Document Management (DocMan)

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

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: 

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

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

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? 

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

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? 

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?