Distribution of documents within IFS cloud

Hi Blake,

Thanks for asking here. 

I think I can read from how you describe things that IFS Document Management is relatively new to you 🙃 so I have to ask what you mean by "distributive"?

Are you referring to what we call "document distribution" feature in Docman? If yes, did you have time to review our documentation on the topic? If no, can you elaborate in more detail on what you want to achieve, perhaps even describe the use case in a step by step manner?

Then we can assist you better.

Thanks!

Yes i am referring to the document distribution page in ifs. When I set up a distribution and hit send immediately or schedule it does not send anything. 

I have tried with a person group as well as just sending individuals. Neither works I can get it to send an email if i go to the exact place where the document is attached and click send via email using the Arena Agent. 

With the method above you have to manually enter emails of people that are already in the system. We would like to use the method of distributing via document distribution. We can't seem to see what the problem is.

How did you conclude nothing is sent? That is, what did you expect to happen exactly?

I have a slight suspicion that you expect something from this feature that it doesn't provide.

Also, have you read up on the documentation?

I have read the documentation on document distribution i expected it to email me the document i put in the distribution

The document distribution functionality will not send emails by itself, as I remember it. Instead, I think an event is fired and if you want something to happen other than the document being distributed internally in the system (there should be a screen for that, maybe even a lobby element), you need to create an even action connected to the event. In the event action you can decide if an email should be sent or if you want to send a message some other way.

I think we have included some example event actions for document distribution that you can import and adjust to your needs. 

Thank you for that information i have figured out what the event is and how to distribute it and link the email to take you to the lobby for documents sent to you.

In the attachments section of the event, it has 3 options 

From File

From Event

From new

If I want it to basically send me the document in the app to my email how would I set this up?

You cannot send the file connected to the document, only information about it. That can either just be a simple information message ("Document 123, rev A1 has now been released") and then the recipient has to go and find it in the application. You can also include a link to whatever page you think the recipient should be taken to, in the e-mail.

The document distribution functionality is much of an "internal" document distribution mechanism in that sense, even if we can register external parties (persons) as recipients. If you do that you need to take care of the actual distribution manually, unless they can log in to the system, or possibly make some clever use of event actions of type Execute Online SQL, using the e-mail sending method from Command_SYS to send the file. I don't have a recipe ready for this, but you might find examples of how to send documents by e-mail automatically using Command_SYS here on IFS Community.

For actually sending the file, we have the Send Document by E-mail command in Document Revision.
 

For the benefit of others, here is how an event action for sending e-mails about distributed documents can look in IFS Cloud. All the values come from the event itself but you can add additional information as well, especially in the message body.

Some documentation about the document distribution functionality:

https://docs.ifs.com/ifsclouddocs/24r1/SearchForAndUseDocument/AboutDocumentDistribution.htm?StandAlone=true
 

Is there any way in ifs by default to send documents via email while being disconnected from the system entirely??  

Can you elaborate? I probably misunderstand but, to me, if you are disconnected, how can the system send an e-mail? 🤔 

I suspect the answer is no, regardless...