Document Management (DocMan)

Hi! I am having an issue where users that need to access documents attached to a Work Task (JtTask) cannot do so when only Object Access is enabled. I always have to give them person or group access to resolve the issue.The Object Access is working when authorizing invoices through ManSuppInvoice, so I believe the functionality is working but that me and my colleagues are doing something wrong or not aware what is truly required to enable a specifc user to access a document through Work Task object Access. Is there any guideline or documentation that could help me understand what role or access to an object like JtTask (and describing preferably more objects) is needed to grant a user access to the attached documents, provided object access is enabled? I have so far not found an answer to this conundrum and the workarounds I have been utilizing aren’t gonna help long term.

Hi All,We are experiencing an issue with the Aurena Agent when downloading attachments. When the Aurena Agent is enabled, users receive an error while downloading attachments.However, if the Aurena Agent is disabled, the download works without any issues.During our investigation, we found that the affected document revision had its file extension set to .pending instead of .PDF. We are unsure how this extension was changed, as newly created document revisions are not being created with the .pending extension and the issue cannot be reproduced.At this stage, we have not been able to identify the root cause. Has anyone encountered a similar issue before, or are there any known reasons why a document revision extension might be changed to .pending? Any leads or insights would be appreciated. Best Regards,Charuka

Hi all,I would like documents attached to a Purchase Order Header or Purchase Requisition Header to also be visible in the Attachment panel of the related Project Definition.Could anyone explain how the transformation methods should be configured for these Object Connection Transformations? A working example for either scenario would be greatly appreciated.Thanks in advance!

Hi Community experts, please advise on the below:After upgrading to 25R1 SU3, we observed new document classes (e.g., DISCO DOC, INVOICE, IPC DOC, IPC JSON, IPC REV, MM DOC) appearing in the Document Class basic data. These classes are visible to all end users. Does the upgrade add these classes? I would appreciate it if you could shed some light on this for better understanding.

DOCX files fail to upload with invalid file type even though the DOCX format has been added to the document formats. Can anyone assist with this issue?  

Dear IFS Community, We didn’t found a way to Detach or Delete approved step from Document Approvals (Attachments/APPROVAL PROCESS tab - IFS CLOUD 24R2 SU5).Even the user who approved has the error message “Illegal to remove a step with status Approved”.Anyone has a solution for this?  

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

User is given the respective permission set to be able to see the attachement panel but user is not able to VIEW the attached document. is there any specific grant that allows this? 

Hi All,As mentioned in several community posts, IFS is phasing out the shared document repository type with the introduction of support for file storage across multiple locations.According to the IFS documentation, although shared repositories are being deprecated, it is still possible to enable them manually. Customers may continue to use this functionality until IFS releases full support for multiple file storage locations.I would like to inquire whether any other customers or partners have manually enabled shared repositories and are currently utilizing this setup. Any insights or shared experiences would be greatly appreciated.Thanks,Chamath

Revision Date vs Date Created, this has always confused me as they seem the same to me: The Date Created is the date the revision was created.Explanation? Thanks.

Sorry if this has been answered before (I did look) but can someone direct me to documentation or an example on how to extract and print some basic doc rev information on, for example, the footer of a Word document? For example, when the doc is created using the template functionality in DocMan. Way back there, Visual Basic programming was written in the Office file as well. I assume it is different in Cloud. I’m just looking for a simple example to serve as a starting point.Thanks!

A common customer business requirement, especially within the Quality Control and HR departments, is the ability to identify the number of days before a document should be reviewed. For example, “all documents Standard Operating Procedures (i.e. SOP doc class) should be reviewed once a year.” The ‘Days to Expiration’ has been a feature since the beginning of time, but it only applies to obsolete documents. I have never had a customer interested in this for obsolete docs, but nearly all would like this feature for scheduled reviews of released documents.Have I missed this feature? Or, a clever solution?Thanks a bunch

21r2, using Chrome and with Aurena Agent installed, I find that the “eye” preview icon on a document attachment opens a PDF in the browser, whereas if i go to the document and click “View” i get the standard docman download to local checkout path.What’s the reason for the difference?Is there a way to get the eye/in-browser preview elsewhere?Preview in browser: 

Since I could not find this answer in text form, and easily visualized, here is the list of supported file extensions for the view, or "preview" command (the command with an eye icon) in IFS Cloud Web:PNG, JPEG, JPG, BMP, GIF, TIF, TIFF, MP3, WMA, MP4, WMV, WEBM, OGG, TXT, PDF 

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. 

It would help our endusers a lot, if you could, in a list of documents, could have a simple preview of the document…...When will IFS offer a preview solution for ALL documents checked in to IFS … ? We are running Cloud 25R1 

Dear all, Currently, we are storing almost 12 million documents in our IFS CLOUD environment. In order to rein in the amount of storage that is needed for these documents, we looked into the type of documents currently stored. As for IFS setup, a document may exist in two types, namely an ORIGINAL document next to a VIEW copy, example in the picture below. Since both are taking up space (in DB or Filestorage), knowing that our company goals are met by keeping only the ORIGINAL document, I am looking for an automatic way to delete all VIEW copies of a document, where it co-exists with an ORIGINAL copy.  Since the user-interface allows deletion of just the VIEW copy in the screen above, I think a migration job would do the trick, both in selecting the right documents as in controlled deletion of the VIEW copies. Know that I do not just want to delete the VIEW copy metadata (as shown here) but also the underlying file, thus freeing up file storage.My migration job looks as follows:I am ru

All, Overtime, we build up a considerable amounts of obsolete documents in our (currently) IFS Cloud environment. With considerable, I mean 1.200.000+ documents. For storage considerations, we want to delete all documents marked as obsolete. Documents got obsolete over the years, meaning that some documents became obsolete yesterday, others are obsolete since 2019. I learned that there is this parameter, DAYS_EXPIRED, under Document Management>Basic Data>Document Class Management, that I can set to indicate how long obsolete documents should be kept before being purged. These are my questions:First question Not sure how a value for DAYS_EXPIRED is treated.If I were to specify 10 as a value, does thatremove my total population of obsolete documents, starting in 10 days (as in: the clock starts ticking now for both new and existing obsolete documents, wait 10 days and then selection and removing of all obsolete documents takes place select all documents that are obsolete for at lea

Background:From the beginning of IFS Cloud (in Aurena ) , there were concerns of not being able to upload multiple document files into the Attachment section of a single Business Object. Having understood the requirements around the user experience, a fix has been delivered to all IFS Cloud tracks except 21R1 version.RnD Solution:The possibility to call “Create Documents”  was brought back when standing on an Attachment section of a business object. “Create Documents” page supports to Drag/Drop or Select single or multiple files and crate document accordingly attaching to the respective business object. This is handled by adjusting the  Document Default Value for “ATTACH_CREATE_NEW_FORM”  in the Document Management Basic Data setting.( Document Management > Basic Data > Document Default Values > ATTACH_CREATE_NEW_FORM)NOTE: It is still possible to set either “Create Documents” for multiple uploads or “Create Document Assistant” for a single upload as it was existed previously.

Hello, I am trying to add a connection between supplier and register arrivals.  Register arrivals uses the entity ReceiptInfo and view RECEIVABLE_OBJECT_INFO.When setting up the object connections for the ReceiptInfo entity, by default the view name is RECEIPT_INFO. By using this setup, together with the object connection transformation, SUPPLIER_ID=SENDER_ID, I was not being able to view the documents in the register arrivals page. So I changed the view in the object connections to RECEIVABLE_OBJECT_INFO. I also changed the transformation method as SENDER_ID is now SENDER.This works wonderfull, attachments from supplier are now visible in register arrivals.The problem exists now in the Receipt page, which uses the same entity but a different view.When I try to open any record in the receipt page, I got the following error message.This is understandable since the RECEIPT_SEQUENCE is key for RECEIPT_INFO, but it does not exists in RECEIVABLE_OBJECT_INFO. Is there any workaround, somethi

I am trying to create a Report Rule with an Action to Check In To Document Management.  When I print the document, I can get the system to create a Document based on the Document Class.  I need to also connect to an LU.  The LU is a Document Folder.  If my Document Folder name is Supplier, how would I enter the information in the Connected LU field?The Documentation has the following for Connected LU:<u>ConnectedLU / KeyRef:</u> You can specify if the generated report should be attached to an application form as an attachment. In this case you have to specify the LU and key-value pair to uniquely identify an instance in the LU. For example, if you want to attach the 'Invoice' report, in to the 'Customer Invoice' form, you need to specify the LU as 'CustomerOrder" from the ConnectLU combobox and Invoice\_no as the key and a value for that key. You can hardcode a value or retrieve the value from a xpath.But I am unsure of what to enter…. Any help would be appreciated.Gregg

We have a customer facing an issue after a change in the company structure. As part of the reorganization, document access rules were changed for individual users. The result is that newly assigned users can access newly created documents, but they do not automatically gain access to older documents that were created before the organizational change.Questions:What is the recommended way to handle this situation in IFS Document Management? Is there a standard approach to grant newly assigned users access to historical documents without manually updating existing document access records? For a new implementation, would it be considered a best practice to assign document access through groups/roles rather than individual users, so that future organizational changes do not create the same issue and new group members automatically gain access to both existing and future documents?Any experience or recommendations would be appreciated.

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.

Due to a storage space issue, our customer recently moved their files from the database (DB) to File System Storage (FSS).Since then, users have been receiving the information message shown below when accessing documents, and it is causing delays when viewing them.After researching the IFS Community, we found that this behavior may be related to the "Enable File Scan to Detect Malware" parameter in the System Parameters window. The suggested workaround is to disable this setting. However, due to security considerations, we do not want to disable malware scanning at this stage.We have also attempted refreshing the system caches, but the issue persists.Current version :25.1.5Any guidance or recommendations on how to resolve this issue while keeping malware scanning enabled would be greatly appreciated. 

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