that a status entry is taken into account for specification data. 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.

Graphic step 2: Page 54 of 142 .  If you call the Create Report function you cannot override the indicator. Features Check Process If the Status check is set. From the hit list. 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. the system does not expand the validity areas into countries and regions unless you used the exclusion indicator when you defined the validity areas. The system uses the settings for the generation variant. This indicator controls whether the specification status and phrase status are to be checked when the report is generated. If a status entry prohibits generation. If no status entry prohibits generation. The report has the status Generation Failed. The following graphic shows the process: Graphic step 1: The first check is a preliminary check. the preliminary check was successful. generation is canceled without any data being read. the system runs the status check for the current key date.You have set the Status check indicator for the generation variant. the following apply:  If you call the Report from Template function you can override the indicator. The SAP system creates combinations from the leading validity area and the ratings with the highest priority. In a 1:1 comparison. that is data is read (graphic step 2).

“Prerequisites. the Status field automatically has the initial status defined in the IMG activity Specify Statuses once you have confirmed.. a message is printed on the report between two markers {** . When you create a new status entry. all data must be saved. value assignment instances) by comparing the usages of the generation variant with the usages of the specification data. choose next status. choose the Status tab. with Warning (GW) after generation. and language EN: {**Status of identifier not permitted: SUBS01 NAM PROD [E]**} Editing Specification Statuses Prerequisites See Specification Status. a further check is made for each of these selected data records.The system selects the specification data (for example. Result Only if no status entry is found that prohibits generation can the data record be printed on the report. Here the system compares the usages that led to the selection of a data record with the usages of the status entries. In the specification header data. 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. and value assignment instance 1: {**Status of value assignment not permitted: SUBS01 SAP_EHS_1013_001 1**} For specification SUBS01. identification category NAM. This again takes into account the usage check for the generation variant.. **}. For specification SUBS01. If a status entry exists that prohibits generation.  with the quick info text Switch to If the next status is not clear. Procedure .” Before you can choose the Status tab. Enter data as required.. value assignment type State of matter. This takes into account the usage check specified for the generation variant. display the input help for the Status field to see all valid follow-on statuses and make your selection. 1. identification type PROD. 2. Page 55 of 142 . Graphic step 3: If data records were selected. The report then has the status Gen..

For an active usage. Valid to If you work without change numbers. a status entry is valid from 01/01/0001 through 12/31/9999. You must save each time you move on. If you have chosen Confirm. If you change an entry in the Valid from field so that the data record is split. Result If a data record for the specification has an active usage for which a status entry applies that does not permit changes. Page 56 of 142 . 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). This greatly reduces the amount of data that needs to be entered. the icon is displayed for the data record and the data record can no longer be edited.Valid from. you must have saved the data unless you choose Cancel. Confirm and save your entries. the Rating and Validity area fields are no longer ready for input. To exit the Status tab page. In doing this the SAP system creates a link from the value assignments of the reference specification to those of the referencing specification. 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). 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. 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.

Instead of using referencing. other combinations are possible. a specification cannot receive data via reference and via inheritance at the same time. the icon changes to . for example. a link is created to the specification from all value assignments of the reference.  A specification can inherit data and pass it on via reference. in other words.  If you assign several references to a specification.  A specification can receive data via inheritance and pass it on via 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. Features The following rules apply for references in the SAP system:  If you assign a reference to a specification. However. 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. the value assignment types for these references may not overlap. are not transferred:   Identifiers   Material assignments You can manually overwrite a referenced value assignment.  A specification cannot be a target specification in a reference and a target specification in an inheritance relationship at the same time.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). for example:  A specification can receive data via reference and pass on this data or other data. 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. If you manually overwrite the referenced value assignment. The following. we recommend you use inheritance as this function offers you more options. every value assignment type that is assigned values via a reference is marked with . No data is transferred outside the value assignments in referencing. Page 57 of 142 .

 The planned reference already has references itself (multilevel references are not allowed). Activities If you call a value assignment type that was transferred to the specification via a reference.  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.  The planned reference has a specification type that does not permit the usage as a source specification of the reference (see “Prerequisites”). the value assignment is shown in display mode. call the edit mode using with the quick info text Display <-> Edit on the Display Specification: Value Assignment screen.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 is being processed by another user. Page 58 of 142 . 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. To edit the referenced value assignment.

Accordingly. you create an inheritance relationship in which 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. depending on which specification approves the inheritance request. and the inheritance template are defined. To do this. change. 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. with the result that multilevel inheritance is possible. or delete the data to be passed on in the source specification. Page 59 of 142 . In the inheritance relationship.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). the source specification or the target specification can have the role of acceptor. the source specification or the target specification can have the role of requester. In the same way. 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. the target specification. Each target specification can itself act as a source specification and can also pass the inherited data on again.

You can use authorizations to ensure that only authorized employees can request and approve inheritances (see “Prerequisites“). Multilevel inheritance is possible. which means that if you overwrite referenced data in the target specification. 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. other combinations are possible. in other words. Multilevel references are not possible. for example:  A specification can receive data via reference and pass on this data or other data.  A specification cannot be a target specification in a reference and a target specification in an inheritance relationship at the same time. However.  A specification can inherit data and pass it on via reference. Individual value assignment instances of a value assignment type can be overwritten in the target specification. Prerequisites  You have created the required inheritance templates as group entries (see Editing Inheritance Templates). All value assignments in the source specification are passed on to the target specification with their usage. a specification cannot receive data via reference and via inheritance at the same time. the reference is deleted for the entire value assignment type.  A specification can receive data via inheritance and pass it on via reference. Only entire value assignment types can be overwritten for the target specification. Integration Inheritance is an extension of the existing reference. Identifiers are not passed on. Page 60 of 142 .

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). the data is passed on regardless of its usage. it must correspond to the definition in the inheritance template and fulfill the following conditions:  The first time that data is inherited.  If a usage has been defined in the inheritance template. value assignment types) in the target specification.  You need the following authorizations:  To request inheritance. the system ensures that no endless loops can occur at all levels of inheritance. the data read in the source specification must be able to be created in the target specification. In other words. if you want to approve the inheritance request of the target specification to the source specification. you need the following authorizations for the acceptor:  If the target specification is the acceptor. the data to be created in the target specification must be able to be read in the source specification. In other words.  If the source specification is the acceptor. in other words. If the status of the target specification is taken into account (value 0). the data to be passed on must contain this usage and the Active indicator must be set. in other words. 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. you need display authorization for the source specification.  The source specification cannot be its own target specification.  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 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. Page 61 of 142 . 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). To be able to approve an inheritance request to the acceptor (which can be the source or target specification). 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). the data in the target specification is classified as In process. the status RE Released in the standard system). there cannot be a status entry that does not permit changes for the data in the target specification (for example. you need change authorization for the corresponding data (identifiers. For this reason. the target specification cannot inherit the data. if you want to approve the inheritance request of the source specification to the target specification.  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. you need change authorization for the target specification. Otherwise. you need change authorization for the corresponding data (identifiers.  The data to be passed on cannot be locked by another user.  Under Specify Environment Parameters in Customizing for Basic Data and Tools. In order for data to be inherited. Under Specify Environment Parameters in Customizing for Basic Data and Tools. If no status is specified for the target specification. If you have set the All usages indicator in the inheritance template. If data that has already been passed on is edited subsequently in the source specification. This means:  If you request inheritance for a target specification.   If you request inheritance from a source specification. the data in the target specification is updated regardless of the status of the source data. value assignment types) in the source specification.

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. The status changes to Ready to inherit. The status changes to Consistent or Incorrect. 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. In both screen areas.  One area of the screen contains all the inheritance relationships in which the specification is the target specification. represents an inheritance relationship. a data record. Page 62 of 142 . From the Relationships tab page. in other words a row in the table. 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. Ready to inherit Data is ready to inherit and is passed on by the next background job.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). Incorrect Data could not be passed on. 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. requested the inheritance. Consistent Data is passed on by the background job and is consistent.

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.  You can approve or reject inheritance requests. in other words. the approval is automatically set to the status Approved.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).  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.  You can deactivate and reactivate inheritance relationships. If you create an inheritance relationship and have the required authorization for the acceptor (see “Prerequisites” section). set the corresponding approval status. If you do not have the authorization required. 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. the approval remains in the status Requested until an authorized user manually approves the request: Page 63 of 142 .

or the usage of this data) has been created. The status Incorrect occurs. you can:  Display detailed information about the inheritance relationship using the function with the quick info text Addit. If it is locked.Passing On Data The background job for the inheritance is started as soon as an inheritance relationship is assigned the status Ready to inherit. 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). For more information. or deleted in the source specification of the inheritance relationship. You can check.  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. whether the background job for the inheritance is scheduled and whether it is currently running. The background job started updates the data in the target specification if it is not locked by a user. for example. see Effects of Changes to the Source Specification Data. the background job is repeated periodically (see “Prerequisites” section).  The inheritance relationship has the status Consistent and data (identifiers. info. If an inheritance relationship is assigned the status Incorrect.  The inheritance relationship has the status Consistent and the inheritance template for the inheritance relationship has been changed. among other things. Page 64 of 142 . It is assigned this status in the following cases:  The inheritance request has been approved manually or automatically. On the Relationships tab page. value assignments. changed. You then receive a message in your office inbox in the system in which the error is explained. the data is not updated in the target specification by the background job. if an identifier that already exists in the target specification is to be passed on.

Furthermore. indicator in the inheritance template. see Deactivating and Activating Inheritance Relationships. whether the data has been passed on after a background job that was started manually (the inheritance relationship is then consistent). In the same way. DE). 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. for example. the usage specified for the identifiers and value assignments in the source specification must match the usage specified in the inheritance template.  : Data record has been inherited and passed on to other specifications. PUBLIC/US PUBLIC/REG_EU Data record is not passed on. see Editing Inheritance Templates. see Editing Value Assignments. If a higher-level validity area (for example. this background job is carried out next when the system is currently executing several background jobs in succession. In the target specification. you can update the data displayed using the function with the quick info text Refresh and therefore check. For more information about the indicators.  You can change inherited value assignments if you have set the Changes to target specifications or Exclusion from inher. the data in the target specification is created with the validity area of the inheritance template. Page 65 of 142 . the background job for the inheritance only updates the value assignments of the value assignment types specified in the inheritance template.  : Data record has been passed on to other specifications. 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.As a result. For more information.  : Data record has been inherited and changed temporarily (only for value assignment instances). Identifiers and value assignment instances containing data that has been inherited or passed on are marked as follows:  : Data record has been inherited. Usage of the Data in the Source Specification Usage (Rating. all value assignment types containing data that has been inherited or passed on are marked by the icon . In the property tree. only the identifiers of the identification categories and types specified in the inheritance template are updated. 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. For information about how to change value assignment instances that contain inherited data. 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. inheritance relationships indicator in the inheritance template and deactivated the inheritance relationship. In addition.

changed. you specify for each value assignment type whether the Active indicator is reset when a value assignment is changed. Changing usages If you change a usage for a value assignment or an identifier. which may have the following effects. this may result in the values specified in the inheritance template being fulfilled for the first time. If you change a value assignment. only data with an active usage can be passed on (see Inheritance). the status of the inheritance relationship is reset to Ready to inherit. or deleted in the target specification. including their usage. Resetting the Active indicator then results in the value assignment in the target specification being deleted. the corresponding value assignments and identifiers are also created. the background job for the inheritance is started. Under Specify Value Assignment Types in Customizing for Basic Data and Tools. correspond to the values specified in the inheritance template. Adding usages If you add a usage to a value assignment or to an identifier. changing. : 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). 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. Page 66 of 142 . The value assignment or identifier is then created in the target specification. Result You can search for specifications that are contained in inheritance relationships and that fulfill specific search criteria (see Specification Search). the Active indicator is reset in the usage for this value assignment as standard. or deleting value assignments and identifiers If the value assignments and identifiers. for example. this may have the following effects:  The values specified in the inheritance template are fulfilled for the first time. on the data in the target specification: Change to the Source Specification Possible Effect on the Target Specification Creating. If a usage has been defined in the inheritance template. As a result.

In other words. Creating Inheritance Relationships Between Specifications Use This procedure describes how you create inheritance relationships between specifications. To do this. including their usage. you have the following options:  In the header data of a specification. see Inheritance. The value assignment or identifier is then deleted in the target specification. In other words.The value assignment or identifier is then created in the target specification. this may result in the values specified in the inheritance template no longer being fulfilled. you can create inheritance relationships in which the specification is the target or source specification. In both cases. Procedure Creating Inheritance Relationships in Specification Header Data . you can create inheritance relationships in which specifications that you have selected in the hit list are target specifications. For more information about when value assignments and identifiers. correspond to the values specified in the inheritance template.  From the hit list. The value assignment or identifier is then deleted in the target specification.. Prerequisites See Inheritance. 1. Use one of the following procedures to do this:  Searching Manually for Specifications  Executing Queries  Loading Sets of Hits Page 67 of 142 . Search for the specification that is the requester in the inheritance relationship you want to create. You can create an inheritance relationship for one source specification in one step for as many selected specifications as you like. In other words. this specification requests the inheritance. the specification from which you create the inheritance relationship is the requester.  Deleting usages The values specified in the inheritance template are no longer fulfilled. If you delete a usage for a value assignment or an identifier. you specify the specification (source specification) from which the selected specifications inherit data.. you specify in the specification header data the specifications from which the specification inherits data or to which the specification passes on data.

The Edit Specification: Header screen appears. Choose with the quick info text Create inheritance rel. If you have the authorizations described under Inheritance. or reduce the hit list (see also Basic Functions in the Hit List). 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. When choosing the inheritance template. Search for the specifications that are the requester and target specifications in the inheritance relationships you want to create. Value assignment types and identifiers only overlap if the usages specified in the inheritance templates overlap at the same time. 3. 3. If the specifications you are searching for are not contained in the hit list or if the search result contains too many hits. Creating Inheritance Relationships from the Hit List . refine. When choosing the inheritance template. 5. refine. in other words. if the current specification is the target specification in the inheritance relationship. 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. an authorized user must approve the inheritance request. 6. 1.. Value assignment types and identifiers only overlap if the usages specified in the inheritance templates overlap at the same time. choose the specification you want to edit by double-clicking it. 4. if the current specification is the source specification in the inheritance relationship. If you do not have the authorizations. 2. in other words. note that you can only assign inheritance templates to a target specification if their value assignment types and identifiers do not overlap.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. you can extend. Choose the Relationships tab page. the inheritance relationship is automatically assigned the approval status Approved ( ) and the status Ready to inherit ( ). In the hit list. or reduce the hit list (see also Basic Functions in the Hit List). Result The inheritance relationship is assigned the approval status Requested ( ) and the status Initial ( ). On the tab page. Select the required specifications and choose Specification  Inheritance  Inherit from Source. note that you can only assign inheritance templates to a target specification if their value assignment types and identifiers do not overlap. 2. Enter the inheritance template and the source or target specification. 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..  Select a blank row in the lower table if the current specification is to pass data on to another specification. Enter the inheritance template and the source specification. Page 68 of 142 .

inheritance requests are approved automatically when you create the inheritance relationship (see Inheritance). if there are errors. Page 69 of 142 .  The inheritance relationship for which you want to approve the inheritance request has the status Requested ( ). 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. For more prerequisites. select the row of the inheritance relationship that you want to approve. the background job transfers the data from the source specification to the target specification for the inheritance. 2.After an inheritance relationship has been assigned the status Ready to inherit. Under certain conditions. In the corresponding table. see Inheritance. 1. 3. 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. The next background job for the inheritance updates the data in the target specification and sets the status Consistent ( ) or. Choose the Relationships tab page.. Choose with the quick info text Approve request. Approving Inheritance Requests Use This procedure describes how you approve an inheritance request manually. Deactivating and Activating Inheritance Relationships Use This procedure describes how you deactivate an inheritance relationship and reactivate a deactivated inheritance relationship.. Result The inheritance relationship is assigned the approval status Approved ( ) and the status Ready to inherit ( ). if there are errors. for example. The approval status remains Approved ( ) and the status changes to Consistent ( ) or. to Incorrect ( ). Incorrect ( ). Procedure . concerning the authorizations required.

in other words.  The inheritance relationship that you want to activate or deactivate.. Prerequisites  You have the authorizations that you also require for approving an inheritance relationship (see the "Prerequisites" section under Inheritance). and data that has been changed in the source specification is accordingly also changed in the target specification. Choose the Relationships tab page.  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 corresponding value assignment instances and identifiers are then ready for input and are marked with the icon. 2. In addition. Deleting Inheritance Relationships Use This procedure describes how you delete an inheritance relationship.. contains an inheritance template in which the Deactiv. the data in the target specification is no longer updated when you change the corresponding data in the source specification. Procedure . 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.. ). you can change the data passed on (value assignments and identifiers) in the target specification. Procedure . select the row of the inheritance relationship that you want to deactivate or activate. for which the deactivation and reactivation of the inheritance relationship is permitted. This means the data changed in the target specification is overwritten by the data in the source specification. inheritance relationships indicator is set..After you have deactivated an inheritance relationship. Result An active ( An inactive ( ) inheritance relationship is deactivated ( ) inheritance relationship is activated ( ). the system updates the data in the target specification using the data in the source specification. 3. If you reactivate the inheritance relationship. Page 70 of 142 . 1. In the corresponding table. Choose with the quick info text Inheritance active/inactive. You can decide whether the data passed on to the target specification should also be deleted.

The next background job for the inheritance deletes the inheritance relationship from the header data of the source and target specifications and. In an inheritance relationship. 3. Structure Controlling the Data to Be Passed On (Data Filter) In the inheritance template. if required. 2. Specify whether the data passed on should also be deleted. you specify the usage (rating and validity area) that this data must have in order to be passed on. Choose with the quick info text Delete inheritance rel. in other words. Use The inheritance template is required in inheritance in order to create inheritance relationships between specifications. Furthermore. you can use an inheritance template for as many different specifications as you like. only data that matches the criteria in the inheritance template is passed on by the source specification.  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. irrespective of the usage. Furthermore. also deletes the data passed on in the target specification. The inheritance template is not dependent on a specification. 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. Inheritance Template Definition Filter in which the data transferred from a source specification to a target specification in inheritance is defined. 4. Result An inheritance relationship in the status Consistent ( ) is assigned the status Ready to inherit ( ). select the row of the inheritance relationship that you want to delete. In the corresponding table. the inheritance template controls whether data that has been passed on can be changed in the target specification.1. Page 71 of 142 . Choose the Relationships tab page. You have the following options:  You can specify that the data for the identifiers and value assignment types is always passed on.

<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.. or identification types (see Editing Inheritance Templates). Editing Inheritance Templates Use This procedure describes how you create and change an inheritance template.The data that you specify in the inheritance template cannot overlap. Page 72 of 142 . you have defined the groups that you require for inheritance templates. Controlling Permitted Changes to Data That Has Been Passed On In the inheritance template. Integration The inheritance templates are created and edited in the group overview. 2. In addition. The system checks whether there are any overlaps between validity areas. changes to inheritance templates of this type cannot be undone once they have been saved. ratings.  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. Call the Specification Workbench. In the navigation area choose <Specification Category> by double-clicking it. 1. 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). 3.. Prerequisites  Under Specify Groups in Customizing for Basic Data and Tools. You have then assigned these groups to the group tree for inheritance templates under Specify Group Trees and Assign Groups. 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). Choose Specification  Inheritance  Edit Templates. The Edit Specification: Initial Screen appears. Procedure .

5. this field does not restrict the data. Usages Rating Validity Area Category Validity Area Inheritance PUBLIC <empty> <empty> All data rated as PUBLIC. Note the following:  If data (identifiers and value assignments) is to be passed on regardless of its usage. inactive identifiers and value assignments as well as identifiers and value assignments without a usage are passed on too. in other words. identifiers. is to be used for inheritance. set the All usages indicator. Creating Inheritance Templates 4. If value assignments of all the value assignment types 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. If only the data for certain value assignment types is to be passed on. Choose with the quick info text Choose value assignment types. no data is passed on. choose with the quick info text Transfer. all values for this field are taken into account for inheritance. If you do not specify any identifiers and do not set the indicator. In other words. If all the identifiers in the source specification are to be passed on. The group overview of the inheritance templates is displayed. only active identifiers and 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. The Create Inheritance Templates dialog box appears. with the aid of the inheritance template. no value assignments are passed on. 6. 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. 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. On the Hdr and Desc. If required. Choose the inheritance template by double-clicking the group entry. If you do not specify a usage and do not set the indicator. proceed as follows: i. enter data as required. in other words. regardless Page 73 of 142 . only the identifiers for which the Active indicator is set. set the All identifiers indicator.   In general. If you do not specify any value assignment types and do not set the All value assignment types indicator. and confirm the confirmation prompt by choosing Yes. use the function with the quick info text Select/Deselect Node to select the required value assignment types and confirm the selection. If you set the All usages indicator in the inheritance template. and value assignment types whose data. The inheritance template is added to the group as a group entry. tab pages. set the All value assignment types indicator.  ii. 7. no identifiers are passed on. if the usage specified for the data in the source specification is not to be taken into account as a filter for the inheritance. In the property tree.The Edit Inheritance Templates dialog box appears. specify usages.

of the validity period <empty> REGION REG_EU All data that applies to REG_EU. One exception to this rule is if you do not enter any data in the Rating field (this corresponds to the entry All ratings). or identification types. for example.    Overlapping validity areas with the same rating The validity areas are broken down according to countries and regions by the SAP system. indicator. If value assignments that you have overwritten in the target specification are then changed in the source specification. is therefore not permitted.  If you set the Exclusion from inher. enter PUBLIC/DE and <empty>/REG_WORLD. 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. provided that the validity area is not the same. PUBLIC/DE and <empty>/DE. however. usages are linked by an AND logic operation (if. these usages are generally linked by an OR logic operation).   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). Since the system checks whether the usages linked by OR and not by AND overlap when you enter<empty> (All ratings). ratings. you specify several usages for identifiers and value assignments of a specification in specification management. for example. Note that in the inheritance template. set one or more indicators under Permitted change options. NUM/CAS and NUM/<empty>. In this case. however. 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 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). the value assignments that have been passed on can be temporarily overwritten in the target specification. 8. the value assignments that have been passed on can be permanently overwritten in the target specification. for example. the system checks whether the usages linked by OR overlap. Page 74 of 142 . the corresponding value assignments in the target specification are also replaced again by the value assignments in the source specification. The system checks whether there are any overlaps between validity areas. you can. is therefore not permitted. If required.

You can overwrite the data that has been passed on in the target specification. such as DE_BW. Choose with the quick info Save and then with the quick info Transfer. Change usages. since all data records that are valid for DE_BW are always valid for DE too because DE_BW is contained in DE. As soon as the value assignments that have been passed on have been overwritten once. The value assignments overwritten in the target specification can be passed on again. 4. When you change an inheritance template.. since the background job may pass on the corresponding data immediately.  If the inheritance relationship has been deactivated and the data (identifiers and value assignments) in the source specification is changed. 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. For example. the inheritance template is restricted less if you delete a usage. Result You can use the inheritance template in inheritance in order to create inheritance relationships between specifications. the system automatically prevents you from making changes to the inheritance template that are not permitted. and value assignment types as required whose data. is to be used for inheritance. A corresponding warning is displayed if an inheritance template that you want to change is already being used. instead of the validity area DE you can define all validity areas or a region of DE. the corresponding data in the target specification is not updated.. also note the information given in the Creating Inheritance Templates section. the inheritance relationship between the source or target specification can be deactivated and reactivated as required. with the aid of the inheritance template. you can only change it if data that has been passed on is not deleted.  You can change usages if this does not restrict the data. In detail. However. Choose with the quick info Save and then with the quick info Transfer. 6. If you set the Deactiv. you can set them if they have not yet been set. When you enter data. 9. inheritance relationship indicator. Double-click the inheritance template that you want to change. For example. the data in the target specification is updated again in accordance with the source specification. changes made to the corresponding value assignments in the source specification are no longer passed on to the target specification. 1. All identifiers. PUBLIC/DE with PUBLIC/FR). However. Note that when you edit an inheritance template that has already been used in an inheritance relationship. As a result of usages being linked by an AND logic operation in the inheritance template.  If the connection is reactivated. you can delete the usage INTERNAL/US from the usages PUBLIC/DE and INTERNAL/US. identifiers. Page 75 of 142 . or All value assignment typesindicators if they are set. this means that:  You can add new identification categories and types since this results in a larger number of identifiers being passed on.  You cannot replace an individual usage with another (for example.  You cannot reset the All usages. Changing Inheritance Templates . 5. you cannot delete existing identification categories and types.  You can delete individual usages.

 The selected specifications are specified as references. In the SAP component Recipe Management. a dialog box appears in the application in which you specify the parameters. Activities  Determining Usage As Components  Determining Usage in Transport Classifications  Determining Usage As References Page 76 of 142 .  For each where-used list you can specify parameters on the basis of which the where-used list is executed. a dialog box appears in the application in which a list of all where-used lists for the specification category is displayed. This background job updates the data in the target specification in accordance with the changed inheritance template. You can enter the following information:  You can specify whether the where-used lists are linked logically with AND or OR. meaning that the where-used list is run when the query is executed for all specifications in the hit list. 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. this inheritance relationship is assigned the status Ready to inherit. With this where-used list you can display the recipes that contain the selected specifications. The system then starts the background job for the inheritance.  The selected specifications are specified in the transport classification. Where-Used List for Specifications Use In the standard system. that is on the basis of which specifications are searched for. 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). a where-used list for specifications is also supplied. 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. If you specify a number of user exits for where-used lists for a specification category. If you have defined only one user exit for a specification category. The selection of individual specifications from the where-used list will be lost. however. 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 have changed an inheritance template that is used in an active and consistent inheritance relationship.

a. Confirm your entries. You can decide whether you want to determine specifications that contain the selected specifications as direct only or as direct and indirect components. the Where-Used List: Components and Reference Parameters dialog box appears immediately. Choose Composition and make sure that the Transport classification and Referenced indicators are not set. Select the required compositions or listings and confirm your entries. Prerequisites You have run a specification search or loaded a set of hits and are on the hit list screen. choose with the quick info text Enter parameters. class.. select the specifications for which you want to determine specifications that contain the selected specifications as components in compositions or listings. the system searches the contained compositions and listings right down to the deepest level. Result A new set of specifications appears in the form of a hit list.  If you have defined other where-used lists in addition to the where-used list supplied in the standard system for the specification category.. 4. It makes no difference whether specification A is present in the contained composition or listing as a direct or indirect component. Execute the following steps if you want to determine specifications that contain the selected specifications as components only in specific compositions or listings: . 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. Choose Selection to return to the original hit list. 3. 6. Procedure . Choose with the quick info text Multiple selection. 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. 5. 2.. Choose with the quick info text Where-Used List. Page 77 of 142 with the quick info text Reset . the system determines only those specifications that contain the selected specifications as direct components. As standard.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. 1. the Where-Used List: <Specification category> dialog box appears.. b. The Where-Used List: Components and Reference Parametersdialog box appears. Choose Indirect components if you want to determine specifications that contain the selected specifications as direct and indirect components.. In the hit list. The Property Tree dialog box appears./Reference. meaning that when searching for indirect components.. the system determines the corresponding specifications for the first specification in the hit list. In this dialog box for the where-used list Component/Transp. 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. If you do not select anything.

Result A new set of specifications appears in the form of a hit list. the system takes into account in the search all where-used lists for which you have specified parameters. In this dialog box for the where-used list Component/Transp. the system determines the corresponding specifications for the first specification in the hit list. 3..If you have defined a number of where-used lists in Customizing for Basic Data and Tools. If you have defined a number of where-used lists in Customizing for Basic Data and Tools. you can specify whether the where-used lists are linked with logic AND or OR in the search. 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... 4. Choose with the quick info text Where-Used List. 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. Prerequisites You have run a specification search or loaded a set of hits and are on the hit list screen. If you do not select anything.. the Where-Used List: <Specification category> dialog box appears. Page 78 of 142 . the system takes into account in the search all where-used lists for which you have specified parameters. Procedure . Choose with the quick info text Reset Selection to return to the original hit list. If you have entered parameters for a number of where-used lists. Select the specifications for which you want to determine specifications in whose transport classification the selected specifications are specified. If you have entered parameters for a number of where-used lists. The Where-Used List: Components and Reference Parameters dialog box appears. choose with the quick info text Enter parameters. 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. 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. class.   If you have defined other where-used lists in addition to the where-used list supplied in the standard system for the specification category. Choose Transport classification and make sure that the Composition and Referenced indicators are not set. 1./Reference. the Where-Used List: Components and Reference Parameters dialog box appears immediately. Confirm your entries. that is whether the specifications found must fulfill all or at least one of the where-used lists specified. 2.

3. 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. choose with the quick info text Enter parameters. Result A new set of specifications appears in the form of a hit list. 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. Confirm your entries. If you have entered parameters for a number of where-used lists. 1. the system determines the corresponding specifications for the first specification in the hit list. that is whether the specifications found must fulfill all or at least one of the where-used lists specified. the system takes into account in the search all where-used lists for which you have specified parameters. Procedure . In the hit list select the specifications for which you want to determine specifications for which the selected specifications are specified as references. Prerequisites You have run a specification search or loaded a set of hits and are on the hit list screen. In this dialog box for the where-used list Component/Transp.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.. Choose with the quick info text Where-Used List. 2. you can specify whether the where-used lists are linked with logic AND or OR in the search../Reference. An identifier is defined in the following way: Page 79 of 142 .. 4. Choose Referenced and make sure that the Composition and Transport classification indicators are not set. the Where-Used List: Components and Reference Parameters dialog box appears immediately. class.. If you have defined a number of where-used lists in Customizing for Basic Data and Tools. Identification Use This function enables you to clearly identify a specification using various identifiers. Choose with the quick info text Reset Selection to return to the original hit list. The Where-Used List: Components and Reference Parameters dialog box appears.   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. If you do not select anything.

trivial name. in value assignment. you define the identifiers to be displayed on the individual program screens (on the hit list. product name.  The identification type gives a more exact description of the identification category. UN number (UN list for dangerous goods transports). for example). rational formula (a chemical formula structured according to chemical function units). 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. synonym. EINECS (European Inventory of Existing Commercial Chemical Substances). number. you can also define the sort sequence as required. Integration You can output identifiers on EH&S reports. you have edited the following IMG activities:  In the IMG activity Check Identification Listing. and so on Number CAS number (Chemical Abstract Service). Prerequisites In Customizing for Basic Data and Tools. Page 80 of 142 . specify the following identification types: Identification Category Identification Type Name IUPAC name. ELINCS (European List of New Chemicals). 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. and chemical formula are delivered in the standard system. The identification category generally specifies the data type. The categories name. trade name. and so on Features You can:  Create any number of identifiers for a specification Within an identification type. and so on Chemical formula Empirical formula. For an identification listing. for example.

The prerequisite for this is that the environment parameter LONGTEXT_FORMAT_SUPPORT must be set in Customizing for Basic Data and Tools. FRM = chemical formula Legend for identification type (ID type): CAS = CAS name (Chemical Abstract Service). Identifier CAS 1 67-66-3 NUM EINECS 1 200-663-8 NAM IUPAC 1 Chloroform FRM MOLEC 1 CHCl3 EN Legend for identification category (ID categ.. 1. enter a usage for the identifier and assign it to a regulatory list (see Editing Usages and Assigning Regulatory Lists). IUPAC = International Union of Pure and Applied Chemistry. paragraph formats. MOLEC = molecular formula Page 81 of 142 .. and so on) is retained. The following identifiers could have been entered for it: ID categ. If necessary. 4.): NUM = number. Enter data as required (see also Example: Editing Identifiers). you can only edit it using the text editor. EINECS = EINECS (European Index of Existing Chemical Substances).  Assign regulatory lists to each identifier  Specify a usage for each identifier Activities Proceed as follows to enter identifiers for a specification: . 2. all formatting (character formats. 3. double-click the Identifier field to open the text editor. Follow the procedure Creating Specifications or Editing Specifications and choose the Identifiers tab page. ID type NUM L Sort. Confirm and save your entries.   If you want to format the text for an identifier or if you want to enter more than 132 characters. In this field you can enter a text of any required length and format it. When the text is printed out on a report. Note the following:   Choose a language key for language-dependent identifiers. NAM = name.   If your text is longer than 132 characters or you have formatted it. Example: Editing Identifiers A specification was created for the real substance chloroform. Enter a text of any length for each identifier You can format your text.

Legend for language key (L): EN = English Regulatory List Definition List or register specified in laws or regulations. list field. Page 82 of 142 with the quick . Health and Safety component. 3. Procedure . Typical substance lists are:  EINECS (European Inventory of Existing Chemical Substances)  TSCA (Toxic Substances Control Act) Use In the SAP Environment. 1.. Enter one or more regulatory lists in the Reg.. for example. you can assign substance lists to identifiers that describe specifications of the specification category Substance. the substance lists in which substances with certain properties are listed. you can assign regulatory lists to individual identifiers and record the regulatory list in which those identifiers originated. Choose with the quick info text Back. Save your entries. Assigning Regulatory Lists Prerequisites You have created the regulatory list in regulatory list management. Select the identifier to which you want to assign a regulatory list and choose info text Regulatory list assignment. For example. 2. The substances are generally compiled into lists taking legal regulations into account. 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. Regulatory lists include. The Edit Specification: Regulatory Lists dialog box appears. Follow the procedure Creating Specifications or Editing Specifications and choose the Identifiers tab page. 5. 4.

This data depends on an article’s packaging size or trading units. weight. This data is independent of an article’s packaging size or trading units. If the material carries the environmentally relevant indicator and a delivery is posted to this material. Prerequisites  You have created the materials in the material master. such as price. you can assign a raw material to a basic material. The specification supplies the data on the properties.  In the Basic Data 2 view of the material master. The material contains logistics data. if necessary. Page 83 of 142 . For example. and dimensions. This allows you to create a link to other logistics processes. you have set the Environmentally relevant indicator for materials that require a material safety data sheet. the SAP system checks whether the material is assigned to a specification that requires a material safety data sheet. triggers material safety data sheet shipping.  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.Assignment of Specifications and Materials Use You can establish object links between specifications and materials in the SAP component Material Master (LO-MD-MM). The following graphic illustrates the possible relationships between materials and specifications. and then.

The Material master has been enhanced without Page 84 of 142 . o The material-plant combination is unique The combination can only be assigned once to one specification only. You can use the editing functions from the Edit menu for selected materials. For more information. If required. o You can assign one material to several specifications (such as real substances). You can use this enhancement to output other material descriptions in addition to the material short text (for example. 3. 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. After you have assigned a material and plant. see the SAP component Material Master (LO-MD-MM). 4. In the standard system. 1.. If you do not enter a plant for a material. Save your entries. You must enter the material either always without a plant.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). descriptions from the material classification). 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. In the Material field. . For specifications of the specification category Substance. Follow the procedure Creating Specifications or Editing Specifications and choose the Material assignments tab page. the assignment is valid for all plants in which the material occurs.. or always with a plant. Activities You assign a specification to a material in the specification workbench in the header data of the specification. limit the assignment to one or more plants. you can also make the assignment in the Material master. the material short text for assigned materials is output in the SAP Environment. 2. o You can specify a plant for a material. enter the material key. Health and Safety (EH&S) component on the Material assignments tab page.

it is referred to as specification assignment Prerequisites See Assignment of Specifications and Materials. see Assignment of Materials and Substances. In this case. it is referred to as material assignment  When you call it from the material master. o The assigned specifications were deleted. the required settings must have been made in Customizing for the material master. therefore. Depending on the application from which you call the function. the assignments you make in specification management are also visible in the material master and vice versa. that is. and materials to each other both in specification management and in the material master. see Set Up Specification Assignment in Material Master in the Implementation Guide (IMG) for Basic Data and Tools. A material can only be physically deleted in the following cases: o All specification assignments were deleted. For more information. In each substance-material assignment. the perspective changes and so. For assignment in the material master. specifications of the specification category Substance. For more information. Features Materials that have assignments to a substance cannot be archived and deleted (physical deletion).modifications for this purpose by adding the necessary data screen. Page 85 of 142 . 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. Assignment of Materials and Substances Use You can assign substances. You can navigate from the specification assignment to the specification workbench with the assigned substance. does the function description:  When you call it from specification management. o No specification assignments exist.

Within value assignment you can enter a source. 3. 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. Assign the required substance. that is for a value assignment instance.. You access value assignment via the property tree.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. in which the individual subject areas are arranged clearly in hierarchical form. Choose the Spec. 1. 2. Choose Additional data. Procedure . Page 86 of 142 . any comments.. and an assessment for a data record. Assignment tab page.

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 .  You can create characteristics for each class that are passed on to the corresponding value assignment type. you can call the value assignment type in the SAP Environment. You can use the following categories. Integration You can use all the data in the value assignment in reports. you can enter any number of value assignment instances in value assignment.  So that you can use phrases for characteristic value assignment. For each value assignment type.  You have authorization to display or edit the value assignment types you want to display or change. You use the Usage function to ensure that only the characteristic values that are permitted for the report recipient are output.Usage is a special feature that specifies how the data in a value assignment instance is rated (that is. 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 Page 87 of 142 .characteristics function in master data matchup. You edit the class in the SAP component Classification (see Example: Value Assignment Types). You assign a class of class type 100 (value assignment) to each value assignment type. 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. you have created or imported phrases in phrase management. 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. 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. unless you have deactivated multiple value assignment for the value assignment type in Customizing for Basic Data and Tools under Specify Value Assignment Types. Features The value assignment types are listed in the property tree. 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). Health and Safety (EH&S) component and enter actual values for the characteristics (see Value Assignment Types and Characteristics Setup).

You enter the data for a value assignment using various tab pages.  You can assign an identification listing to a value assignment type (of the category Composition or Listing). With the program RC1PHRID you can determine value assignments that contain invalid values or phrases.  You can specify that the value assignment type for specifications that belong to certain specification types should be hidden in the property tree.  Under Set Up Table-Based Value Assignment you can specify for each value assignment type which fields are displayed in the value assignment table. Dangerous Goods Additional Data. In the SAP Classification (CA-CL) component. This then overrides the standard identification listing D_VALPOS in the component overview.value assignment categories Transport Classification. Activities Editing Value Assignments Value Assignment Types and Characteristics Setup Each value assignment type is linked to a class of class type 100. For more information about editing dangerous goods basic data. and which are fixed. see Dangerous Goods Basic Data (or Dangerous Goods Classification Process).  You can assign a usage profile to a value assignment type.  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. from which the rating and validity area are proposed automatically. and changing data. creating new data.  You can specify a function module to branch to your own dialog box when you call a value assignment type. 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. see the documentation for this program. Here the system distinguishes between copying. which of them are ready for input.  You can specify whether a value assignment of the value assignment type should be set automatically to active. Page 88 of 142 .  You can specify whether a value assignment type is to be used only internally and should not therefore be displayed in the property tree. This means you can specify which identifiers are displayed in the value assignment screen for the components. On the Value Assignments tab page there is a table in which you can display and edit the data for several value assignment instances. For more information.  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. for example. You can use this enhancement to output more information in the value assignment table. you can assign any number of characteristics to a class (see also Creating Characteristic Fields in EH&S). or Hazard-Inducing Substances.

have identical dimensions. You can only use other units of measurement if these are contained in the unit of measurement table. If you have created new characteristics. 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. you must execute the Match up value assignment type characteristics function in master data matchup to update the display. The unit of measurement is added after you have confirmed your entry. In this way. Relationship Between Value Assignment Type and Class Value Assignment Category Property Definition Page 89 of 142 . The value assignment types can belong to different value assignment categories (see Value Assignment). and if the conversion parameters have been specified. the value assignment type inherits the characteristics of the class. you only need to enter the value as a number.In Customizing for Basic Data and Tools you assign a class to each individual value assignment type. In fields such as these. We recommend you use the IMG activity Adopt Standard Database Structure to adopt the classes and characteristics supplied with the standard system.

This object assigns values to a specification using numeric values or phrases. 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. 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. for example. 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: Page 90 of 142 . Use The value assignment category Property is divided into individual value assignment types that can be sorted into groups in the property tree.

under Physical-Chemical Properties. Value Assignment Category Example of Node Examples of Value Assignment Types Property Physical-Chemical Properties Density. and so on Property Toxicology Acute oral toxicity. first aid: skin. color. you can sort them into groups and arrange them together under a common node. Use The value assignment category Listing is divided into individual value assignment types. and so on Listing Substances to be monitored at the workplace. If you require a large number of 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. and so on Composition Exact chemical composition. composition according to TSCA. Page 91 of 142 .   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. acid number. for example. acute dermal toxicity. and so on Property Medicine First aid: eye.

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. 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.products of decomposition when heated. You have the required authorizations. For more information. 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. Prerequisites You have set up or imported a property tree. 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 you do not specify a property tree for a specification type and there is no SET/GET setting. Origin of Value Assignment Value assignment types can be assigned values using various methods. In the SAP system. and so on In the SAP component Industrial Hygiene and Safety. You can set which property tree is displayed for each specification type in Customizing for Basic Data and Tools under Specify Specification Types. The method used is indicated by a particular icon beside the value assignment in the property tree. A user can display an end node if that user has authorization for all nodes. you can enter the following data using value assignment types. If a user has switched to a property tree. see the Implementation Guide (IMG) for Basic Data and Tools under Set Up Property Trees or in SAP Library under Import and Export. including end nodes and the root. you can assign read and write authorization to a user for each node (including the root). Origin of Value Assignment Icon Manual assignment Page 92 of 142 . Features The property tree is the starting point for editing value assignments of specifications.

Activities .. Follow the procedure Editing Specifications. 1. 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: Page 93 of 142 . Inheritance See Inheritance. Select the required property tree in the context menu for the property tree under Property Tree. You specify which identifier is displayed in Customizing for Basic Data and Tools under Check Identification Listing in the identification listing D_REFVAL.. Double-click the value assignment type you want to display. The Edit Specification: Value Assignment screen appears. Editing Value Assignments . The Edit Specification: Value Assignment screen appears (see Editing Value Assignments). For more information.Reference An identifier for the reference specification is displayed next to the text of the value assignment type. choose the value assignment type you require by double-clicking. Changing Property Tree 1. By manually overwriting a reference An identifier for the reference specification is displayed next to the text of the value assignment type. 2. Using the Property Tree for Value Assignment Expand the property tree down to the lowest level where the value assignment types are displayed. Within the property tree. 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. Create the value assignment instances you require and enter the relevant data on the tab pages.. This text was created in the Classification System for the class of the value assignment type under Texts.. You specify which identifier is displayed in Customizing for Basic Data and Tools under Check Identification Listing in the identification listing D_REFVAL. You will find the property tree in the detail area of the specification workbench.

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. To edit the value assignment instance. the data for all value assignment instances of this value assignment type is displayed only. the data is displayed only. To do this. the data is displayed. 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. this data is not updated if you change the corresponding data in the source specification for the inheritance. The inheritance template also controls whether data can be permanently overwritten. choose with the quick info text Overwrite Data. that is the columns for the characteristics were not hidden in the value assignment type. A dialog box appears in which you can choose whether the inherited data is to be temporarily or permanently overwritten. 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. Page 94 of 142 . If a value assignment instance you want to change contains data by inheritance.  You have created the required entries for the characteristics of the value assignment type under Set Up Table-Based Value Assignment. the data is not displayed. 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. Editing Characteristic Values Prerequisites  You have selected a value assignment type for which characteristic values can be edited. To edit this value assignment type. 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 both cases the data is not updated if you change data in the source specification of the reference.     If the value assignment type you want to change contains data by reference. If the environment parameter is set (X). You can change this data only if the inheritance template allows the data to be changed (see Editing Inheritance Templates). 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. choose with the quick info text Overwrite Reference. To make it easier for you to navigate between the value assignment types. 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). In the same way. 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 overwrite data permanently. If you do not have this authorization. which you define in Customizing for Basic Data and Toolsunder Specify Environment Parameters:    If the environment parameter is not set. the system behavior depends on the value of the environment parameter CHANGE_AUTH_USAGE. that is the value assignments of the reference are deleted in this value assignment type.

4. Page 95 of 142 . 3. the first value assignments of the characteristics appear in the first row. 5. Enter the required data in the value assignment 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.  If you want to assign phrases to characteristics. If required. 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. Note the following:  You can enter numerical values directly in the characteristic fields.  In master data matchup. This arrangement does not produce an assignment. If you have created new characteristics. If required.  For characteristics to which phrases are assigned. you must create several value assignment instances and only assign a single value in these characteristics. enter several values in multiple-value characteristics using the input help.. 1. Choose the Value Assignments tab page.. 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. Using the function with the quick info text Invert Axes you can invert the axes of the table. Having the characteristics arranged next to each other makes it easier for you to create a large number of instances. Procedure . Confirm your entries and check the entries the system then adds to the characteristic fields (such as units). If you require this type of assignment. 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. the second for the second of the following characteristics. In the value assignment table. 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. 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. create additional value assignment instances by choosing with the quick info text Create Value Assignment Instance. You can recognize the characteristics to which you can assign multiple values by the lighter background of the characteristic field in the table. and so on.  You have carried out the procedure Editing Value Assignments. and so on. 6. you must assign the corresponding phrase sets to the characteristics in phrase set-attribute assignment. Save your entries. 2.  If you assign multiple values to different characteristics in one value assignment instance. having the characteristics arranged below each other makes it easier for you to assign values to a large number of characteristics. the second in the second row. you can either search generically in the characteristic field or call the input help.

4.  On the Value Assignments tab page. has an assessment. 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. for example:  Type and description of source  Author  Date of publication  Order number  General note on the source itself Page 96 of 142 . If you want to edit the assessment of a value assignment instance other than the one displayed. select the value assignment instance and choose the Assessment tab page again.. Follow the procedure Editing Value Assignments. 1. You can change these assessments if required. 2. that is each value assignment instance. you define a standard assessment that is automatically assigned by the system to each value assignment you created. 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. Features You can import sources into the SAP system (see Import and Export). Additional information can be displayed for each source. Activities . that is a value assignment instance. 3. under Check Assessments. Choose the Assessment tab page. You can edit sources in source management. Select the required assessment and save. you can record a source and an additional note for a data record.. in value assignment.Assessment Use In value assignment each data record. Sources Use With this function.

User-Defined Texts and Documents Use To describe a value assignment in more detail. you can create them as characteristic-dependent userdefined texts. a construction drawing. Follow the procedure Editing Value Assignments. A document is a file that can be managed in Document Management (DMS). characteristics can be assigned phrases that do not yet exist in the SAP system.  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. So that a document can be printed on a report..  On the Value Assignments tab page. If you want to edit the source of a value assignment instance other than the one displayed. In order not to lose the phrases. you must store it in the SAP system or in a DMS archive. see the Document Management component. For more information. When importing specification data.. 1. 3. proceed as follows: . 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. The system checks this when you assign user-defined texts to characteristics. 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. Page 97 of 142 .  You have made the necessary settings in Customizing for Document Management. 4.Activities To assign a source. Choose the Sources tab page. 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. 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. for example. Enter data as required and save your entries.  In phrase set-characteristic assignment. select the value assignment instance and choose the Sources tab page again. you can also specify how many user-defined texts can be assigned to a characteristic per user-defined text type. 2. In Customizing for Basic Data and Tools. or a graphic. you can enter any user-defined text and assign documents to it. that is a document can be a text file.

Texts/Docs tab page again. If the document short text changes in Document Management. using the User-defined text function. the system inserts the short text in the User-defined text field and behind it in brackets. When you assign a document. a characteristic-dependent user-defined text type may be assigned to a characteristic only once.  On the Value Assignments tab page. a. select the value assignment instance and choose the User-Def. Enter data as required. language that Document Managementprovides If the application for the respective document format is installed locally. b. 2. the key of the document. User-defined text language 2. you can display the assigned document directly from the value assignment type by double-clicking it. Choose the User-defined text field by double-clicking. To enter a longer text.. 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. When you assign a document to a value assignment. and. You assign a phrase to the characteristic in question. Documents Document Management in the SAP system is used to store and manage documents. you can use the input help in Document Management to help you search for documents.. English 4.. 1. the short text is displayed according to the following priority: ... Characteristic-Dependent User-Defined Texts You can assign user-defined texts to a characteristic of a value assignment type. Texts/Docs tab page. see user-defined text. Enter a user-defined text type. create a text in the relevant characteristic-dependent user-defined text type. If not available. 4. for example. 3. Follow the procedure Editing Value Assignments. this change is updated the next time you open the value assignment screen. 1. The long text editor screen appears. You can print assigned documents on reports using the symbol for the start of a user-defined text (see Symbol Type “Specification”)..Within a value assignment type. Activities Editing User-Defined Texts To enter a user-defined text for a value assignment instance. Choose the User-Def. If a language was entered for the user-defined text. If not available. Page 98 of 142 . You can assign another characteristic-dependent user-defined text type to another characteristic of the same value assignment type. proceed as follows: . proceed as follows: . If you want to edit the user-defined text of a value assignment instance other than the one displayed. Features User-Defined Texts You can use the editor to enter texts of any length. If not available. system language 3.

Choose the User-Def.c. proceed as follows: . 3. Page 99 of 142 . paragraph formats. b. 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. call the input help for the user-defined text type field in the row for the required value assignment instance. Assigning Documents To assign a document from Document Management to a value assignment instance. you can also edit the user-defined text on the Value Assignments tab page. 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. Assigning User-Defined Text Types to Characteristics To assign a user-defined text type to a characteristic.  On the Value Assignments tab page. in phrase set names. Texts/Docs tab page again. From the Value Assignmentstab page however. Assign the required document as follows: . proceed as follows: . 5. you can also assign the document on the Value Assignments tab page. Save your entries. Enter the text and format it as required. Save your entries. Use the input help to select the required document and confirm your entry. To do this. d. 1. 4. To do this. select the value assignment instance and choose the User-Def. the user-defined text field is not ready for input. 1. Then edit the user-defined text in the long text editor. 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.. in phrase assignment. a. you can edit user-defined texts in the logon language only. choose Utilities  Attribute Assignment. If your text is longer than 132 characters or you have formatted it. 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. Texts/Docs tab page. Follow the procedure Editing Value Assignments. 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. and so on) is retained when the text is printed out on a report.. 2. Choose Back. 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 then only edit the text using the text editor. all formatting (character formats. Choose one of the following:  In the phrase set header. If you set the environment parameter LONGTEXT_FORMAT_SUPPORT in Customizing for Basic Data and Tools under Specify Environment Parameters. select the required document. 5. and confirm your entry.. or in the phrase set hit list. If you want to assign the document to a value assignment instance other than the one displayed...

3. You define component types under Specify Component Types for Compositions in Customizing for Basic Data and Tools. If you have assigned validity areas to the component types in Customizing for Basic Data and Tools under Specify Component Types for Compositions. the system also displays the Composition or Spec. choose Phrases  Edit Phrase Set-Attribute Assignments. that is you define in which dimension the components are specified (such as weight. 2. You specify the reference values in Customizing for Basic Data and Tools under Specify Reference Values for the Composition. The property tree appears. percent in volume). You can specify the component type for each component. Features When you choose a value assignment type of the value assignment category Composition or Listing. Prerequisites You have created the components you want to assign to a specification as specifications in specification management. Double-click the value assignment type you want to edit. volume. 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). 5. The reference value then controls which units are available for specifying the component proportions. Listing tab page. whereas in value assignment types of the category Listing. Choose Back. you can list the components without details. if necessary you can restrict the usage of individual component types to specific value assignment types. Under Specify Context-Specific Component Typesyou define which component types you can use in compositions. See also: Phrase Set-to-Attribute Assignment  Compositions and Listings Use You use this function to enter the individual components of a specification.In the Basic Data and Tools menu. If you have defined a default component type for a specification. Confirm and save your entries. Value Assignment Types of Value Assignment Category Composition Firstly you define the reference value for component entries for each composition. 4. In value assignment types of the category Composition you can enter additional quantitative values. The SAP system lists all characteristics for that value assignment type. enter the key for the required user-defined text type for a characteristic. this is proposed automatically as the component type when you enter the specification as a component in the composition. when editing compositions the system displays only Page 100 of 142 . In the UserDfndTxtType field. percent in weight.

if necessary you can restrict the usage of individual exception values to specific value assignment types.. When you enter the concentration or quantity of individual components. If you want to edit the composition or specification listing of a value assignment instance other than the one displayed. You define exception values under Specify Exception Values for a Component in Customizing for Basic Data and Tools. 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. If you have entered a sort sequence on the Composition or Spec. the total average value is <= 100% The Value. Follow the procedure Editing Value Assignments. 1. 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. This allows you to enter a remark on components of a composition for which no details about the concentration or quantity are available. and Upper limit fields are only taken into account. Choose the Composition or Spec. <=)  Upper limit  Unit When you create a composition.. Listing tab page. the SAP system sorts the components when generating reports according to this sequence (see Report Creation: Process). Enter data as required and save your entries. Page 101 of 142 . however. see the IMG activity. select the value assignment instance and choose the Composition or Spec.  On the Value Assignments tab page. Lower limit. Activities . For more information. Instead of a concentration you can also specify an exception value. you can make the following entries:  Average proportion  Accuracy lower limit (>. 3. if an entry has been made there. Under Specify Context-Specific Exception Values you define which exception values you can use in compositions.those component types whose validity area corresponds to the validity area in the user-specific usage profile. >=)  Lower limit  Accuracy upper limit (<. Listing tab page again. 4. Listing tab page. 2. 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.

. 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. 3. 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. In the property tree. By assigning the default component type SOLVENT to the specification for a solvent that is used frequently in many compositions in your enterprise. Follow the procedure Editing Specifications. Basic Data and Tools (EHS-BD) Specification Management (EHS-BD-SPE) Specification Editing Usage Usage Editing Usages Relevance Indicator Usage Profile Page 102 of 142 .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. 2. you have defined the characteristic for the default component type for the specification types of the component. This makes data entry more efficient. 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”.. Features You can overwrite the proposed default component type in the composition. Prerequisites In Customizing for Basic Data and Tools under Specify Specification Types. 1. Activities To enter the default component type for a specification. you do not need to enter this component type every time you create a composition that contains the solvent. proceed as follows: . The Edit Specification: Value Assignment screen appears (see Editing Value Assignments). Enter the default component type in the corresponding characteristic and save your entries.

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. see the F1 help for this indicator. When the SAP system generates 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. you must reset the active indicator manually every time you edit the value assignment. 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). Therefore the usage of identifiers is checked during generation only if a usage is specified. In Customizing for Basic Data and Tools under Specify Value Assignment Types. For more information. you can also then define a particular plant or business area as a validity area.2B and 2. Using the validity area category you can divide validity areas into organizational units. the output of these identifiers must still be guaranteed. For this reason this indicator is particularly important when generating reports. The usage for identifiers cannot be specified in older EH&S Releases (2. For more information. or changed. see these IMG activities. Using the exclusion indicator (Excluding) you can exclude validity areas as subregions from a higher-level. When you upgrade to a higher EH&S Release. 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. For example.  The relevance indicator specifies whether a change is relevant to an existing identifier or value assignment for the rating and 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. created. its data is still output on reports – in contrast to the value assignment. Otherwise. if certain prerequisites are fulfilled.5B). and that the SAP system can include the corresponding identifier or value assignment on a report. you can define whether the usage is to be set to active automatically for a value assignment type that is copied. enter European Union and Italy as validity areas and set the exclusion indicator (Excluding) for Italy. Activities Editing Usages Page 103 of 142 . If an identifier has no usage.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. larger validity area with the same rating. see Usage Profile. For more information. Features Usage consists of the following elements:  The rating specifies the users that can view an identifier or a value assignment.  The active indicator shows whether rating and validity area are active.  A validity area is a group of countries or regions valid for the corresponding rating. To define the validity area European Union without Italy.

. double-click the Usage field in the row for the value assignment instance on this tab page.. Select the identifier for which you want to specify the usage and choose with the quick info text Usage. execute the following steps:  If you want to specify a usage for an identifier. 1. 2. set the Relevant indicator (see Relevance Indicator). select the value assignment instance and choose the Usage tab page again. the rating and validity area from it are proposed automatically. If the corresponding identifier or value assignment can appear on a report. select the required value assignment instance using one of the following methods: . Select the value assignment type in the detail area of the specification workbench by double-clicking it. Follow the procedure Creating Specifications or Editing Specifications. 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. iii. This data is not proposed for a value assignment until you have saved the value assignment.. . Procedure .  You can also enter the usage of a value assignment instance on the Value Assignments tab page. activate the usage by setting the Active indicator (see Usage). Page 104 of 142 . 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. Depending on whether you want to specify a usage for an identifier or value assignment instance. Choose the Identifiers tab page. proceed as follows: . ii. 3.. proceed as follows: . If you want to specify a usage for a value assignment instance. i. If you want to mark a change made to an identifier or value assignment as relevant. Choose the Usage tab page..On the Value Assignments tab page. To do this.  i. Enter a rating in the Rating field and confirm your entry.  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. If you want to edit the usage of a value assignment instance other than the one displayed.Enter the sort sequence of the value assignment instance in the Sequence field and confirm your entries.Editing Usages Use This procedure describes how you specify a usage for an identifier or for a value assignment instance.. ii.

In general.  If you want to explicitly exclude the selected area from the validity area.5. enter a validity area in the VAreaCat and Validity area fields and confirm your entries.  For selected validity areas. This serves as a proposed value when assigning versions to reports. You can specify in the generation variant that the relevant changes against previously generated reports are marked on newly generated reports. The SAP system automatically deselects the relevance indicator if the value assignment or the identifier is changed again. The relevance indicator also influences the version numbering of a subsequently generated report. you can use the functions from the Edit menu. Click a rating to display the validity area assigned to it. New main versions are automatically shipped subsequently by report shipping and report export in accordance with the legal requirements. relevant changes lead to a new main version and nonrelevant changes to a new subversion. 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. You must set the indicator manually again if required. Relevance Indicator Use The Relevant indicator specifies in the usage the identifiers and value assignments that had relevant changes made to them.  You can enter several validity areas for one rating. Confirm and save your entries. For the rating. Page 105 of 142 . 6. The validity area displayed on the screen is always related to the rating marked with a checkmark. You can manually deselect the indicator in the report header if required.   Versioning Report bodies that result from a relevant data change have the Relevant indicator in their header. set the exclusion indicator (Excluding).

Usage Profile Use In usage profiles you can specify frequently used combinations of ratings and validity areas. the identifiers. 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. restrictions. when editing compositions the system displays only those component types whose validity area corresponds to the validity area in the user-specific usage profile. If you have assigned validity areas to the component types in Customizing for Basic Data and Tools under Specify Component Types for Compositions.The system determines the change to a data record with the accuracy of one day. 1. In the specification workbench in the specification editing screens or in the hit list. 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.. For more information. You can therefore also specify a user-specific usage profile by entering a usage profile directly in this parameter.. The determination of the relevance and the change marks are therefore also accurate to one day. Page 106 of 142 . There you can specify it individually for each value assignment type. and specification statuses) of a specification. see the documentation for the report definition component under Change Marking. Activities To specify a user-specific usage profile. proceed as follows: . For more information. choose Utilities  Settings  Usage Profile.  You enter it in Customizing for Basic Data and Toolsunder Specify Value Assignment Types. see the IMG activity. 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. In this IMG activity you can also specify usage profiles for the specification status. 2. The system enters the usage profile in your user profile in the parameter ESU. Enter the usage profile and confirm your entry. you must specify the required usage profile in at least one of the following places:  You set it as a user-specific usage profile. Prerequisites You have defined the required usage profiles in Customizing for Basic Data and Tools under Specify Usage Profiles. and the restrictions to the header data.

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 check this secondary data and derive it again if necessary. Health and Safety (EH&S) component to be updated. You can also develop your own user exits. 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. The derived secondary data is then transferred back to the SAP system.  Checking the derived data An import enables data in the SAP Environment. 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. If this data was used to determine secondary data. Page 107 of 142 . secondary data can be derived and checked in the SAP system or in an external system. In general.

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. Integration See How the EH&S Expert Works. to determine and check the notification status of specifications. EH&S Expert Using the EH&S Expert supplementary application. 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. Prerequisites  You have performed all the described steps in the EH&S Expert section of Customizing for Basic Data and Tools. 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. Using the EH&S Expert add-on application. This section describes. you must have set the MULTI_CODEPAGE_SUPPORT environment parameter in Customizing for Basic Data and Tools under Specify Environment Parameters. for example. you can define sets of rules and use these sets to derive secondary data for data from specification management. EH&S Expert Use The data stored in specification management is sometimes interdependent and properties can be derived from other properties using rules. You can then use this data. Activities Using the Rule Editor Determining Secondary Data with the EH&S Expert How the EH&S Expert Works Page 108 of 142 . for example.  If language-dependent data is to be written or read by the EH&S Expert.

Page 109 of 142 . The rule file is a text file that is automatically created when rules are created using the rule editor. The facts and rules of the EH&S Expert are stored in a rule file. The EH&S Expert is called from within EH&S. This server reads the specification data via the BAPI interface. The input facts (IN) of the set of rules are filled with this data.The EH&S Expert is an independent Windows PC program. Calculations are made with the facts using the rules from the set of rules and thus new data for other facts is calculated. the output facts (OUT) are read out and written to the specification database via the BAPI interface. This program communicates via RFC with the EH&S database using a standardized BAPI interface. You can also create and edit the rule file with any text editor. After all the rules have been processed. The call is passed on to the Expert server that runs on any PC.

and Functions Set of Rules Definition A set of rules that describes the dependencies that exist between properties. internal phrases) to the specification database elements (characteristics.The assignment of facts and other parts of the set of rules (records. Commands. phrase keys. compositions. value assignment types. 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. Page 110 of 142 . and so on) is made in mapping tables. You can therefore create rules independently of the specification database initially.

The assignment of facts. Page 111 of 142 . and phrase codes of the set of rules to the elements in EH&S (characteristics. You can therefore use an existing set of rules on different systems without having to modify the rules themselves. You can write this file with any text editor.Use You need a set of rules with the corresponding mapping tables to derive secondary data using the EH&S Expert. A rule file with a special syntax must be created for each set of rules. The order in which you enter the rules in the set of rules is not relevant. Rules establish the relationships between the defined facts and derive data. identifiers. Integration The program that analyzes the rules from the set of rules is independent of Customizing in the SAP System. The EH&S Expert automatically ensures that the rules are executed in the correct order (see When Is a Rule Executed?). If you define a set of rules with the EH&S Expert rule editor. phrase keys. and so on) is made separately by means of mapping tables. Rule Definition IF-THEN clause that performs all the activities in the THEN part if the condition in the IF part is true. Structure A set of rules consists of the following parts:   Facts are used in the rules as variables for the data. Compositions of specifications are mapped using the concept of compositions. the rule editor generates the rule file automatically in the correct syntax (see Using the Rule Editor). value assignment types that have been assigned multiple values (meaning value assignment types with a number of data records) using records. 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. records. value assignment types. compositions.

ABORT . These conditions usually have the following form: <Fact> <Operator> <Expression> The IF part of a rule can also contain functions. You can. ENABLE . and CALL Creation of new value assignment instances with the command COMMIT For more information. The IF part of the rule is equivalent to an AND operation. Commands. Using the ANY function you can query whether a fact that consists of a number of elements contains a particular expression. and -= Error handling using the commands ERROR . Page 112 of 142 . All rules begin with RULE <Rule name> and are concluded with END . and Functions. determine whether a characteristic that is assigned several R phrases contains one particular R phrase. The individual conditions in the IF part and activities in the THEN part are separated by commas. for example. and STOP Process control using the commands DISABLE . see Operators. a rule always performs an activity in the THEN part.Structure IF Part You can formulate any conditions in the IF part of the rule. RESET . provided the facts in the THEN part do not equal zero. 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 . IF ANY (<Fact>) = <Expression> By including the following condition in the IF part. 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 := . += . This section follows the facts section.

Number. the data is converted automatically. The order in which you enter the rules is not relevant. List. Use Page 113 of 142 . If required. the editor generates a rule file with the correct syntax automatically.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. All facts can adopt all data types. The EH&S Expert automatically ensures that the rules are executed in the correct order (see When Is a Rule Executed?). For data types Text. Flash point < 55 THEN Rphrase := "R10" END If you create a set of rules using the rule editor. and Range used internally and in assignments. 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). Composition Definition Concept used to map compositions of specifications from individual components in the EH&S Expert. see Fact.

A rule that contains a fact from a composition is executed for each instance of the composition. the editor generates a rule file with the correct syntax automatically. evaluated according to their percentage parts in the specification composition. If you want the system to execute a rule only for certain components.Many specifications in EH&S are compositions and consist of several components. If you create a set of rules using the rule editor. The fact section could look like the following: FACTS DENSITY. Structure Compositions can be found in the fact section and are introduced with COMPOSITION <Composition name> and concluded with END .<Fact name> . The density is to be calculated for a specification composition. Data for specifications such as these can often be derived from their component data. Page 114 of 142 . you must enter the IF condition correspondingly. One instance of the composition is stored in the EH&S Expert for each component of this specification composition. The Composition concept maps this process in the EH&S Expert. or in other words. for each component. 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. This calculated density is to be the mean value of the densities of the components. Integration The facts of a composition are addressed using <Composition name>. COMPOSITION EXACT_SUBSTANCE_COMPOSITION PERCENT.

If a rule contains facts from several compositions. The percentage is added up in the SUMPERCENT fact.PERCENT > 0 THEN SUMPERCENT := SUMPERCENT + COMP. for each component. it is executed for all combinations of the instances of the compositions.PERCENT END RULE AbortIfNot100 IF SUMPERCENT <> 100 THEN ERROR("EC$137". Page 115 of 142 . or in other words. Use this function with caution as applying it to large amounts of data could lead to intensive usage of rules. ABORT() END END In this example the SumPercent rule is executed once for each instance of the composition COMP. COMPOSITION COMP PERCENT END RULES RULE SumPercent IF COMP. "The sum of percentages contains errors"). In a second rule. A check for 100% in a specification composition could look like the following: FACTS SUMPERCENT := 0. "&&&&". an error message is generated if the percentage is not equal to 100.

In a rule that affects more than one composition. Structure One mapping database only is assigned to a set of rules. There are different kinds of assignments: Fact mapping Record mapping Composition mapping Phrase mapping In the rule editor. 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 no instance is available for a composition. value assignment types. records. identifiers. the mapping tables are also used to transfer content provider data to the specification database. if only one composition does not contain an instance this is enough to prevent the rule being executed. and phrase codes) to the elements in EH&S (characteristics. and compositions are presented together in one tree structure. Page 116 of 142 . If you use EH&S Open Content Connector. a corresponding rule is not executed. identifiers. 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. phrase keys. value assignment types. phrase keys. records. compositions.MDB file). the rule editor generates the entries required in the mapping tables automatically. 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. The mapping tables of the mapping databases saved locally on the PC are stored in Microsoft Access 97 or Access 2000 databases (. the mapping tables of facts. and so on) using drag & drop. and so on).

. choose New Entries. The detail screen appears. In the Basic Data and Tools menu. proceed as follows: . You can then assign the regulatory lists to identifiers and certain characteristics. proceed as follows: . choose Tools  Current Settings  Specify Sources. 1..  You have authorization to display and edit sources.Source Management Use This function enables you to create sources. Prerequisites You have authorization to edit regulatory lists. If only one entry exists. Prerequisites  To use sources in the SAP system. Choose one of the following steps:  If you want to create a source. Once regulatory list entries have been used in a productive system. Page 117 of 142 .. 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. 2. In the Basic Data and Tools menu. You can then use the sources in value assignment. the detail screen appears immediately. Activities To edit regulatory lists in the SAP component Basic Data and Tools.  3.. position the cursor on the relevant source and choose with the quick info text Details. Regulatory List Management Use With this function you create regulatory lists. they cannot be deleted. If you want to change a source. 1. choose Tools  Current Settings  Specify Regulatory Lists. Enter data as required and save your entries. you can create them yourself or import them (see Import and Export).

Alternatively you can edit regulatory lists from the initial screen for specification searches by choosing Environment  Edit Regulatory Lists. This parameter can have the following values:  X: Data origin and provider are retained permanently. the system adjusts the value automatically if you select or deselect the Retain data origin/provider indicator from the hit list. That means. the detail screen appears immediately. If only one entry exists. the SAP system automatically assigns the data origin that is set as the default in Customizing. for example. 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. You can also control the system behavior using the parameter ESX in your user profile. Choose one of the following steps:  If you want to create a regulatory list. position the cursor on the relevant regulatory list and choose with the quick info text Details. If you set a value for this parameter. 2. If a specification data record is changed.  <blank>: Parameter ESX is not taken into account.  If you want to change a regulatory list. 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. 3. The detail screen appears. to the data record. you select the current source that is to be automatically used as the default when creating and exporting specification data. 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. There. The data provider is Page 118 of 142 . the system sets the parameter ESX in your user profile to Y. All sources that are known in the current system are managed in Customizing for Basic Data and Tools under Specify Data Origin. 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.  Y: Data origin and provider are not retained. choose New Entries. Enter data as required and save your entries.

for example. 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.  <blank>: Parameter ESX is not taken into account. the SAP system automatically assigns the data provider that corresponds with the authorization group of the changed specification. you avoid an undesired overlap of data areas.generally the organizational unit that supplies the data for an import into the SAP system. If a data record of a specification is changed. data origin and data provider are taken into account. When data is transferred either from or to the SAP EH&S component (import and export). See also: Example: Data Provider and Data Origin Phrase Editing Example: Data Provider and Data Origin Three SAP systems with the SAP Environment. and the names of the departments are used for the data providers. to the data record. Health and Safety (EH&S) component are employed in a chemical company. 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. This parameter can have the following values:  X: Data origin and provider are retained permanently. the data provider that was specified for the corresponding authorization group in Customizing is used as the default value. the system sets the parameter ESX in your user profile to Y. you must set the Retain data origin/provider indicator in the hit list under Utilities  Settings  Data Provider. In this way. If you want to retain the original data provider. If you set a value for this parameter. Page 119 of 142 . the system adjusts the value automatically if you select or deselect the Retain data origin/provider indicator from the hit list. If there is no data provider for a data record of a specification in an import file. You enter the data providers in address management in the SAP Product Safety component under Tools  Addresses  Edit Data Providers.  Y: Data origin and provider are not retained. That means. You can also control the system behavior using the parameter ESX in your user profile.

see Search and Data Output in the Specification Information System. Health and Safety (EH&S) component. SBE) Cover Sheet Template (DBV) Inbound Document (IBD) Page 120 of 142 . For more information. The search results are displayed in a hit list from which you can call different output variants.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. Report Definition (EHS-BD-RDF) Report Creation: Process Document Template Editing Document Types Report Template (SBV) Report (SBR) Final Report (Ready-to-Ship Report. You can integrate user exits to program the output variants to suit your requirements. This function executes a query and also activates an output variant as required. Integration Using the external caller function you can also call the specification information system from outside the SAP Environment.

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. 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 Page 121 of 142 . You can use phrase management to store text modules on the report as language-independent. such as first aid measures. 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. You use a modified version of Microsoft Word (Windows Wordprocessor Integration (WWI)) to create the layout of the reports.

You can define more search functions as user exits in Customizing for Basic Data and Tools. Prerequisites  You have created at least one phrase library and one phrase group in Customizing for Basic Data and Tools. You can also create phrase groups via the Basic Data and Tools menu. 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. for example. to create and edit phrases. . Page 122 of 142 . Phrase Editing Purpose See Phrase Management and Function Model for Phrase Management. 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 you want to edit or create phrases with engineering change management for phrases. you can create it. you can create them or import them (see Import and Export). 2.Phrases are managed in phrase libraries. You must mark one of the phrase libraries as an active phrase library. and to record text changes as language-dependent. 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. for example. 1. Process Flow To use phrases in the SAP system. Choose Tools  Current Settings in the menu.. This means that phrases can be translated outside the SAP system. You use engineering change management and change documents to assign validity periods to phrase changes. If the phrase you require does not exist in the SAP system. The search results are displayed in a hit list.  You have authorization to edit phrases. you have to enter a change number on the initial screen.. from which you select one library for editing data.   You can create a phrase immediately. From the hit list you can call all other functions in phrase management.

You specify the languages and the sequence of languages in the phrase items by editing the language selection. From the hit list. 4. and graphics are logged by the SAP system in the phrase history. How and if phrases are deleted depends on whether phrases are used or not. In phrase set assignment. revise phrase codes and comments. Before you delete phrases. 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. Result  You can export phrases from the hit list (see Import and Export). you assign phrases to phrase sets to enable phrases to be used as value assignments for characteristics. From the phrase header and the hit list. 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. and whether they belong to the active or passive phrase library (see Phrase Deletion). 5. codes. and enter file names for graphics in preset languages.3. you can copy an existing phrase as a template.  To use phrases as value assignments. Phrase items enable you to create phrase texts of any length. you assign the phrases to phrase sets (see Phrase Set Editing). you first enter the data for the phrase header. you can edit the phrase items and the phrase set assignment. you should use a where-used list to check if the phrases are used as value assignments or in a report. 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. choose phrase combining. Changes made to phrase texts. you can create references from phrases in the active phrase library to phrases in the passive phrase library. In the phrase header. You can edit existing header data from the hit list. Page 123 of 142 . When creating a phrase from the initial screen or from the hit list.

C for corrosive. for example.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. Each phrase belongs to exactly one phrase group. 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. You can also use a phrase to create a link to a graphic. Health and Safety (EH&S) component. Page 124 of 142 .  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. Structure  A phrase library defines phrase assignment and origin. In the standard system. the back-up phrase library is delivered in which the SAP system stores deleted phrases from the active phrase library. You can only use phrases from the active phrase library for value assignment.  A phrase code is a language-dependent abbreviation for a phrase.  A phrase group is specified for each library so that phrases can be classified more precisely.  You can enter any number of phrase references for an active phrase and thus create a link to phrases in passive phrase libraries.

You use the search functions to define criteria for phrases on the initial phrase management screen. phrase The system determines the phrases with a particular reference phrase. The results of the search are displayed in a hit list where you can restrict or extend the search results further. You can use the following search fields and functions: Search Field Result Ref. Phrase created/changed The system determines the phrases that are valid for a particular time interval. and were changed or created. Phrase without phrase set assignment The system determines the phrases that have not yet been assigned to a phrase set. You can also create a phrase from the hit list. Page 125 of 142 . copy the appropriate search function and tailor it to your requirements. Phrase set The system determines the phrases that belong to a particular phrase set. See also: Phrase Set Editing Phrase Search Use This function enables you to search for phrases.Integration Phrase management is integrated with phrase set management. All search criteria on the initial screen are linked by AND operations. 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. Search Function Result Phrase in language not available The system determines the phrases that have not yet been translated in the language specified.

 Search strings in language-dependent search fields are not converted by EH&S Native Language Support. The system supports the language-dependent full-text phrase search in the Phrase code and Phrase text fields. then only the first 132 characters of a phrase are searched for (Physician*. *First* for languagedependent texts Placeholder in the middle of a key. The SAP system supports the search for any missing data as follows:  Right and left delimitation for phrase key with “*”. Enter the required data. you can only enter search strings in languages that can be mapped using the active code page for the application server. If not. for example.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. Consequently. for example. Using phrase merging. You can start the phrase search from here. 2. In the Basic Data and Tools menu.. BC+EF stands for BCDRF or BC1EF Page 126 of 142 . a full-text search is run (Phys*ician*. *A15*   Generic search by right and left delimitation with *. 1. for example. for example. for example). If the symbol for a generic search (*) is placed to the right of the search string in the Phrase text field. 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. In addition. During the search. insofar as it is known to you. Using phrase merging. or *Physician*). you transfer the new passive phrases to your active library. you update the corresponding active phrases. Activities Searching for Phrases Creating Phrases Searching for Phrases . choose one of the following paths:  Phrases  Edit Phrases Phrases  Display Phrases The initial screen appears.. all entries are linked with logic AND.

for example. In the Basic Data and Tools menu. Page 127 of 142 . choose Phrases  Edit Phrases. 2. it will be displayed in the language in which it was created. Choose with the quick info text Create. See also: Editing Phrases Creating Phrases . Combination of search methods. Result In the hit list. You can also create phrases after a phrase search from the hit list by choosing quick info text Create or copy a phrase. The Create Phrase: Header screen appears. The change number has higher priority than the key date. 1. If the phrase does not exist in the language for the search.. you can enter new search criteria.. Choose with the quick info text Hit List. The language field is set to the logon language. The Edit Phrase: Initial Screen appears. the hit list appears.  3. if necessary. If the SAP system finds phrases that correspond to your search criteria. 4. 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. the SAP system lists the phrases that correspond to the search criteria. Use the search functions under Restricting Criteria for Phrase Selection (see Phrase Search). Enter a change number. *1234+678*  The system does not differentiate between lowercase and uppercase letters during search runs. If the SAP system does not find the required phrase. 4. You must edit the phrase header. and check the key date. You can change it as required. 3. or create the phrase yourself.

for example.Features The hit list is displayed in two lines. Page 128 of 142 . 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). Health and Safety (EH&S) component. 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. see Basic Functions in the Hit List. You can configure the columns using the Column selection function.

the SAP system assigns a key to the phrase after you have made the required entries and confirmed them.  If a long text exists for a phrase. edit. Item or double-click the phrase to choose it to edit the phrase items <> Phrase Set to edit phrase set assignments Save your entries. you can create. the symbol to display the text. you must enter the active phrase library. Procedure .  You can display a phrase list with the complete phrase texts in all available languages by choosing Utilities  Long Text Print List. Enter data as required. This is highlighted in the input help.   If you have selected more than one phrase in the hit list. Note the following: Phrase If you do not enter a key when creating the phrase. 1. Alternatively. the phrase group.Editing Phrases Prerequisites If you want to edit phrases using a change number. choose to the next phrase. You have searched for the phrases you want to edit and are in the phrase management hit list.. 1. 2. to navigate icon is displayed in the hit list. If you want to use the phrase as a characteristic value. 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. The list can be printed in A4 portrait form.. you need to enter it on the initial phrase management screen (see Engineering Change Management for Phrases).. and reference phrases in the phrase header of an existing phrase. Phrase code You can enter a phrase code when creating a phrase. You can change the note. and translate phrase Page 129 of 142 . Select the phrases you want to edit. 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 ..

select the phrases you want to copy. see Customizing for Basic Data and Tools under Manage User Exits in the user exit category PHR_TEXT (replacing text variables of phrases). 1. Procedure . Result The SAP system completes the administration data. If you did not enter a change number. In the Target phr. Phrase text Enter a phrase text of up to 132 characters. the validity period is unlimited. The copied phrase is added to the hit list with the new phrase key. 2. Where-Used List for Phrases Page 130 of 142 . Result The phrase is copied together with all phrase texts. 4. This user exit is also used by the SAP Dangerous Goods Management component (see Outputting Dangerous Goods Standard Texts). User exit name For more information. field. In the hit list. You can only copy one phrase at a time. You have searched for the phrases you want to copy and are in the phrase management hit list. Confirm and save your entries. Reference phrases If you want to use a reference phrase text.. Assignments to phrase sets and phrase references are not copied. enter a new phrase key or leave the Target phr. and confirm your entry. Copying Phrases Prerequisites You copy phrases within one library. The validity period is set depending on the change number specified. The Copy Template dialog box appears. set the OT (transfer original text) indicator.codes under Item.. Choose Phrase  Copy Template. 3. You can edit the phrase text under Item and create other long texts. Save your entries. field blank if the SAP system is to assign a key. 2.

person responsible for changes. select the phrases for which you want to create a where-used list. 2. An expandable tree then appears in which all characteristics. Phrase Deletion Use This function controls the reaction of the SAP System when you attempt to delete phrases. person responsible for changes. 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. The SAP System carries out an authorization check. The phrase is not deleted if it is used as a characteristic or field value or on a report. Choose Extras  Where-used list. The function takes into account whether:  The phrases are used as value assignments Page 131 of 142 . the SAP System produces a where-used list for the entire time axis. In the phrase management hit list. 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. validity area. characteristic For report templates: o Document number of template with version o Generation variant with description o Validity period.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. sort number. fields. and report templates containing the selected phrase are shown.

Features If you want to delete a phrase. The value assignment can only then be edited and saved again if a phrase is assigned that actually exists in the phrase set. In this way. the phrase with phrase references from the active library is deleted and is retained in the passive library. you can.   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). A user has up to now been using the system DEMO. The fact that the passive phrase no longer exists is irrelevant. These DEMO phrases are thus used in the productive system. the phrase is moved together with its references from the active library to the backup library. for example. Yes The following behavior results: If the phrase is used in a value assignment. No No The phrase is deleted from the passive library. specifications are present that have been assigned characteristic values from the DEMO phrase library First. If the phrase is used as a reference phrase.  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. the user imports the DEMO specifications that could contain value assignments that refer to the passive DEMO library. Then. Phrases from a passive library that are in use may not be deleted. the key of the passive phrase remains in the header of the relevant active phrase. determine the report templates on which the phrase is used. The phrase itself is not deleted. the user imports the DEMO phrase library as the passive library into the production system. you should create a Where-Used List for Phrases. Page 132 of 142 . If the phrase has no reference with the OT indicator (phrase was created or imported in the active library). In this system. Yes No All assignments of the phrase to phrase sets are deleted. 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 system continues to display the phrase.

you can only change and save the assignment if you assign another value to the characteristic. in the phrase header. you can assign any number of phrase sets to a phrase. If you delete the assignment of a phrase to a phrase set.  You have defined the phrase sets in phrase set management. Phrase Set Assignment Use This function helps you to assign phrases from the active phrase library to phrase sets. The exact assignment of the phrase set to a characteristic or a field is made in Phrase Set-to-Attribute Assignment. Activities Assigning a Phrase to Multiple Phrase Sets . The Edit Phrase: Phrase Set Assignment screen appears. Phrase reference without indicator OT: The key of the passive phrase is displayed only. Assigning Multiple Phrases to One Phrase Set . Otherwise. This results in the following:  The origin of the phrase is documented. you can simply cancel the value assignment altogether.  Phrase reference with indicator OT: The phrase items are copied from the reference phrases and are retained. 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.  You can select any number of phrases in the hit list and assign these to a phrase set simultaneously.. 3. 2.. In the hit list for the selected phrases. the SAP system enables you to assign phrases to phrase sets as follows:  In phrase set assignment. Features In phrase management. Page 133 of 142 .. choose Phrase Set. 1.  Phrase conversion can be used when importing specifications. Enter the phrase sets to which you want to assign the phrase. Save your entries.. but assign the phrase as a value to a characteristic. or in the phrase item. Health and Safety (EH&S) component. Prerequisites  You can only assign phrases from the active library to phrase sets.

The passive phrase CON-INJ01 is used in the incident/accident log after a phrase import. 4. 2. 3. the function automatically lists the corresponding active phrase for each passive phrase. Prerequisites The phrases you want to merge must belong to a passive phrase library. Phrase Merging Use This function supports the following activities:  If phrase references have been defined between active and passive phrases. for example. In the phrase hit list. you can update the active phrases after you have imported a more recent version of the passive phrase library. Page 134 of 142 . you can select the key for the particular active phrase as follows:  If the passive phrases are used as phrase references. Example: The active phrase library EHS with phrase EHS-INJ01 and the passive phrase library CON with phrase CON-INJ01 exist. You can then select and transfer these phrases to the active library using this function.  If a new version of a passive phrase library has been installed. 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. you can construct an active library from phrases from different passive libraries. Choose Edit  Assign to 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. Features Assigning a Phrase Key  To update active phrases. select the phrases you want to assign to a phrase set. The phrase CON-INJ01 is converted to phrase EHS-INJ01 through merging. The Assign phrases to phrase set dialog box appears. Phrase merging is also available for the SAP Industrial Hygiene and Safety component.1. to check the assigned phrase set. The SAP system automatically replaces the phrase CONINJ01 with the active phrase EHS-INJ01 in the incident/accident log. You can check the assignment by choosing Phrase Set. Enter the phrase set and confirm your entries. In this way. you can search for the phrases created using the Phrase changed/created function. Save your entries.

OT Indicator Effect Set All phrase items (phrase text.  If the SAP system could not assign an active phrase via the phrase reference.  When creating active phrases. you can also decide which of the passive phrases with the OT (transfer with original text) indicator should be merged. The OT indicator is not set. the SAP system creates the phrase reference.  You can enter the phrase key for an existing active phrase manually. If it does not find any. and adopts its phrase items. The OT indicator is transferred. You can display the former phrase text using the phrase history. this is obtained from the passive phrases. You should check the other languages. 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. you can use the Determine target phrase function to search for active phrases whose content is identical to the passive phrases.  To create passive phrases in the active library. Not set The phrase items for the active phrase are retained. The first active referencing phrase is displayed. For reference phrases that are already being used with the OT indicator. 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. Phrases with identical contents are all phrases whose first 132 characters correspond in the language displayed without taking case or special characters into account. On the merge screen. Activities Merging Phrases Page 135 of 142 . If the phrase group is not entered for a new phrase. the phrase group is created in the active library.The SAP system then searches for phrase references with original text transfer. If the phrase group does not yet exist in the active library. phrase code. the SAP system automatically proposes the OT indicator. the data is processed as follows: If a passive phrase has not already been entered as a phrase reference for the assigned active phrase. Processing  When updating existing active phrases. and remark) that exist in the languages for the passive phrase are overwritten. Further processing depends on whether the OT indicator has been set on the merge screen or not. it searches for phrase references without original text transfer.

the SAP system assigns the corresponding active phrase automatically.Merging Phrases Prerequisites You can only merge phrases in the passive phrase library. the phrase group for the passive phrase is used.  If a passive phrase is not used as a phrase reference. In the hit list. with the quick info text Refresh to update the dialog box. To create active phrases.  You can assign a new key yourself. This can take some time. to search specifically for phrases that have been changed or created (see Phrase Search). Choose 4. it is then created. You have the following options for assigning keys to the new active phrases:  You transfer the passive phrase key by choosing Adopt phrase ID. Choose Extras  Merge. Check and complete the assignment of active phrases. Page 136 of 142 .. 2. Choose to compare the phrase texts of the passive and active phrases.. If the phrase group does not already exist in the active library. 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 can use the search function Phrase created/changed. Procedure . Select the passive phrases you want to merge and confirm your selection. 1.. The SAP system helps you do this as follows:  If a passive phrase is used as a phrase reference. proceed as follows: 3. You have searched for the phrases you want to merge and are in the phrase management hit list. To update active phrases.  You leave the Phrase field empty and the SAP system assigns a key. 5. Select the passive phrases you want to merge and confirm your selection. you can assign an existing active phrase or execute the Determine target phrase function. If you do not enter a phrase group for the new active phrase. proceed as follows: 6. 7. Decide if you want to select or deselect the OT (transfer original text) indicator. 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. In the search. 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. select the phrases of a passive phrase library that you want to merge.

Prerequisites You can only combine phrases in the active library. 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. the SAP system creates phrase references to the corresponding passive phrases and sets the OT indicator. Page 137 of 142 . Before combining phrases. The phrase to be replaced has phrase items that do not occur in the replacement phrase.Result The phrases you have selected in the dialog box are either merged or created in the active library. The phrase is replaced in the dangerous goods fields by the replacement phrase. The phrase references are transferred from the replacement phrase. The changed and created active phrases are added to the current hit list. you should generate a where-used list. Phrase references with original text transfer are transferred as phrase references without original text transfer. The phrase items are not copied to the replacement phrase. The phrase is replaced in the value assignment by the replacement phrase. Features This function takes the following cases into account: Initial Situation Result The phrase to be replaced has phrase references. For created phrases. The phrase to be replaced appears in dangerous goods fields. The phrase to be replaced appears in value assignments. This means that you can call phrase headers ( with the quick info text Phrase Header) and phrase items ( Item) to check the data.

. the symbol for the phrase must be replaced manually in the appropriate report template with the symbol for the replacement phrase. you can you can execute the function in the background from the dialog box and define the start time.  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. Select the desired replacement phrase. 2. Page 138 of 142 . Phrase History Use The function enables you to compare the current phrase version with previously valid versions. 3.. Activities . The phrase history is displayed in list form. and configure the columns as required. Choose with the quick info text Execute in Foreground. Therefore. You can sort the list. The history is displayed in relation to the day on which changes were made according to the creation of change documents.If a phrase that is to be replaced is used in a report. Features The function compares the current phrase text and code for all languages with the previously valid phrase texts and codes. A dialog box appears in which the phrase keys and texts for the selected phrases are displayed. phrase text. It is not practical to directly combine used phrases because it takes too long. select the phrases that you want to combine. Before combining. choose Utilities  History. You can display the long text by choosing the symbol with the quick info text Display text. Changes to graphics are also displayed. you must first make sure that the replacement phrase is present in the same language as the previous phrases. In the phrase management hit list. and phrase code  Validity periods and change dates for the phrase text Activities In the phrase management hit list. You can use the where-used list to determine the reports that are affected before combining the phrases. 1. Choose Extras  Combine. 4.

. It is also possible to create a phrase set from the hit list or to copy one. 4. Phrase Set Editing Purpose In this process.The history for all phrases in the hit list appears. In the description. You can display a phrase list with the complete phrase texts in all available languages by choosing Utilities  Long Text Print List. you can create the phrase set. 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. 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). From the hit list you can call all other functions in phrase set management. you first enter the data for the phrase set header. Health and Safety (EH&S) component. 5. If a long text exists for a phrase. You can edit the assignment of phrases and name of a phrase set from the phrase set header and the hit list. The list can be printed in A4 portrait form. See also: Function Model for Phrase Set Management.  Page 139 of 142 . After a phrase set has been assigned to a characteristic or a field. 3..  You can create a phrase set immediately. you assign the phrases to the phrase set. 1. Prerequisites You have created the phrases in the active phrase library in phrase editing. you can display it by choosing the icon. Whether you create a phrase set on the initial screen or from the hit list. For example. You can carry out the following activities in the initial phrase management screens: You can enter search criteria and search for phrase sets. you can import assignments between phrases and phrase sets into the SAP system additively and export them to the transfer file. you can edit phrase sets. Search results are displayed in a hit list. In phrase set-to-attribute assignment you assign the phrase set to suitable characteristics or fields. Process Flow . If the required phrase set does not exist in the SAP system. The “greater than” (>) symbol indicates which text is currently valid. In phrase assignment. you can translate a short description of the phrase set into the languages you have defined in Customizing for Basic Data and Tools. 2. In the active phrase library.

see Output Data in SD. if you have created new characteristics for a value assignment type. The relevant fields are currently part of the SAP components Dangerous Goods Management and Waste Management. Page 140 of 142 ..  Generate symbols You define the layout of report templates using symbols. you can use the Regenerate symbol descriptions function. That means the function writes the relevant fields to the table TCG66. You can check the Customizing entries in the detail screen of the IMG activity Check and Specify Report Symbols.. 1. the SAP system generates the symbol descriptions in the logon language. the system sets the report symbol group to 00 in Customizing for Basic Data and Tools. The EHS: Match Up Master Data screen appears. For information on important table and structure fields. At the same time. choose Tools  Match Up Master Data. among others.  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)..  Activate phrase assignment to fields This function activates all fields that are available for technically assigning phrase sets.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. You use this dialog box to assign phrases of the assigned phrase set to the characteristic.  Regenerate symbol descriptions When you choose the Generate symbols function. For phrase characteristics. When generating symbols. For example. 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. Activities . To generate the description subsequently in a different language. you can use this function to generate symbols for these characteristics. Matching Up Value Assignment Types and Characteristics . and structure fields. Master data matchup enables you to generate symbols for characteristics. the system deletes the characteristics in the characteristic-phrase set assignment that no longer exist in the SAP 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. table fields. Use this function if you have created new characteristics for a class of class type 100 (value assignments) in the SAP component Classification System. These characteristics are transferred to characteristic-phrase set assignment where you can assign phrase sets (see Phrase Set-to-Attribute Assignment). In the Basic Data and Tools menu..

and Reports Value Assignment Workflow SAP ArchiveLink . 1. Generating Symbols . Now choose Save.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 . and then choose with the quick info text Execute. The system displays a result message after it has completed the program. 2.phr-rltd char. Phrases. 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. you can continue working in the system. Use this dialog box to specify your print parameters. Choose Program  Execute in Background to display the Background Print Parameters dialog box. Select Match up ValAss type and char.1. see Create Report Symbols in the Implementation Guide (IMG) for Basic Data and Tools. Use this dialog box to specify your print parameters.. The system schedules the print job and prints the results of the job after its completion. Matching Up Symbols and Phrase-Related Characteristics .. Select Generate symbols and then choose with the quick info text Execute. Select Match up symb.. you can continue working in the system.. Now choose Save. In the meantime. 2. In the meantime. 1. The system generates a message informing you of the number of changed symbols. The system schedules the print job and prints the results of the job after its completion. For more information. 2. 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.. and then choose with the quick info text Execute.

and display all important EH&S data in all languages available in the SAP system.EH&S Archive Scenarios you archive EH&S reports in external storage systems.Tools (EHS-BD-TLS) Purpose This SAP component includes the following functions:  Using EH&S Native Language Support (EH&S NLS) you can enter.  With the EH&S-QM interface you can create inspection plans from data that exists in specification management. and reports.  With value assignment workflow you edit specification data.  With Application Link Enabling (ALE) you distribute specifications.  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. 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. edit. Page 142 of 142 . Integration You can use the filling function from the dangerous goods interfaces to copy dangerous goods classification data to the dangerous goods master.  With import and export you transfer data from legacy systems and exchange data between systems. phrases.  With the SAP ArchiveLink .