Document Management (DocMan)

Hi Docman Team, I decided to create a new post, as it might make it too easy for others to find the correct answers through a simple search. Tried to find answers through existing posts but couldn't find any. Here is the context of my situation: I am currently working on an IFS Cloud implementation for a defence sector customer with operations across multiple countries. The IFS Cloud environment is hosted on-premise. Due to legal requirements, the defence customer must store documents within the respective countries where their operations are located. At the moment File storage only support one location and even though the use of FTP and SHARED repository types has been disabled by default. A system administrator can enable it by changing the value of the object property FTP_SHARED_OVERRIDE in the object LU Edm Location from DISABLED to FORCE_ENABLE_DEPRECATED_FEATURE. ​@Mathias Dahl commented that the support for FTP and Shared repositories are not removed yet, and it will not remove

Hi, I think most Docman users on IFS Cloud or Aurena on Apps 10 have found that things becomes nicer when the Aurena Agent is installed. It enables features that makes the IFS Cloud on par with what we could to on IFS Enterprise Explorer in Apps 10 and earlier. Having said that, the Aurena Agent is not without problems. It needs to be installed, to begin with, and it's "an extra technical thing" that can break. We would like to understand for what purposes our customers decide to install the Aurena Agent. Here's a list of features that becomes possible when it's installed: Deleting local files. This is a good thing for customers that want us to remove a local file after it has been checked in (uploaded) to IFS Cloud. They don't want to have "files lying around." Directly open a downloaded file. Web browsers can open a file that was just downloaded, but it's up to the user to set that up and not something we can control from IFS Cloud. With the Aurena Agent we can make sure it always ha

I write to ask some questions about the IFS file previewer for attachments. The ability to use the file preview is denoted by the presence of an icon shared like an Eye. I believe, if a user has permission to view the attachment in question, then they would see the 'eye' if the attachment in question is a supported file type. Please could I ask the following, and please could I ask if the answers to the following could potentially be summarised and published as an IFS KB article since I think this information would be useful to any IFS customer. 1) Can a table be provided of which file types can be viewed via the IFS file previewer?If support for previewing of a particular file type was introduced in a particular version of IFS, could a note be included stating from which version of IFS this support was introduced? If there are some notable file types which you know are NOT supported by the IFS file previewer it could be good to call those out. (I would be keen to establish that .msg a

Hi Heroes, Just wondering is it possible to do a search for a word /expression inside the document body itself not just by document title ? Thanks Nadine

Hi, Is it possible to add or do change to ‘Create Document from Microsoft Office’ page and do relevant changes in document management Office Add-In as customizations? something for outlook import. for example add a new field to page and in relevant changes in Add-in for import. Best Regards, Wasana

Hello, We currently store our emails to customers as attachments on case contact log entries. Is there a way in a workflow or event action to open that file, read the data in that email attachment? I just need the exact date the email was sent, which if you open up a .eml file, it saves it on the 3rd line. I’m very new to document management but I thought I’d ask and see if this is possible in IFS Cloud. Thanks, Bryan

Hi, Just want to know whether FileStorage repositories are available with build place environments?.. When trying to test a repository it gives an error. Also, FS Migration tool fails as well. Best Regards, Methshika

Hello, I try to instal the Cloud File Storage Migration Tool in our UAT database because we have a storage problem, so the first step it's to instal the "Installing a custom PL/SQL API used by the tool in the source database", so someone can help me step by step how i can do that please ? i follow this documentation : https://docs.ifs.com/techdocs/24r1/030_administration/210_cloud_file_storage/fsmigtool/#logging_options Thank’s

Hello community, Customer needs to transfer document from DB to Storage. The following steps were our test after we added a new document on an inventory part: activate repository * (Default) - Status set to 'Generating' which is set to Database deactivate repository TEST (this is where the document class is set to Klasse 200-400) – Status set to 'Usable' check-in Doc -> this is then saved in * (DEFAULT) so the database (this is correct) Then activate repository TEST (Generating) und deactivate * (Default) (Usable) select repository * and transfer option is activated Select transfer – From Default to TEST – select file to transfer and finish. Where does our file end up? this part did not work. We could not find our file in the docman. The file is definitely gone. The next test it didn't show as available for transfer anymore but we also couldn't open the document anymore. Does anyone have some experience with this? Thank you very much. Jiri

In Apps 10, I have an Approval Routing set up on a Change Request. I have events set up to notify the next Approver (via Streams Message). I also want to set up an event to Notify the person who started the Approval Routing when a Step is Rejected. I have a Streams Message based on the Event STEP_REJECTED_NODOC, but I cannot figure out how to add the originator of the Approval Routing on the Streams Message I can add an individuals name to the To: Field, but multiple people will be creating Change Requests. Is there a way to add some logic in the To field to get the persons name from a field on the Change Request (Example - Created By) and then when the Approval routing is rejected, it will send the stream message to them?

We have lots of old PDF files in the PDF archive screen. Whats the best way to archive these off. Is there an Archive job that will automatically do this.

Hi All, When we navigate to the “Change Order” Screen and opening some documents below error appears Customer has recently upgraded the application from App8 to Cloud 22R2, and this error appears only for documents came from App8. When downloaded the documents, the document is getting downloaded, but when try to open it, we get the below error. this error is appearing for any document, including images. The repository type of the documents is 'Database' and the documents are accessible via the database. That means the files are available in the database. Following is the detailed error message we are getting. ------------------------------------------------------------------------------------------------------------------------------ Url (parameters included) = https://XXXXXXXXXXXXX.ifs.cloud/main/ifsapplications/web/page/ChangeOrder/Form;path=0.316016970.807759036.1454382064.1703287063;usedefaultfilter=true;$filter=%28startswith%28EcoNo,'HRBA100058'%29%29;record=KEVjb05vPSdIUkJBMTAwMD

Hi Using Postman and the API, I need to be able to upload documents to IFS Cloud. I managed to complete the entire procedure to close the document and assign the corresponding values, but I couldn't insert the physical document. How could I add a PDF to a document already created in IFS, I need to transfer it from Postman to IFSCLOUD. I've done everything but all I need is to attach the PDF file. POST: Create an Original document type. https://XXX.es/main/ifsapplications/projection/v1/DocumentRevisionHandling.svc/FileUploadPrerequisite { "DocClass": "FBC", "DocNo": "1000041", "DocSheet": "1", "DocRev": "A1", "DocType": "ORIGINAL" } Answer: { { "@odata.context": "https://xxx-xxx.es/main/ifsapplications/projection/v1/DocumentRevisionHandling.svc/$metadata#IfsApp.DocumentRevisionHandling.FileUploadPrerequisiteStructure", "DocType": "ORIGINAL", "FileNo": 1 } GET Searching for the file from the PC in a local environment. https://xxxxx.es/main/ifsapplications/projection/v1/DocumentRevisionHa

Hi I would like to use DOCMAN for upload file on IFS CLOUD by use IFSSTORAGE. I not sure how to setting the parameter and apply configuration to IFS. Please suggestion how to set parameter and configuration on IFS.

Hi All Seeking guidance here. I am setting up an approval template in the document revision and I added a user to approve the document. But this user only granted the DOCUMENT_ATTACHMENT_CLOUD permission set. Once I start the approval, this user can view the document but he cant approve the document and I get below error. I am just thinking do I need to grant any additional permission to these users who are doing document approvals? I dont think we need to grant Doc Admin permission for these approvers as I dont want approvers to see other documents and document revisions. Any suggestions please? Thanks, Chamath

I would like to setup specific Document Classes to go through a default approval by our Document Manager. We are having trouble with users not selecting a template before submitting. Does this functionality exist? If not, does anybody have an idea of how I could do a custom event to complete this?

When trying to attach a document we are getting the following errors: Could not update BLOB. Message is: ORA-00600: internal error code, arguments: [kcbzib_lobsd_1},[],[],[],[],[],[],[],[],[],[],[] We are using IFS apps 10 EE UDP25

I have an Event Action set up for STEP_READY_FOR_APPROVAL to send a Streams message for a Document Revision Approval. First Approval step is to an Individual Second Approval step is to a Group When I start the Approval process, the individual receives the Streams message. When he approves the Step, no one in the group on the second Approval step receives a streams message. If I change the second Approval step to an individual, they do receive the streams message. I have tested changing the first Approval to the group and started the Approval process and the streams message does not send to anyone in the Group. I have set up the Event Action exactly the same in a different client's environment and the streams notifications work. Is there some setting needed to send streams to individuals in a Group? This is for IFS App 10.

The doc class is getting fetched only in the header level when using the drag and drop option to attach files. But when the user manually attaching files by browsing, the doc class gets automatically fetched in both header level and line level. When drag and drop option is used. When manual browsing option is used. Need to know the reason for this difference between two options.

Hi, Will the Copilot integrated in IFS Cloud be able to search text within the content of the documents that are stored in Document Management?

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

Hi, Is it possible transfer only a selected type of document attachments after creating an Object connection transformation record? Example - Customer needs to attach 2 types of documents to the purchase order page, Purchase order confirmation and the supplier invoice. If we create 2 document classes for above 2 categories, and then setup an object connection transformation to transfer attachments from purchase order to the manual supplier invoice page, is it possible to transfer only the supplier invoice attachments without transferring the Purchase order confirmation document? If possible, what are the configurations we need to use? Best regards, Indika

When user click to Document Revision or Document Revision, will get Server Error in App10 Aurena Other Pages of Doc Man can show data

we wants to import file from sharepoint to IFS, is it a way to synchronize or drag and drop function in IFS? or do we need an extra tool?

If i am setting up HR docman files and I do not want eployees or supervisors to view the documents … ONLY HR STAFF SHOULD BE ABLE TO EDIT AND VIEW DOCUMENTS.. how best can i achieve this ? I have one group for HR Staff with Edit Access rights and One for all users with No Access .. !!!