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Individual Documentation Creation in SAP (Series Part 2/5)

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    Anyone who has ever tried to create a table of contents in Word for a term paper knows that this sounds much easier than it actually is. Also the task to reach consecutive page numbers over all files has surely caused more than one student a sleepless night.

    The situation is similar for documentation creation in SAP. The task here is not “simply” to combine related files into a package. Instead, the process is much more complex than most people realize

    The following tasks, to name but a few, must be carried out:

    • Finding documents in SAP
    • Merging of the found documents into one order including generation of a chapter structure in SAP
    • Creation of cover sheet
    • Creation of table of contents
    • Creation of chapter separator sheets
    • Consecutive page numbers over all files
    • Uniform header and footer

    In the previous article in this series we showed how documentation can be created quickly and easily on the basis of templates. Now we would like to show you how the process in SAP can look like if you prefer to define the chapter structure yourself and thus create your own individual documentation. Read here how to determine, structure and format documents in SAP in 4 steps.

    Step 1: Determination of the Files

    The first step in creating documentation is to create a new job and assign all the required elements to this job. A new order is created and the documents are added to the order using the familiar CV04N search.

    Screenshot: Create Output Job
    Screenshot: Add Documents Via CV04N
    Screenshot: Document Selection Vis CV04N
    Screenshot: Selected Documents as Flat List

    Step 2: Insertion of Chapters

    In the second step, the chapters required for the documentation are inserted.

    If the divisions of the individual files into chapters and possibly subchapters cannot be automatically derived from the structure in SAP, you now have the option of creating chapters. You can assign names to these chapter IDs, under which they should then appear in the overall documentation. Subchapters can be indented to the appropriate depth.

    Screenshot: Add Chapter

    Step 3: Moving Documents Into the Chapters

    In the third step the documents are moved to the appropriate chapters by drag & drop.

    If the documents found via the SAP collection came into Direct Publishing more or less unstructured because no suitable structure was available in SAP, the individual parts of the documentation can now be moved to their correct place. Here again, it is possible to assign them to different outline levels.

    Screenshot: Documents in the Chapter Structure

    Step 4: Layout Settings

    In the fourth step, the layout options are selected via parameters in the order.

    Several layouts are prepared for this purpose in Direct Publishing. Based on these layouts, you can make changes and extensions for the documentation to be created or generally adapt the layout accordingly.

    Screenshot: Layout Information for Documentation Creation

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