Document Management (DocMan)

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?

We have a specific question regarding IFS Cloud Document Management security.The document repository is located on a sovereign SMB server/share, and the end user is also located within that same sovereign environment. However, the IFS Cloud application tier and DB is hosted remotely in another country.Our requirement is that cryptographic protection is applied before the document leaves the originating sovereign security boundary and remains intact until it reaches the intended recipient’s sovereign security boundary.In practical terms, we need to understand whether the IFS Cloud middle tier ever decrypts or materialises the document content in plaintext while it is being transferred between the SMB repository and the client, including in volatile memory (RAM).For example:Download / ViewSovereign SMB Repository → Remote IFS Cloud Middle Tier → Sovereign ClientCheck-inSovereign Client → Remote IFS Cloud Middle Tier → Sovereign SMB RepositoryThe requirement is that the remote application

Good day..In Document Folder Navigator.(FS Cloud 24R2 & 25R1)documents are downloaded before viewing it.Is there a setup to view directly rather than downloading ?In my case, its saved in my TEMP folder each time I view it. RegardsSBM

Hi Everyone,We have a requirement around Subcontract Management in IFS Cloud and wanted to check if anyone in the community has implemented a similar modification or solution design.Requirement OverviewDuring the subcontract creation/administration lifecycle, a Subcontract record can contain: Multiple Document Attachments stored in IFS Document Management (DocMan). One or more SharePoint file URLs linked as external document links/URLs. When the user triggers a "Generate Subcontract Package" action (or similar command), the system needs to: Retrieve all physical attached documents (DocMan attachments) associated with the Subcontract. Retrieve/download all external files hosted at the linked SharePoint URLs. Convert/Merge all retrieved documents (including cover pages/report outputs) into a single, consolidated PDF file. Attach the generated merged PDF back to the Subcontract's DocMan repository automatically. Questions for the Community: Has anyone implemented a similar automat

Does IFS support “New Outlook” - we have some users that have switched over to the new Outlook and everytime they try to open an attachment they get the pop up stating “This action isn’t supported yet - The New Outlook for WIndows doesn’t currently support this action.  You can switch back to Classic Outlook for WIndows and try again”

Hi, In our company, many documents are distributed to different users, and over time the distribution history grows significantly. After several years, the distribution history log can become very large. As a result, we would like the ability to remove or permanently delete distribution history records that are older than a specified retention period, for example, five years.At present, we are not aware of any functionality that allows distribution history records to be permanently deleted. Our initial assumption was that there might be a database task available for this purpose. However, we have not been able to identify any method for removing or deleting these records.Is there a standard way to accomplish this without requiring a customization or a new IFS method for deleting distribution history records? If not, is this something we should add as an Idea, that such a method is created in IFS standard, and could be scheduled as a database task with parameter for retention period?   

Hello,We are doing an Upgrade for a Customer who is upgrading from Apps10 to IFS Cloud 24R1 (have plans to get 24R2 or 25R1 in future). This is a remote customer who uses a lot of documents.In their current Apps10 system, they have these documents in FTP Repository & database.With the news of FTP getting obsoleted in IFS Cloud 24R1, we decided to implement File Storage for this customer. We have below two questions regarding this situation,We assumed FTP will be fully obsoleted by 24R1 but I can see FTP as an option in this customer’s new 24R1 system. Was this plan to obsolete got changed or postponed to later versions?If FTP is indeed obsoleted and this customer needs to move their documents in FTP to FSS, what would be better/efficient way IFS can suggest? They already went through the FSMig tool’s documentation and have some concerns on the efficiency and support for that tool for FTP. Do we have another tested method in which this customer can benefit from? There is around 5TB

We are encountering the error "Internal error. Invalid server response, expected JSON" when attempting to check-in documents larger than 300 MB in Documents Revision. We are currently using IFS Cloud 23R1 SU14.  

What does the “WEB_SITE_ADDRESS” parameter in the Document Default Values in IFS Document Management mean? Does someone know what it does?  The explanation in the IFS Online Documentation about that, is not clear to me.  Thank you and Best Regards,Thushitha

Is there a way to restrict the drop down so that the only document class that can be selected is the document class with xxxIT? This would be only for our 457IT site and not the other sites.  

HI, we at yinson have a replicated environment and are in the process of upgrading to IFS CLOUD. we are going for remote deployment setup. we have many folder structures defined for different classes in  docman and we do the replication between sites using third party application (Resillio), we have a few concerns.will there be any issue in creating the folder structures in IFS Cloud File Storage setup? Is there a issue if we use third party applications to access files in IFS Cloud File Storage? adobe, ms word, etc Any other limitations regarding remote deployment? like are the files/file names encrypted during storage in IFS Cloud File StorageThank you

Hi ExpertsOne of my customers wants to upload their documents (Drawings) to the Cloud Storage and they want to keep the folder structure as it is.1) Is there way that we could keep the structure in Cloud Storage? 2) Would it be still visible in Cloud Document Folder Navigator after transferring to Storage?3) Who’s responsible for creating folders & repositories in Cloud Storage if it’s IFS Cloud manage?Thanks in advance. Kushan  

I am looking for a better explanation of the settings for ‘Editable’ in Object Connection Transformations than what is provided in the F1 Help for Service Name = DocReferenceObject. Some examples would be beneficial also.Scenario: I have a Source LU ‘A’ and a Target LU ‘B’. I connect a document revision to source LU ‘A’.For each of the three possible values for ‘Editable’ (Source, Target, None):What am I able to do with documents at the Source, i.e., connect additional documents, detach documents, etc., and what effect does this have at the Target? What am I not able to do with documents at the Source? What am I able to do with documents at the Target, and what effect does this have at the Source? What am I not able to do with documents at the Target?My reason for asking this is the documentation provided on this attribute is provided below, with my additions entered in parentheses.None - This indicates that the inherited object connection is read only and no new connections can be mad

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: 

Hi Docman experts,I am working with a customer who wants to migrate documents from SharePoint to IFS Cloud.Could anyone advise on the best way to do this? I found a few posts mentioning the CreateAndImportDocument API, but I would appreciate any guidance or best practices from those who have done this before.Also, what is the recommended approach for creating the object connections? Should these be handled separately through another script, or is there a better method?Any help or suggestions would be greatly appreciated.Thanks,Chamath

Hi All,I couldn’t find any documentation explaining this great new addition with 23R2. There are a couple of slides in “IFS Cloud 23R2 - Whats New in Asset Management,” which I have added below.But that doesn’t explain the process flow or the integration.I found two community posts that also only provide very little info.IFS integration for Document Signing | IFS CommunityIFS Cloud 23R2 - new component IFSAPP Docman ESign | IFS CommunityCan someone provide some tips or direct me to the relevant documentation link to make this E-Sign functionality work?Thank you.

In Doucument Revision we have added a custom field for ‘Contract Date’. This date field works a little different than standard field ‘Letter Date’ - the date has to be set, which requiers an additional click:Any ideas on how to avoid this extra ‘Set’, so the field works the same way as ‘Letter Date’: 

We have a lot of outlook messages daily to upload into IFS Cloud but we’ve been facing problem in some cases. If the recipient is unknown then outlook presents the name with single apostrophe(see picture).With this we can’t import message to to IFS Cloud using IFS Document Management addon.Error appears because Title in Document Management leaves empty.  

When you need to enable the Aurena Agent for another environment, you don't have to install it again (you can, of course, but it's not necessary). Instead, just find it under Apps & features in Windows, and click Modify:This will start the installation program and the rest of the process is the same.

Hello, Where can I find a procedure on copying a product structure from one part to another part in IFS Cloud?

Please guide me through to get rid of following error and to succeed with the deletion of this record.Thanks/