Document Management (DocMan)

I would like to setup specific Document Classes to go through a default approval by our Document Manager. We are having trouble with users not selecting a template before submitting. Does this functionality exist? If not, does anybody have an idea of how I could do a custom event to complete this?

Hi Docman Team, I decided to create a new post, as it might make it too easy for others to find the correct answers through a simple search. Tried to find answers through existing posts but couldn't find any. Here is the context of my situation: I am currently working on an IFS Cloud implementation for a defence sector customer with operations across multiple countries. The IFS Cloud environment is hosted on-premise. Due to legal requirements, the defence customer must store documents within the respective countries where their operations are located. At the moment File storage only support one location and even though the use of FTP and SHARED repository types has been disabled by default. A system administrator can enable it by changing the value of the object property FTP_SHARED_OVERRIDE in the object LU Edm Location from DISABLED to FORCE_ENABLE_DEPRECATED_FEATURE. ​@Mathias Dahl commented that the support for FTP and Shared repositories are not removed yet, and it will not remove

When trying to attach a document we are getting the following errors: Could not update BLOB. Message is: ORA-00600: internal error code, arguments: [kcbzib_lobsd_1},[],[],[],[],[],[],[],[],[],[],[] We are using IFS apps 10 EE UDP25

Hi, Just want to know whether FileStorage repositories are available with build place environments?.. When trying to test a repository it gives an error. Also, FS Migration tool fails as well. Best Regards, Methshika

Hi I would like to use DOCMAN for upload file on IFS CLOUD by use IFSSTORAGE. I not sure how to setting the parameter and apply configuration to IFS. Please suggestion how to set parameter and configuration on IFS.

I have an Event Action set up for STEP_READY_FOR_APPROVAL to send a Streams message for a Document Revision Approval. First Approval step is to an Individual Second Approval step is to a Group When I start the Approval process, the individual receives the Streams message. When he approves the Step, no one in the group on the second Approval step receives a streams message. If I change the second Approval step to an individual, they do receive the streams message. I have tested changing the first Approval to the group and started the Approval process and the streams message does not send to anyone in the Group. I have set up the Event Action exactly the same in a different client's environment and the streams notifications work. Is there some setting needed to send streams to individuals in a Group? This is for IFS App 10.

Hi All Seeking guidance here. I am setting up an approval template in the document revision and I added a user to approve the document. But this user only granted the DOCUMENT_ATTACHMENT_CLOUD permission set. Once I start the approval, this user can view the document but he cant approve the document and I get below error. I am just thinking do I need to grant any additional permission to these users who are doing document approvals? I dont think we need to grant Doc Admin permission for these approvers as I dont want approvers to see other documents and document revisions. Any suggestions please? Thanks, Chamath

The doc class is getting fetched only in the header level when using the drag and drop option to attach files. But when the user manually attaching files by browsing, the doc class gets automatically fetched in both header level and line level. When drag and drop option is used. When manual browsing option is used. Need to know the reason for this difference between two options.

Hi, Will the Copilot integrated in IFS Cloud be able to search text within the content of the documents that are stored in Document Management?

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

Hi, Is it possible to add or do change to ‘Create Document from Microsoft Office’ page and do relevant changes in document management Office Add-In as customizations? something for outlook import. for example add a new field to page and in relevant changes in Add-in for import. Best Regards, Wasana

Hi Using Postman and the API, I need to be able to upload documents to IFS Cloud. I managed to complete the entire procedure to close the document and assign the corresponding values, but I couldn't insert the physical document. How could I add a PDF to a document already created in IFS, I need to transfer it from Postman to IFSCLOUD. I've done everything but all I need is to attach the PDF file. POST: Create an Original document type. https://XXX.es/main/ifsapplications/projection/v1/DocumentRevisionHandling.svc/FileUploadPrerequisite { "DocClass": "FBC", "DocNo": "1000041", "DocSheet": "1", "DocRev": "A1", "DocType": "ORIGINAL" } Answer: { { "@odata.context": "https://xxx-xxx.es/main/ifsapplications/projection/v1/DocumentRevisionHandling.svc/$metadata#IfsApp.DocumentRevisionHandling.FileUploadPrerequisiteStructure", "DocType": "ORIGINAL", "FileNo": 1 } GET Searching for the file from the PC in a local environment. https://xxxxx.es/main/ifsapplications/projection/v1/DocumentRevisionHa

Hi, Is it possible transfer only a selected type of document attachments after creating an Object connection transformation record? Example - Customer needs to attach 2 types of documents to the purchase order page, Purchase order confirmation and the supplier invoice. If we create 2 document classes for above 2 categories, and then setup an object connection transformation to transfer attachments from purchase order to the manual supplier invoice page, is it possible to transfer only the supplier invoice attachments without transferring the Purchase order confirmation document? If possible, what are the configurations we need to use? Best regards, Indika

When user click to Document Revision or Document Revision, will get Server Error in App10 Aurena Other Pages of Doc Man can show data

we wants to import file from sharepoint to IFS, is it a way to synchronize or drag and drop function in IFS? or do we need an extra tool?

If i am setting up HR docman files and I do not want eployees or supervisors to view the documents … ONLY HR STAFF SHOULD BE ABLE TO EDIT AND VIEW DOCUMENTS.. how best can i achieve this ? I have one group for HR Staff with Edit Access rights and One for all users with No Access .. !!!

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=Aed1j9VOPDU At 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?

The Aurena Agent can be downloaded from the Add-ons page in any IFS Cloud installation, like so: In case you don't have access to any IFS Cloud environment, here is a link that allow you to download the latest/current version: https://ifsdownloads.blob.core.windows.net/addon/AurenaAgent/SetupAurenaAgent.msi The same version will work with Apps 10 Aurena.

Hello, I have several users who are part of an approval Process attached to Business Opportunities. We have just switched to Cloud and previously they were able to do their approvals with no issues. They are also able to do the approvals in our TEST environment without Issue. However in Prod they make it to the point of the pop-up that asks “Do you want to Approve the Selected step?” they click “Ok” and then get a system permission error. I have looked and compared just about everything under permissions I can and have not turned up anything different. Does anyone have any Ideas or suggestions?

I am trying to setup an object connection transformation for the following. The behaviour I am expecting is : 1.Attach a document to Object type 2.Attached document should be inherited by all the Functional Objects connected to that Object type 3.Attached document should be inherited by the Work Order/ Work Tasks created which are connected to that Functional Object The items 1 & 2 were successful but the item 3 has failed. Should this be a straightforward connection or am I doing something wrong ?

Hi, When attaching a zip file, the system sometimes creates two files: "ORIGINAL" and "VIEW" in the "FILE REFS" tab in the document revision: The parameterization looks like this: A duplicate entry is visible in the edm_file_tab table. Does anyone know why the system creates "ORIGINAL" in most, and sometimes ‘ORIGINAL’ and ‘VIEW’? Best regards

Hi together, I have a question regarding access not on a sole document, but on a document folder for defined users. So, is it possible to setup access for a user for the whole document folder instead of just setup the access for a sole document itself? Thx and regards, Markus

I have an issue that has only cropped up with a few users and can’t be solved by normal troubleshooting of Aurena Agent. Process: Prepare Work Order → Attachments → Documents → New Document Set Doc Class and Format, click Select, choose file (located on desktop folder, also tried moving it to the \Documents\IFS folder) Click Upload. The following error messages crop up: 1st error message: EdmFile.The "EDM File” has already been removed by another user.2nd error message: Something went wrong when uploading the file using the Aurena Agent. Error message: Forbidden I have tried uninstalling/reinstalling Aurena Agent, including logout/reboot. Sometimes this works for a little while, but then the issue returns. As mentioned, this is only an issue for a few users, so I don’t think it’s a case of e.g. security settings crashing with IFS operations. Has anyone else experienced this and found a solution?

Hi everyone, I want to send a PDF file attached in the "Attachments" section of the IFS 10 application to a user via email. Here are the steps I followed, but I was unsuccessful. Why am I getting this error? What alternative approach can I take? I would appreciate your help. I retrieved the BLOB data of the relevant attachment using the query: SELECT k.file_data FROM edm_file_storage I wrote a function that returns this value. CREATE OR REPLACE FUNCTION Get_Oq_File_Data( INQUIRY_NO_ IN VARCHAR2, REVISION_NO_ IN VARCHAR2 ) RETURN BLOB IS v_file_data BLOB; BEGIN SELECT t.file_data INTO v_file_data FROM Doc_Reference_Object_tab d JOIN Edm_File_Tab e ON e.doc_class = d.doc_class AND e.doc_no = d.doc_no AND e.doc_sheet = d.doc_sheet AND e.doc_rev = d.doc_rev JOIN EDM_FILE_STORAGE_TAB t ON e.doc_class = t.doc_class AND e.doc_no = t.doc_no WHERE e.doc_type = 'ORIGINAL' AND d.key_ref like %'INQUIRY_NO=' || INQUIRY_NO_ || '^REVISION_NO=' || REVISION_NO_% AND d.doc_class = 'FATURA' AND d.lu_name

What is it? The E-sign feature is available from IFS Cloud 23R2 (Cloud deployment only, Remote currently not supported). At its core it's an integration between IFS Document Management ("Docman") and Adobe Acrobat Sign. In order to send a document for signing you need to first upload it to Docman, release it, and attach it to some screen/business object. For details on the process, watch the video linked below. https://www.youtube.com/watch?v=Aed1j9VOPDU Agreements/envelopes When you send a document for signing to one or more recipients an "agreement" is created in Adobe Sign. The agreement acts like a container for the document and the list of recipients, and supports the whole flow from sending, signing and retrieving the signed document. As of 24R2, you can only send one document per agreement. An agreement in Adobe Sign is what other E-sign solutions sometimes calls "envelopes." IFS keeps track of every agreement that has been created and, to use a term that's more known and to kee