Document Management (DocMan)

Hi All,I am aware that from version 24R1 onwards, IFS Cloud (Remote Deployed) customers are limited to using only Database and File storage.I have a defence customer hosted on-premises in the UK. They have operations in both the UK and Australia, and due to legal requirements, they must store documents in external storage within their respective countries, not in the database or cloud.Is there any limitation whereby remote deployed customers are restricted to use one File storage location?If so, how can IFS address these legal requirements given that only File storage and Database options are available moving forward?Thanks,Chamath

I’m trying to have Document Text from an Inventory Part display on the Analysis Results report.  The Document Text contains specific information related to the inspection that needs to be shared with the end customer via the Analysis Results report.  Current setup:I created an Output Type called “CoA” and connected it to Document 73 - Analysis Results: Added Document Text to the Inventory Part with the correct Output Type:I created a Control Plan - Inventory for this Inventory Part (same Inventory Part, Revision, Site), and completed an Analysis.  The Document Text does not appear on the Analysis Results report.  I tested this both in a customer 25R1 environment (with a custom Analysis Result report) and the IFS Partner Enablement 26R1 environment (with the default Analysis Result report).  Is there something I did wrong in the setup?  I can make this Document Text surface on other Reports.  Thank you. 

How do we determine the file size of documents that have been uploaded into Cloud?We are using the DocMan module, and the Document Revisions. But I can't see an easy way to determine the size of files uploaded.

I would like to make a small push for a very nice and simple e-sign functionality that was released in IFS Cloud 23R2. It's more or less zero install and zero setup, you can just start using it once you have bought at least one pack of e-sign transactions. Have a look at this video to see how it works:https://www.youtube.com/watch?v=Aed1j9VOPDUAt the time of writing (the latest release in 23R2 but this will apply to 24R1 as well) this feature is limited to Cloud deployment/residency (Remote/on-premise is not supported).Here's also a screenshot of the main user interface, which is the dialog where the user fills in the recipient information:If you are on IFS Cloud and in Cloud deployment, don't hesitate trying this out.A special SKU is needed, that will grant a pack of esign transactions. The customer does NOT need any Adobe licenses of their own.Is this something that is interesting to you as a customer? 

Dear @Mathias Dahl,I’m reaching out to you directly, as I believe you are the most knowledgeable person to answer this. We have a customer running on IFS 10 UPD10 on Microsoft Azure Cloud (in their own subscription, not in IFS Managed Cloud). They are using the IFS Docman functionality extensively, with a large number of documents saved on an FTP server.They are planning to upgrade to IFS Cloud (possibly 24R2 or later), and there’s a chance the installation will take place in Oracle Cloud. As we know, IFS no longer supports FTP as a repository, but IFS Cloud currently supports "File Storage" using an SMB (Server Message Block) share to store files.My questions are: Can we use the Cloud File Storage Migration Tool to migrate files from IFS 10 (from the FTP server) to IFS Cloud (SMB share)? Note: I read about the limited support for this tool. However, I would like to know your opinion on whether we can rely on this tool, or if there is a better alternative. For example, could we copy th

Good day.  I am testing the E-Sign functionality in the IFS Demo environment.  When selecting the option to send a document for E-Sign, I get the following error:Anyone who can assist as to how to resolve this?

Hi All, in 25.2.2 I’m trying to use the Scan Delivery Note functionality.https://docs.ifs.com/ifsclouddocs/25r2/lang/en/?openpage=https://docs.ifs.com/ifsclouddocs/25r2/lang/en/Receipt/AboutScanDeliveryNote.htmIt all goes well until I try to finish the process when I get the error message that DOC_CLASS is mandatory. There is no field to set Doc_Class. I also looked into Document Default Values / Object Properties / System Params looking for a  way to define a default doc_class for the scan delivery note functionality.​@Mathias Dahl do you have hints on this? Could this be a bug?Below are the steps to reproduce this:Step 1 - attach a PDF - delivery note - there is no field for DOC_CLASS that can be filled Step2 - The data is read correctly from the PDF: Step3 - Finish - error message:error comes from below projection call:projection/v1/ScanDeliveryNote.svc/CreateAndConnectDocPayload:LuName: "ExtDispatchAdvice"KeyRef: "DELNOTE_NO=test^MESSAGE_ID=737^"PL/SQL function:Scan_Delivery_Note_S

Hi community, I am working on an interface to receive documents from an external system using the premium API ‘CreateAndImportDocument’. We have a few challenges and would like to understand what IFS recommends in each of these situations:Some of the documents at the source are more that 200-300 MB in size, Does IFS recommend an upper limit to the size of the documents that can be interfaced using this API. Is there a workaround avoiding storing the large files directly in the IFS database, while still providing users access to the document? The customer also uses synchronization/replication and these documents are expected to be available at the vessels at all times (without an active internet connection). What does IFS recommend in terms of the maximum size of documents that can successfully be synchronized.Looking forward to the valuable community feedback.ThanksObaid.

Dear When we try to navigate from Document Management - Approvals to the projects (Zoom in to the project), we don't see any data.   The link isn't being transferred correctly.Error Code: IFS Web Version: 25.1.13.20260611111206.0Date: 2026-08-06T10:28:45.227Z---------------------------------------------------------------------------ProjectDefinition/Form (server error)Malformed Request.Error details: [{"code":"SYNTAX","message":"The URI is malformed."}]Server stack trace error(s):  Unexpected token at ' eq '.Request Id: 594f0725-e1d5-4e75-804a-a46620f05e73Method: GETUrl: /main/ifsapplications/projection/v1/ProjectDefinitionHandling.svc/Projects?$filter=(keyref%20eq%20'PROJECT_ID%3DN-10427%5E'')&$select=ProjectId,Name,Objstate,Objgrants,luname,keyref&use-timezone-filter=false&$skip=0&$top=25Response Code: 400 - Bad Request---------------------------------------------------------------------------{"headers":{"normalizedNames":{},"lazyUpdate":null,"lazyInit":null,"headers"

Hi everyone,I’m looking for some clarification regarding how to properly manage the Report Archive in IFS Cloud, and I would appreciate insights from others who have worked with this area.Specifically, I’d like to understand: How much impact the Report Archive can have on overall database size and performance over time. Whether there are any recommended retention rules or legal requirements (for example, in the context of Poland/EU) regarding how long archived reports should be stored. How the expiration_date field works within the archive – what exactly it controls, how it is normally set, and whether it can be safely updated directly at the database level. Any best practices or lessons learned from managing report archiving in production environments. If anyone could share their experience, guidelines, or potential pitfalls to avoid, it would be extremely helpful.Thanks in advance!

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We are receiving an unhandled security checkpoint error.  This is on attached approval processes when using an approval template. So in the example below, it is on an Inventory part.  It also happens on a Supplier for Purchase part as another example.  However, it does not happen for any of our document approvals within the document revision screen.  I did see another post that recommended going to system parameters and turning the Security checkpoint framework available off and then on again….but this did not correct our issue.  

On the Document Defaults per Object page, in the documentation for the page, I was trying to follow an example given to set up a Default Document Class on a specific page (ManSuppInvoice) based on a specific Document Class and the Users default company. (INVOICES_#COMPANY#)   The field for the Doc Class is a drop down menu and I can only select Doc Classes, i cannot manually enter any document classes.    I tried the same thing in Apps 10 and I can manually enter the entire INVOICE_#COMPANY# in the Document Class field.    Is this a bug or is there a way to update the Document Defaults per Object page to allow a manual entry for the Doc Class?

We have a specific question regarding IFS Cloud Document Management security.The document repository is located on a sovereign SMB server/share, and the end user is also located within that same sovereign environment. However, the IFS Cloud application tier and DB is hosted remotely in another country.Our requirement is that cryptographic protection is applied before the document leaves the originating sovereign security boundary and remains intact until it reaches the intended recipient’s sovereign security boundary.In practical terms, we need to understand whether the IFS Cloud middle tier ever decrypts or materialises the document content in plaintext while it is being transferred between the SMB repository and the client, including in volatile memory (RAM).For example:Download / ViewSovereign SMB Repository → Remote IFS Cloud Middle Tier → Sovereign ClientCheck-inSovereign Client → Remote IFS Cloud Middle Tier → Sovereign SMB RepositoryThe requirement is that the remote application

Good day..In Document Folder Navigator.(FS Cloud 24R2 & 25R1)documents are downloaded before viewing it.Is there a setup to view directly rather than downloading ?In my case, its saved in my TEMP folder each time I view it. RegardsSBM

Hi Everyone,We have a requirement around Subcontract Management in IFS Cloud and wanted to check if anyone in the community has implemented a similar modification or solution design.Requirement OverviewDuring the subcontract creation/administration lifecycle, a Subcontract record can contain: Multiple Document Attachments stored in IFS Document Management (DocMan). One or more SharePoint file URLs linked as external document links/URLs. When the user triggers a "Generate Subcontract Package" action (or similar command), the system needs to: Retrieve all physical attached documents (DocMan attachments) associated with the Subcontract. Retrieve/download all external files hosted at the linked SharePoint URLs. Convert/Merge all retrieved documents (including cover pages/report outputs) into a single, consolidated PDF file. Attach the generated merged PDF back to the Subcontract's DocMan repository automatically. Questions for the Community: Has anyone implemented a similar automat

Does IFS support “New Outlook” - we have some users that have switched over to the new Outlook and everytime they try to open an attachment they get the pop up stating “This action isn’t supported yet - The New Outlook for WIndows doesn’t currently support this action.  You can switch back to Classic Outlook for WIndows and try again”

Hi, In our company, many documents are distributed to different users, and over time the distribution history grows significantly. After several years, the distribution history log can become very large. As a result, we would like the ability to remove or permanently delete distribution history records that are older than a specified retention period, for example, five years.At present, we are not aware of any functionality that allows distribution history records to be permanently deleted. Our initial assumption was that there might be a database task available for this purpose. However, we have not been able to identify any method for removing or deleting these records.Is there a standard way to accomplish this without requiring a customization or a new IFS method for deleting distribution history records? If not, is this something we should add as an Idea, that such a method is created in IFS standard, and could be scheduled as a database task with parameter for retention period?   

Hello,We are doing an Upgrade for a Customer who is upgrading from Apps10 to IFS Cloud 24R1 (have plans to get 24R2 or 25R1 in future). This is a remote customer who uses a lot of documents.In their current Apps10 system, they have these documents in FTP Repository & database.With the news of FTP getting obsoleted in IFS Cloud 24R1, we decided to implement File Storage for this customer. We have below two questions regarding this situation,We assumed FTP will be fully obsoleted by 24R1 but I can see FTP as an option in this customer’s new 24R1 system. Was this plan to obsolete got changed or postponed to later versions?If FTP is indeed obsoleted and this customer needs to move their documents in FTP to FSS, what would be better/efficient way IFS can suggest? They already went through the FSMig tool’s documentation and have some concerns on the efficiency and support for that tool for FTP. Do we have another tested method in which this customer can benefit from? There is around 5TB

We are encountering the error "Internal error. Invalid server response, expected JSON" when attempting to check-in documents larger than 300 MB in Documents Revision. We are currently using IFS Cloud 23R1 SU14.  

What does the “WEB_SITE_ADDRESS” parameter in the Document Default Values in IFS Document Management mean? Does someone know what it does?  The explanation in the IFS Online Documentation about that, is not clear to me.  Thank you and Best Regards,Thushitha

Is there a way to restrict the drop down so that the only document class that can be selected is the document class with xxxIT? This would be only for our 457IT site and not the other sites.  

HI, we at yinson have a replicated environment and are in the process of upgrading to IFS CLOUD. we are going for remote deployment setup. we have many folder structures defined for different classes in  docman and we do the replication between sites using third party application (Resillio), we have a few concerns.will there be any issue in creating the folder structures in IFS Cloud File Storage setup? Is there a issue if we use third party applications to access files in IFS Cloud File Storage? adobe, ms word, etc Any other limitations regarding remote deployment? like are the files/file names encrypted during storage in IFS Cloud File StorageThank you

Hi ExpertsOne of my customers wants to upload their documents (Drawings) to the Cloud Storage and they want to keep the folder structure as it is.1) Is there way that we could keep the structure in Cloud Storage? 2) Would it be still visible in Cloud Document Folder Navigator after transferring to Storage?3) Who’s responsible for creating folders & repositories in Cloud Storage if it’s IFS Cloud manage?Thanks in advance. Kushan  

I am looking for a better explanation of the settings for ‘Editable’ in Object Connection Transformations than what is provided in the F1 Help for Service Name = DocReferenceObject. Some examples would be beneficial also.Scenario: I have a Source LU ‘A’ and a Target LU ‘B’. I connect a document revision to source LU ‘A’.For each of the three possible values for ‘Editable’ (Source, Target, None):What am I able to do with documents at the Source, i.e., connect additional documents, detach documents, etc., and what effect does this have at the Target? What am I not able to do with documents at the Source? What am I able to do with documents at the Target, and what effect does this have at the Source? What am I not able to do with documents at the Target?My reason for asking this is the documentation provided on this attribute is provided below, with my additions entered in parentheses.None - This indicates that the inherited object connection is read only and no new connections can be mad