IFS Cloud 24R1. Document management. Repository types Shared and File Storage.

Hi Lina,

Thanks for asking here.

We deprecated (= warned about its removal) FTP and Shared repository support in IFS Cloud 23R2. You can read about it here:

https://community.ifs.com/document-management-docman-248/deprecation-of-the-ftp-and-shared-repository-types-in-docman-in-24r1-a-heads-up-39710

It should also be mentioned in the release notes for 23R2.

As you can read above, the intention was to remove the support for FTP and Shared repositories entirely in 24R1, but it didn't turn out exactly like that. Instead we disabled the functionality by default (this is what you see now), to make sure customers are aware of the deprecation and to send a strong message that the functionality will soon be removed.

I urge you to review our release notes for IFS Cloud 24R1 for Asset Management (where IFS Document Management lies today) about the deprecation, about that we have disabled this and how to enable it again.

So, again, the functionality has not yet been removed, but it is disabled and you need to enable it.

This is a very strong signal that you should look into our other options for storing documents, primarily IFS Cloud File Storage. The latter supports something very similar to Shared repositories, even in Remote deployment (which you must be using, since Shared repositories are only supported there).

There are some threads here on IFS Community that discussed how to migrate data from one repository type to another. Here is one of them:

https://community.ifs.com/document-management-docman-248/manually-changing-the-document-repository-what-tables-are-involved-and-what-do-we-do-49543

Good luck!
 

Thank you, Mathias,

now quite clear for me.

Just want to ask one more thing. We have a need to upload client documents with files to IFS Cloud. We were usually doing it with migration jobs. Usually Repository File Type we used was Shared. Now when Shared should not be used, we created repository with type File Storage. 

Questions:

1. Where should be put original file of the document in case to check-in it automatically when document revision is created via migration job.
2. Is it a need to rename original files to Repository file names?

What was done:

1. Renamed file (to Repository file name) uploaded to the repository with the type File Storage.
2. Executed document revision migration job with METHOD30 included (for file check-in).

When I open the file for editing it was just an empty file - not that one which was uploaded to File Storage place. And I cannot to check-in it again. Such message is provided:

As I understand, system just created some empty file somewhere and it is not somehow connected with the file that was uploaded to File Storage repository.

What I did wrong?

I cannot say what you did wrong, and I don't have time to think hard enough about it. I urge you to read what has been written in the other IFS Community post I linked to earlier (second link). Apart from the tables in IFS Document Management, we need a record in the File Storage file reference table.

Instead of using data migration, how about having a look at using Test-A-Rest? (now Script-A-Rest) With it you can easily import files and selecting the right repository will be handled by the back end.

There is a link to a post about the latter from this related post:

Thank you for the answer. We will try Test-A-Rest.

Hi @Mathias Dahl Could you please direct me to a documentation where it is described how to enable the Shared repository? I had a look in the IFS cloud documentation and I could not find anything related.

BR

Hi @Mathias Dahl 

We just updated to 24R1 in our Test enviroment. Could you please direct me to a documentation where it is described how to enable the Shared repository? I had a look in the IFS cloud documentation and I could not find anything related.
I didn’t find anything in the release notes 24R1.

Thanks,

Are you confident that you want to enable that repository type? It's deprecated and we will remove support for it "soon."

If this is a test environment, why not try out the File Storage repository type, or Database for that matter?

And you should start planning on migrating so that you are prepared when we remove the support.

Last comment: I hope it's clear that Shared repositories are not supported at all in Cloud deployment?

Thanks!

We are already using it in productive enviroment on prem and since we don’t have to figure our the File Storage right now we will test 24R1 with shared repository.
Otherwise we would have to change interfaces with our pdm system and the secure WORM storage. This means a lot of work and it’s not the right time to do that at this moment. But we are well aware that it will be neccesary in the future.
I’d be very happy with a documentation to activate the shared repo in 24R1.

Thanks,

@jdual 

Private message sent.

​@Mathias Dahl 

Hi,
We are currently on IFS 23R2 (Remote Deployment) and planning to upgrade to 25R1 in October/November 2025.

We would like to postpone the transition from Shared Repositories to File Storage until IFS supports multiple SMB shares. Could you please advise how we can continue using Shared Repositories in 25R1? We were unable to find this information in the technical documentation.

Thank you in advance for your assistance.

Best regards,

Jacques de Ruiter

1. In IFS you can go to. Document Management-Basic Data-EDM Basic-Repositories

2. Help page. On this help page there is the description on how to activate it.
   
   ifsdoc/documentation/en/default.htm?searchpage=page/Repository/List