Skip to main content

Document Management (DocMan)

This will include questions related to document management.

  • 955 Topics
  • 4,186 Replies
955 Topics
MIMLFULK
Hero (Customer)
MIMLFULKHero (Customer)
asked in Document Management (DocMan)
Document Class Restrictions

We are trying to restrict a certain document class that only users in a specific person group can upload using it. Others are set up to have view access to the document class but we only want 1 person group to be able to upload a document to this specific document class.

121
matt.watters
Superhero (Partner)
Dumeesha Wanigarathna
Superhero (Partner)
Dumeesha WanigarathnaSuperhero (Partner)
asked in Document Management (DocMan)
Transfer Documents from DB to Cloud File Storage for IFS Managed cloud customer

Hi ,I am studying how to move documents from Edm_File_Storage_Tab to cloud file storage in a managed cloud customer. IFS has provided a KBA article and I have referred Technical documentation as well as functional documentation. However they are not much informative about  how it should be done for managed cloud customer who has already upgraded and live.The KBA article from IFS Customer Service - Managing High Disk Usage by EDM_FILE_ STORAGE_TABIFS Tech documentation Cloud File Storage - Technical Documentation For IFS CloudDocumentation about Cloud Migration Tool - Cloud File Storage Migration Tool - Technical Documentation For IFS Cloud Can any one give me exact steps. My questions after reading above materials.1.0 Will the below step create a cloud file storage in managed cloud ?2.0 Can we use Cloud File Storage Migration Tool after go live. Or is it a tool which only can be used during the upgrade phase. Should we use this tool or any other way as below3.0 Can we use  Cloud File S

472
O
Hero (Partner)
M
Do Gooder (Partner)
Momoka SakotaDo Gooder (Partner)
asked in Document Management (DocMan)
How to run FsMigTool.cmd.

When you run FsMigTool.cmd, the follow error log is output. I understand that I need to set the information in the red box in the error log (Docman options, APP9 DB connection information, IFS Cloud connection information).I would like to know how to set it up. IFS Cloud Version: 23.1.16

200
M
Do Gooder (Partner)
M
Hero (Employee)
Magnus JohanssonHero (Employee)
asked in Document Management (DocMan)
How to Avoid (Limit the Risk of) Selecting an Incorrect Document Class

Hi,There are several questions in the Community related to solving a situation when a User has connected a Document to an incorrect Document Class.I would however want to ask if there are any good suggestions on how to avoid having a User selecting an incorrect (unwanted) Document Class, to begin with?An important aspect here is that selecting an incorrect Document Class can result in unwanted Users or Countries getting access to the Document. This is for instance the case and very sensitive for Companies needing to be compliant with Export Control.Is there any good way of filtering Document Classes - for instance on Country/Company - to avoid the selection of an incorrect Document Class, resulting in the Document being stored in an unwanted Country (server)? Perhaps it is somehow possible to only show Document Classes for “local” storage as a default? Thereafter requiring the User to make an active selection to view other available Document Classes?Thank you very much.

262
M
Hero (Partner)
Mathias Dahl
Superhero (Employee)
Mathias DahlSuperhero (Employee)
posted in Document Management (DocMan)
Deprecation of the FTP and Shared repository types in Docman in 24R1 - a heads-up

Deprecation of the FTP and Shared repository types in Docman in 23R2 - a heads-up This post is only relevant for Remote customer installations. For managed cloud customers, FTP and Shared document repositories are NOT supported. This is a heads-up on IFS deprecating support for the FTP and Shared repository types in Docman in IFS Cloud 23R2, for complete removal in 24R1.If you have customers using these two repository types today, you should plan for migrating to Database or File Storage.If you are planning to implement this in Remote Deployment in IFS Cloud right now, you should reconsider, and use File Storage or Database.In Remote deployment, File Storage will still have support for local/external storage (outside the database) by supporting SMB/network shares. BACKGROUND Back in the day, Docman started out with support for "external" file storage via our support for FTP and Shared (folders) as the only repository types. Later, Database storage was added upon request from customers.

413374
W
Sidekick (Customer)
P
Do Gooder (Customer)
PetaKuDo Gooder (Customer)
asked in Document Management (DocMan)
Replicate documents from DOP to SO

Good morning,our design department is currently ending its process within creating DOP structure and release of DOP orders.Within DOP header, they usually attach the documents like drawings, specifications, data sheets necessary for production or purchasing to process. Can somebody advise on how to set up the object connection in a way that all documents from DOP header are transferred for all shop orders / purchase requisitions? Or is there a way to define which ones are just to the shop orders and which ones to the purchase requisitions? I am not having any luck in this regard. Thank you,Best RegardsPetaKu

374
MikeCH
Hero (Employee)
GISANCAR
Sidekick (Customer)
GISANCARSidekick (Customer)
asked in Document Management (DocMan)
Override default value in Document Class Management

It is not possible to override the default value for SYSCFG_SOX_LOG_EXPIRE_DAYS (Edm File Op Announce) - how long a log entry will remain before it is deleted.Is there a way to override this default value? Is there a parameter somewhere that will enable this override?We have a requirement to store information for a very long time for a specific document type.We can of course change the standard value to 9999, but that would affect all documents and the table would fill up quite quickly.

182
GISANCAR
Sidekick (Customer)
G
Sidekick (Partner)
GaSoGBSidekick (Partner)
asked in Document Management (DocMan)
IFS Cloud 24R2 - DOCMAN - Restrict Document Classes to Users

Hi Docman experts,Scenario.When attaching a document to a ‘Supplier Request’ using Attachments and then options ‘Attach Existing’ or ‘New Document’ , I would like to show only 3 Document Classes to End Users so that they can only select from those 3 Document Classes.How can I achieve this using existing Docman functionality?As you can see in the screenshot, End-user can see multiple document classes.I tried ‘Document Defaults per Object’ by defining the LU name but it only defaults the Document Class when creating a new document and it does not filter/restrict document classes.  

582
G
Sidekick (Partner)
Chamath Kuruppuarachchi
Hero (Partner)
Chamath KuruppuarachchiHero (Partner)
asked in Document Management (DocMan)
Unable to open the Link file downloaded through Docman revision

Hi Docman experts,I am facing an issue where I am unable to open a short cut that I attached to the docman revision. This file is located in a share location and I have the access for the location. Here is the set up,EDM basic data I have created a lnk file for a shared location original file.I was able to successfully attach the document to document revision. But When I view the file its getting downloaded even to the same machine, but it appears as below but I cannot select the lnk file now and open that main file.​​​​​After downloaded, file type is appearing as .downloaded.Is there any additional set up that I want to do to view these lnk files?? ThanksChamath

282
Mathias Dahl
Superhero (Employee)
L
Sidekick (Customer)
lionSidekick (Customer)
asked in Document Management (DocMan)
how/where to view all approvals history in Cloud?

how/where to view all approvals history in Cloud? In IFS10, we can find it from attached screen 

566
matt.watters
Superhero (Partner)
C
Do Gooder (Partner)
CovRameeHDo Gooder (Partner)
asked in Document Management (DocMan)
Error when uploading the file using Aurena Agent. Error message: Forbidden

We are testing some document macros in Cloud 24R2 UPD2 and we are getting the below error when trying to check-in documents in Document Revisions while IFS Aurena Agent Chrome extension is active. Note that there are no errors when checking-out documents.  The same error occurs for all document classes while the Chrome extension is active and no errors when the Chrome extension is disabled.Has anyone experienced a similar error and found a solution?  

231
C
Do Gooder (Partner)
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?

544
C
Do Gooder (Partner)
K
Sidekick (Employee)
kibsdkSidekick (Employee)
asked in Document Management (DocMan)
Missing drag and drop in Create Document form

I am missting the drag and drop option when creating new documents in all of our nordic presales environment on 21R2 - running in Chrome. If I run in Edge it worksWondering if I am missing a setup somewhere - or if I am experiencing a bugMy Create New Document form looks like this in Chrome  and like this in Edge: 

88128
V
Sidekick (Customer)
R
Do Gooder (Partner)
RaviprasadpremDo Gooder (Partner)
asked in Document Management (DocMan)
Documents attached in Work Task Doesn't show in B2B

In IFS Cloud 24R1, when we create a Work Order/Work Task for B2B and attach the document in Work Task and assign to contractor, in B2B Login Document count is shown but not the attached Document details. any settings is missed ?Note: once we attach the document from B2B we can see the document in IFS Cloud Work Task.  

313
R
Do Gooder (Partner)
A
Do Gooder (Partner)
AsahiNickDo Gooder (Partner)
asked in Document Management (DocMan)
Confirmation prompt for a Document Approver

We’re working with a client who is currently using Apps 8. Within their document management solution today whenever anyone approves a document the system creates a “Pop Up” message asking them to confirm that they really do want to approve this document. The client wants similar functionality in IFS Cloud which they insist is standard in Apps 8 I can find no way of setting this up within the system and have proposed that setting up the “Security Checkpoint Required” at the Approval Step level will provide a similar degree of confirmation of intent, but is there any way of providing this confirmation “Pop Up” prompt out of the box in Cloud

151
D
Hero (Employee)
S
Do Gooder (Employee)
Supun AmarasingheDo Gooder (Employee)
asked in Document Management (DocMan)
DOCMAN_DB_TO_FS application message Failed

HiCustomer is using File Storage in IFS Cloud. There are currently two application messages on failed status with error message:" ExecutionException from Sender thread Caused by: ifs.fnd.connect.senders.ConnectSender$TemporaryFailureException: Exception while sending data Caused by: ifs.fnd.connect.http.InternalServerErrorException: InternalServerErrorException: 500#{"error":{"code":"ODATA_PROVIDER_ERROR","message":"An internal server error occurred. Contact administrator.","details":[{"code":"PROJECTION_IMPL_EXCEPTION","message":"Error when moving document from DB to File Storage. [File Name: invoice_image : Failed to Lock the File. File 'invoice_image' was not moved since it is in state '']"}]}} "What could be the reason for this certain error? product version- 23.2.17 Thank you

110
S
Do Gooder (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  

10716
P
Superhero (Employee)
T
Do Gooder (Employee)
TharuDo Gooder (Employee)
asked in Document Management (DocMan)
Is there any requirement to run a Shrink Lob Segments job after the Transfer Media has completed to reclaim space for the transferred files?

Hi All, I'm currently working on an investigation related to the media files migration via the Azure FSS. I have the below doubts that are quite tedious to solve. Much appreciated if your expertise could be shared on this.    When the Transfer Media process is run, the MEDIA_OBJECT column in the MEDIA_ITEM_TAB is set to NULL as expected however the UPLOAD_PICTURE_DATA column in the JT_TASK_SURVEY_ANSWER_TAB remains as NOT NULL. Should the UPLOAD_PICTURE_DATA column also become NULL after the transfer otherwise the table will continue to grow? As can be seen below it is already consuming ~1.5TB. If the UPLOAD_PICTURE_DATA column data is removed will this have any impact on the future interface which will extract the media files from the FSS storage and move to a 3rd party solution (Amazon S3)? Can IFS provide benchmarking information on the likely duration to transfer this volume of media files from database to FSS? There could be new media files added from the MWO survey answers whilst

230
T
Do Gooder (Employee)
G
Do Gooder (Customer)
GDISNODo Gooder (Customer)
asked in Document Management (DocMan)
Check in Original Invoice pdf from a E-Invoice Service Provider to customer invoice

 We send customer invoice to E-Invoice portal through service provider.Then we get a unique number/QR code and the invoice layout is produced by service provider out side IFS.Then the service provide will send us back the Original Invoice pdf.Is there a way to check in a that document to customer invoice object in IFS ?

131
J
Sidekick (Employee)
R
Do Gooder (Customer)
ROXTOBANEDo Gooder (Customer)
asked in Document Management (DocMan)
a.i - Docman

We have a need to search the content of documents for certain document classes. Is there any plan in Docman to build AI service to ask questions against docman documents.

282
R
Do Gooder (Customer)
MikeCH
Hero (Employee)
MikeCHHero (Employee)
asked in Document Management (DocMan)
Attachment link to document detail page instead of document revision page

Hi all,Users should not have access to the document revision page, but only to the document detail page here: However, the problem is that the link here in the document attachments always refers to the document revision page. Is it possible to set/change this somewhere so that this link button goes to the document details page? Thanks, Mike

240
MikeCH
Hero (Employee)
T
Do Gooder (Employee)
TharuDo Gooder (Employee)
asked in Document Management (DocMan)
Error when trying to open a Word Document attached to Document Revision Page - IFS Cloud

Hi All, I’m currently working on an investigation regarding a corrupted file. The customer in question is from the Oil and Gas sector, and the Replication module is enabled in their system. This particular document has been uploaded across several off-shore environments as well.In those off-shore environments, the document can be downloaded and viewed without any issues. However, when the same document is downloaded from the PROD environment and opened using Microsoft Word, the following error is encountered:- I attempted to use Microsoft Word’s "Open and Repair" recovery option, but the document still throws an irrecoverable error.After retrieving and analyzing the Base64-encoded version of the file, the investigation has been narrowed down to three possible causes: The Base64 encoding might be incorrect. The Base64 string could be incomplete or modified, leading to invalid content. The file type may be incorrect — the content may not actually be a valid .docx file. However, upon

230
T
Do Gooder (Employee)
M
Do Gooder (Partner)
MARLDo Gooder (Partner)
asked in Document Management (DocMan)
Error when Sending container for signing

using Cloud 24R2 and experience the following error message within eSign: Error when Sending container for signing any ideas? /Martin Lindstrand

295
M
Do Gooder (Partner)
G
Do Gooder (Customer)
GrayHamDo Gooder (Customer)
asked in Document Management (DocMan)
Supported File Types by the IFS File Previewer

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 and .

743
J
Do Gooder (Employee)
N
Hero (Customer)
NMALKIHero (Customer)
asked in Document Management (DocMan)
search inside the body document

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

1777
Mathias Dahl
Superhero (Employee)

Badges

Show all badges
Terms & ConditionsCookie settings