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Validity Dates for documents

Former Member
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Dear Experts,

Can we assign valid from and valid to dates to a document type in DMS?

If yes, how it is to be done? what configs are required?

Please help in this regard.

Your help is be highly approciated.

Regards

Vivek

Accepted Solutions (0)

Answers (6)

Answers (6)

0 Kudos

Dear expert

I have two query

1. is there change field in DMS table.

2. how to identify any file is attached in DMS document

Kindly help

Regards

Vaibhav

Former Member
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Yes.

While creating the document user knows the valid to date.

Regards

Vivek

MangeshP
Active Contributor
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Dear Vivek,

If the user know the final validate to date, The you can simply assign two characteristics "Validate from and Validate to date " characterisitcs.

Create report which will give alert to user some predefined days before valide to date so that he can change status of DIR to Locked status. Or he may also increase the validate to date if he wants. He will have liberty to extend the validate to date because business may think to increase the validate to date and user has flexibility to set locked status.

And this report should be running in background at night when load on server is very less.

Alternate you can choose using Engineering Change management if the usage of document is with some objects such as material , BOM or document. Try to explore this functionality because when we create a Engineering change number we mention the validitydate of object. This is good solution to track changes with history. Please take a look at it.

WIth Warm Regards

Mangesh Pande

Former Member
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Hi Mangesh,

My requirement is-

User should be able to put valid from and valid to date for a document.

As soon as the valid to date is reached, the document should get locked and an email should get trigerred to concern persons that the doccument is locked and cannot be used further so that user can create the next version of the document and can put next validity dates.

Regards

Vivek

MangeshP
Active Contributor
0 Kudos

Dear Vivek,

Thanks for your reply.

My question to you is how the user decides the validate to date or what is the logic which decides the Valide to date.

Does user knows the validate to date when he create the document.?

WIth warm Regards

Mangesh Pande

MangeshP
Active Contributor
0 Kudos

Dear Vivek,

can you please elaborate meaning of your requirement of Valide from and Valid to date.

Because we need to understand the exact business purpose of Valide from and Valid to date.

Based on that we can suggest the solution. This will help us to aviod developement if business requirement is simple.

With Regards

Mangesh Pande

Former Member
0 Kudos

Dear Deepak,

Thanks for prompt reply. I will try this and revrt back to you.

Regards

Vivek

former_member188883
Active Contributor
0 Kudos

Hi Vivek,

Option 1:

=========

From standard DMS point of view this can maybe achieved by maintaining a suitable status network in transaction DC10 for your document types. In this status network you can define a status of type 'S' (locked status) at the end. So this status has no following status and due to the type 'S' most of the fields in the document info record are locked and cannot be changed anymore.

Option 2:

==========

You can try this solution also if you find it OK.

1. Create a Class with "Validaty Date" as characteristics. Assign this Charac to class. Assign this class to doc Type. This charac should not be editable to any one except creator.

2. Create a program with BAPI " Set Status" ( Check the name). which will run in background to check the validity date of Document. If the validity date is reached the BAPI will change the status to "S" as stated in option 1.

This will help user to manually tracked which documents have exceded the validity date. You can also genegrate report and mail it to particular user that what documents have been set to Status "S".

You need to add the class as default class for the document type in transaction DC10 so that the link between document and class will be created automatically.

Ensure that you have maintained the Value for Class data as "+" or "." under DC10 for the document type.

Regards,

Deepak Kori