Task List / Document List

[#1]

In SAP S4 Hana Public Cloud, is there a way I can export / download a list of task lists that have a document assigned to them? I want to see what task lists do not have documents assigned, so that new documents can be created for task lists that are missing documents?

[HenrikeGroetecke]

#AI-Generated Content

Hello,

Thank you very much for your question. I'm very sorry for the delay.

Our internal AI tool has provided the following response. Please check whether it helps you resolve the issue.

Kind regards,

Henrike

There is no single out-of-the-box report or export in SAP S/4HANA Cloud Public Edition that gives you a list filtered specifically by "has document assigned / has no document assigned" for maintenance task lists. However, there are a few approaches you can take depending on how deep you need to go.

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Option 1 — Find Maintenance Task Lists app (F2660) + Export

The "Find Maintenance Task Lists" Fiori app (F2660) is the standard starting point. It lets you search across Equipment task lists, Functional Location task lists, and General Maintenance task lists using various filter criteria, and the result table supports export to spreadsheet (the standard SAP Fiori table toolbar export button).

The limitation: the app does not offer a built-in filter for "Has Document" or "No Document assigned." You would get the full list exported to Excel, and would then need to identify which ones are missing documents manually or via a formula. Source

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Option 2 — Custom Analytical Query using CDS Views

A more targeted approach is to build a custom analytical query using the CDS view I_MaintenanceTaskListData, which contains task list master data. You can expose document assignment information alongside the task list fields, and then export the query result to a spreadsheet.

Steps at a high level:

1. Use the "Custom Analytical Queries" app (or Custom CDS Views) to create a query based on I_MaintenanceTaskListData.
2. Include the document-related association fields if available in the view.
3. Run the query and export the result to Excel using the standard export feature.
4. In Excel, filter for rows where the document field is empty to identify task lists without assignments.

This approach gives you a repeatable, structured report. Source

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Option 3 — SAP Fiori App "Maintain Assignment of Document Info Record to Maintenance Task Lists" (via API)

SAP has documented an API-based approach for managing Document Info Record (DIR) assignments to maintenance task lists. If your team has API access or developer support, this could be used to query which task lists have a DIR assigned and which do not, and export that data. Source

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Practical Recommendation

For most users, the quickest path is:

1. Open the "Find Maintenance Task Lists" app (F2660).
2. Set your relevant filters (plant, task list type, etc.).
3. Export the result list to Excel using the export button in the table toolbar.
4. Open each task list individually to check the Documents tab, or use a custom analytical query to include document assignment data in the export.

If you need a scalable solution to regularly identify task lists without documents, I would recommend pursuing the Custom Analytical Query route (Option 2), as it avoids manual checking and can be reused.

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If your system administrator or a developer is involved, it may also be worth raising a request to build a simple custom tile or KPI report specifically for "Task lists without document assignments" using the available CDS views — this is well within what S/4HANA Cloud's in-app extensibility supports.