If my customer wants to archive/remove old document from document management are there any processes describing this out there? Customer wants to accomplish this:Remove documents from document management and erase the information from IFS Remove documents from document management and erase the information from IFS and at the same time export the connected documents in PDF or HTML format for archiving in external archiving system Have anyone out there done anything like this?

There are 02 standard processes available in Document Management.Remove outdated documentMove between repositoriesCombination of these 02 processes would be helpful to handle the situation.

Archiving/Removing document from Document Management

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There are 02 standard processes available in Document Management.

Remove outdated document
Move between repositories

Combination of these 02 processes would be helpful to handle the situation.

Hi,

To add to what Mayura wrote, we don't have a ready-made solution here, but those two processes could be combined in some way, when developing a solution for this customer.

As a general comment, automating the archiving should not be very hard, but creating PDF or HTML files from the original files in an automated way might be trickier since you need software to convert the files (it can be done with VBA/VBScript scripts/macros if you have Office installed, but if they want to do it on a server it might be harder, and hard to get working reliably.)

This is from the viewpoint of us in R&D. Let's hope you will get some answers from customers or other partners having tried this out.

@xeam-eran, @AndreasIsengaard , any comments?

Good luck!

/Mathias

Hey Mathias, I agree - we have experience in file conversation but no OOTB solution. As Mathias says, I think it’ll be hard to export “any” file format since some are easier and some are more complex. Also various SDKs gives various results in our tests (complex Excel sheets, CAD-drawings).

Same issue found at our customer Tarmac Aerosave, but only related to pictures. Have we considered enabling such a possibility for a limited number of file types ?

There are 02 standard processes available in Document Management.

Remove outdated document
Move between repositories

Combination of these 02 processes would be helpful to handle the situation.

Hi @Mayura Wasantha @Mathias Dahl ,

In “remove Outdated documents’ option , can we remove multiple documents at once or can we set-up a system settings to erase the documents which passes the predefined date. We have a customer requirement to erase the document from the system after 5 years time automatically.

Thanks & Best Regards,

Nipun

@gope I hope this reply finds you well.

It is possible in IFs we remove document. But few things will not allow you to delete documents.

First you will check if documents is attached in any IFS window you will disconnect/ Detach.