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Document Management (DocMan)

This will include questions related to document management.

  • 928 Topics
  • 4,103 Replies
928 Topics
Chamath Kuruppuarachchi
Hero (Partner)
Chamath KuruppuarachchiHero (Partner)
asked in Document Management (DocMan)
Document Revision Approve Permission Issue

Hi AllSeeking 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

201
MikeCH
Hero (Employee)
T
Do Gooder (Employee)
thwglkDo Gooder (Employee)
asked in Document Management (DocMan)
Doc Class is not fetched automatically for drag and dropped attachments in the line level

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.

706
Mathias Dahl
Superhero (Employee)
M
Do Gooder (Customer)
MickCDo Gooder (Customer)
asked in Document Management (DocMan)
Could not update BLOB

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

215
M
Do Gooder (Customer)
C
Sidekick (Partner)
cabafrSidekick (Partner)
asked in Document Management (DocMan)
Copilot document search

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?

1546
Mathias Dahl
Superhero (Employee)
Chamath Kuruppuarachchi
Hero (Partner)
Chamath KuruppuarachchiHero (Partner)
asked in Document Management (DocMan)
IFS Cloud Document Repositories

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

1357
Mathias Dahl
Superhero (Employee)
wahelk
Hero (Former Employee)
wahelkHero (Former Employee)
asked in Document Management (DocMan)
Changes to page Create Document from Microsoft Office

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  

6911
Mathias Dahl
Superhero (Employee)
M
Sidekick (Partner)
MiguelAlejosSidekick (Partner)
asked in Document Management (DocMan)
Insert a PDF file via API from Postman

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}   GETSearching for the file from the PC in a local environment.https://xxxxx.es/main/ifsapplications/projection/v1/Documen

120
M
Sidekick (Partner)
H
Sidekick (Partner)
HoiIndikWSidekick (Partner)
asked in Document Management (DocMan)
Object connection transformation based on the Document Class

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

404
Mathias Dahl
Superhero (Employee)
R
Do Gooder (Partner)
RacRungtMDo Gooder (Partner)
asked in Document Management (DocMan)
Server Error in Document Revision and Document Revisions page in App10 Aurena

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

246
S
Do Gooder (Partner)
S
Do Gooder (Customer)
SYBMETHSHIKADo Gooder (Customer)
asked in Document Management (DocMan)
File Storage support for build place environments

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  

121
Mathias Dahl
Superhero (Employee)
N
Do Gooder (Customer)
nogoDo Gooder (Customer)
asked in Document Management (DocMan)
drag and drop file from Sharepoint to IFS

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? 

152
Mathias Dahl
Superhero (Employee)
K
Do Gooder (Partner)
kumarmvnkDo Gooder (Partner)
asked in Document Management (DocMan)
Limited usage of DocMan

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 .. !!!

373
K
Do Gooder (Partner)
Mathias Dahl
Superhero (Employee)
Mathias DahlSuperhero (Employee)
posted in Document Management (DocMan)
Electronic Signature (E-sign/E-signature) of documents - new feature in IFS Cloud 23R2

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? 

6648
Mathias Dahl
Superhero (Employee)
Mathias Dahl
Superhero (Employee)
Mathias DahlSuperhero (Employee)
posted in Document Management (DocMan)
How to find the latest version of the Aurena Agent

The Aurena Agent can be downloaded from the Add-ons page in any IFS Cloud installation, like so:In case you don't have access to any IFS Cloud environment, here is a link that allow you to download the latest/current version:https://ifsdownloads.blob.core.windows.net/addon/AurenaAgent/SetupAurenaAgent.msiThe same version will work with Apps 10 Aurena. 

150
Mathias Dahl
Superhero (Employee)
C
Do Gooder (Customer)
Corey LileDo Gooder (Customer)
asked in Document Management (DocMan)
Approval Template Permission Issues in Cloud

Hello, I have several users who are part of an approval Process attached to Business Opportunities. We have just switched to Cloud and previously they were able to do their approvals with no issues. They are also able to do the approvals in our TEST environment without Issue. However in Prod they make it to the point of the pop-up that asks “Do you want to Approve the Selected step?” they click “Ok” and then get a system permission error. I have looked and compared just about everything under permissions I can and have not turned up anything different. Does anyone have any Ideas or suggestions? 

221
Mathias Dahl
Superhero (Employee)
AntonioInfoConsulting
Sidekick (Partner)
AntonioInfoConsultingSidekick (Partner)
asked in Document Management (DocMan)
Tricky Object Connection Transformation

 I am trying to setup an object connection transformation for the following. The behaviour I am expecting is :1.Attach a document to Object type2.Attached document should be inherited by all the Functional Objects connected to that Object type3.Attached document should be inherited by the Work Order/ Work Tasks created  which are connected to that Functional Object The items 1 & 2 were successful but the item 3 has failed.Should this be a straightforward connection or am I doing something wrong ? 

335
Mathias Dahl
Superhero (Employee)
K
Do Gooder (Partner)
K.KDo Gooder (Partner)
asked in Document Management (DocMan)
Attaching a zip file as a document created 2 files in the revision "ORIGINAL" and "VIEW".

Hi,When attaching a zip file, the system sometimes creates two files: "ORIGINAL" and "VIEW" in the "FILE REFS" tab in the document revision:The parameterization looks like this:A duplicate entry is visible in the edm_file_tab table. Does anyone know why the system creates "ORIGINAL" in most, and sometimes ‘ORIGINAL’ and ‘VIEW’?Best regards

627
Mathias Dahl
Superhero (Employee)
M
Do Gooder (Employee)
MATHDEDo Gooder (Employee)
asked in Document Management (DocMan)
Access to document folder

Hi together,I have a question regarding access not on a sole document, but on a document folder for defined users. So, is it possible to setup access for a user for the whole document folder instead of just setup the access for a sole document itself?Thx and regards, Markus

162
M
Do Gooder (Employee)
K
Do Gooder (Customer)
KayaDo Gooder (Customer)
asked in Document Management (DocMan)
"Error message: Forbidden" when uploading to attachments

I have an issue that has only cropped up with a few users and can’t be solved by normal troubleshooting of Aurena Agent.Process:Prepare Work Order → Attachments → Documents → New Document Set Doc Class and Format, click Select, choose file (located on desktop folder, also tried moving it to the \Documents\IFS folder) Click Upload. The following error messages crop up:1st error message: EdmFile.The "EDM File” has already been removed by another user.2nd error message: Something went wrong when uploading the file using the Aurena Agent. Error message: ForbiddenI have tried uninstalling/reinstalling Aurena Agent, including logout/reboot. Sometimes this works for a little while, but then the issue returns. As mentioned, this is only an issue for a few users, so I don’t think it’s a case of e.g. security settings crashing with IFS operations.Has anyone else experienced this and found a solution?

141
Mathias Dahl
Superhero (Employee)
K
Sidekick (Customer)
KEVSERSidekick (Customer)
asked in Document Management (DocMan)
Sending a database-stored attachment via email

 Hi everyone,I want to send a PDF file attached in the "Attachments" section of the IFS 10 application to a user via email. Here are the steps I followed, but I was unsuccessful.  Why am I getting this error? What alternative approach can I take? I would appreciate your help. I retrieved the BLOB data of the relevant attachment using the query:SELECT k.file_data FROM edm_file_storage I wrote a function that returns this value. CREATE OR REPLACE FUNCTION Get_Oq_File_Data(     INQUIRY_NO_ IN VARCHAR2,      REVISION_NO_ IN VARCHAR2 )  RETURN BLOB IS     v_file_data BLOB;   BEGIN     SELECT t.file_data      INTO v_file_data     FROM Doc_Reference_Object_tab d     JOIN Edm_File_Tab e ON e.doc_class = d.doc_class                          AND e.doc_no = d.doc_no                          AND e.doc_sheet = d.doc_sheet                         AND e.doc_rev = d.doc_rev     JOIN EDM_FILE_STORAGE_TAB t ON e.doc_class = t.doc_class                                  AND e.doc_no = t.doc_no     WHERE

151
Mathias Dahl
Superhero (Employee)
Mathias Dahl
Superhero (Employee)
Mathias DahlSuperhero (Employee)
posted in Document Management (DocMan)
IFS Electronic Signature feature ("E-sign") - questions and answers

What is it? The E-sign feature is available from IFS Cloud 23R2 (Cloud deployment only, Remote currently not supported). At its core it's an integration between IFS Document Management ("Docman") and Adobe Acrobat Sign.In order to send a document for signing you need to first upload it to Docman, release it, and attach it to some screen/business object. For details on the process, watch the video linked below.https://www.youtube.com/watch?v=Aed1j9VOPDU Agreements/envelopes When you send a document for signing to one or more recipients an "agreement" is created in Adobe Sign. The agreement acts like a container for the document and the list of recipients, and supports the whole flow from sending, signing and retrieving the signed document. As of 24R2, you can only send one document per agreement. An agreement in Adobe Sign is what other E-sign solutions sometimes calls "envelopes."IFS keeps track of every agreement that has been created and, to use a term that's more known and to keep t

2984
Mathias Dahl
Superhero (Employee)
H
Sidekick (Partner)
HoiLakshGSidekick (Partner)
asked in Document Management (DocMan)
"Copy Approval Template" is not active in CR

Hi,The RMB menu option “Copy Approval Template” is visible, but it is not in active to select in the Change Request window.Full Access has been granted, and the Approval Template records are also available.But still the option is not enabled. The user is in UPD 22. Expecting your thoughts on this. Thank you!

281
P
Superhero (Employee)
C
Sidekick (Customer)
CaroleSidekick (Customer)
asked in Document Management (DocMan)
Import view copy with the create document assistant

Dear experts,With IFS Cloud 22R2, when using the create document assistant, the view copy (PDF file) is not imported in addition to the original document.On the contrary, if I check-in a document from the document revision window, the both files (PDF & original) are imported.Is it normal that it is not working with the create document assistant ? I remember that in V8, it was working.Thanks for your help

32011
Mathias Dahl
Superhero (Employee)
NipunGunaratne93
Sidekick (Partner)
NipunGunaratne93Sidekick (Partner)
asked in Document Management (DocMan)
Access can be edited in 'Approval In Progress' status

I have created a document revision and add approval steps to create the approval routine within the department. I have disable the option ‘Update Allowed During Approval’. Because of that option any changes on the document couldn’t be performed during the approval. However, Access can be edited and changed during the approval process. Does anyone know the logic behind this behaviour or is it a bug in IFS?

232
NipunGunaratne93
Sidekick (Partner)
P
Do Gooder (Partner)
PatrickdefivesDo Gooder (Partner)
asked in Document Management (DocMan)
IFS Cloud File storage - Azure and External Files

For IFS Cloud installed 23R2 and 24R2, we have a customer who didn’t want to store some documents in Azure but in another location for confidentiality purpose. As the file storage is defined in the general help : IFS Cloud File Storage (File Storage, or FS for short) is a secured generic framework service which can be used to store and retrieve documents from different locations such as Azure Storage and local file shares. This service is especially useful when handling large files or large volumes of files. For more information about IFS Cloud File Storage, look it up in the technical documentation. Could you please confirm it is possible to define several locations including Locql File Shares ? Do we need then to follow : Installation Guide - Technical Documentation For IFS Cloud Regards

1718
CodyWhite
Do Gooder (Customer)

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