New features in TRANSACTION version 10.6/10.7 > Approving and rejecting files > Submitting a file for approval

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Approving and rejecting files

Submitting a file for approval

After you create your script or data file, you can send it for approval. TRANSACTION provides a wizard to guide you through the process of submitting a file for review. Data files in Excel format may move through an approval process and are always stored in CENTRAL. Data may also be contained in an Access database, which is referenced by the script file. Excel templates must be approved, but Access databases do not require approval and only the script file that governs the Access data must be approved.

To submit a file for approval

Step 1. Complete script file information

A .txr or script file describes how the data that you upload to SAP should be processed.

Files with a production status

If you submit a file and a file with the same name already exists on the server, and if you also created the server file, and if the workflow on the uploaded script has ended, the new file is considered a revision of the existing file. The first version is archived by SharePoint and the new version becomes the current file. Alternatively, you can give the new file another name to create a unique file.

Files with non-production status or another file creator

If you submit a file and a file with the same name already exists on the server but is not in workflow end state, such as production or rejected status, or was created by someone else, you cannot revise the existing file, and must submit the new file with another name.

Multiple script files

Some transactions require the user to run multiple script files together when uploading data. With CENTRAL, you can send multiple files together for review and approval. The files are kept together as a unit throughout the review process.

Linked script files

Linked script files launch and execute in sequence. The following conditions apply when you send linked script files for approval:

Step 2. Complete data template information

A data template is a file in the output type you want that includes the headers you selected during the mapping stage. An example of a template is a script file with headers.

You must create a data template when you send a script for review. When you resend a previously rejected file for approval, you can create a new template, if you want.

Note: it is not possible to attach a data template if the data destination is an XML form.

Step 3. Complete supporting documents information

Supporting documents include extra scripts, data sheets, or any other files that explain what you are submitting for approval.

Summary: Submit

On the Summary page, you can edit any of the previous pages. When the wizard is completed, click Submit.

Assigning a data review process and a reviewer, and specifying a file for use in a web service

After you complete the wizard to submit the file for review, you must then select the type of review process and the reviewer.

  1. Close TRANSACTION. You will receive e-mail notification that a review process and reviewer must be assigned. The task for this file also appears in the My Tasks pane in the TRANSACTION home page. Or you can wait for the task to appear on the TRANSACTION home page. Open TRANSACTION again, and then open the new file from the My Tasks list.
  2. In the TRANSACTION script approval assignment window, select Review and Post-One Step, Review and Post Separately, or No Data Review Process.
  3. To use the script in a web service, select Allow publishing as Web Service. If this option is not selected when the web service is called, the process will not continue, and you must resubmit the script with the option selected.
  4. Select a reviewer for the file. Click Complete Task.

Revising multiple and linked scripts that are in production

A production script has been approved and is stored in CENTRAL. You can revise and resubmit a script or any scripts in a chain of multiple and linked scripts that are in production.

To revise multiple and linked scripts that are in production

  1. Click Submit to start the script submission wizard. Type in the information as needed.
  2. The procedure differs slightly depending on your role and the status of the script or scripts.

    If you created the script and the script is in production, you are prompted to create a new version of the file.

    If you created the script, but the script is not in production, you cannot resubmit a file that already exists, so you are prompted to change the file name.

    If you did not create the script and the script is in production, you cannot resubmit a file that already exists, so you are prompted to change the file name.

  3. Complete the submission process. After the script has been successfully submitted, a new version of the data file is created in CENTRAL and a folder is created in CENTRAL for each version of the TRANSACTION script. Each folder contains updates for that version.

Autopost

In some deployments, you can select to autopost data. With autopost, when the data file is approved, the data can be automatically posted to SAP, or you can select to schedule the posting for a later time. After a data sheet is posted, the specific sheet cannot be edited. Password protected data sheets can also be autoposted. A script with long text or one created through GUI scripting or that includes a GUI launch cannot be autoposted.

  1. In the Review Process window, select Review and Post-One Step or Review and Post Separately.
  2. Select a reviewer for the file.
  3. Select to autopost data through the Reviewer/Creator role or the System Post role. You need to be a system post designer to select System Post.
  4. Select whether to schedule the posting or to post the data when the file is approved.
  5. Select the SAP system to run on. The SAP system can also be changed by the reviewer when he or she reviews the file.
  6. Click Complete Task.

    Note: Jobs that include attached documents cannot be autoposted.

Attaching result files to email messages

When you specify that data should be autoposted, you can also select to have a copy of the results file attached to an email notification when the data is posted. The email is sent only to the creator and reviewer of the file. The attachment is added only if a run is successful and the status is complete or if SAP errors returned.

To attach result files to email notifications

After the file is submitted, it has a Review Requested status. The assigned reviewer is notified through e-mail message and the file name appears as a task under Most Recent Files and Favorites.

Why wasn't a task created?

Under certain conditions, when a script is submitted, no task is created and it goes directly into production status. These conditions are set by the CENTRAL administrator.

Also in this section

Approving, rejecting, and reassigning .TXR files

Approving, rejecting, and reassigning data files

Publishing a web service from a TRANSACTION script

Approving and rejecting from within Excel

Working with CENTRAL