Document Management (DocMan)

Hi All, I'm currently working on an investigation related to the media files migration via the Azure FSS. I have the below doubts that are quite tedious to solve. Much appreciated if your expertise could be shared on this.    When the Transfer Media process is run, the MEDIA_OBJECT column in the MEDIA_ITEM_TAB is set to NULL as expected however the UPLOAD_PICTURE_DATA column in the JT_TASK_SURVEY_ANSWER_TAB remains as NOT NULL. Should the UPLOAD_PICTURE_DATA column also become NULL after the transfer otherwise the table will continue to grow? As can be seen below it is already consuming ~1.5TB. If the UPLOAD_PICTURE_DATA column data is removed will this have any impact on the future interface which will extract the media files from the FSS storage and move to a 3rd party solution (Amazon S3)? Can IFS provide benchmarking information on the likely duration to transfer this volume of media files from database to FSS? There could be new media files added from the MWO survey answers whilst

 We send customer invoice to E-Invoice portal through service provider.Then we get a unique number/QR code and the invoice layout is produced by service provider out side IFS.Then the service provide will send us back the Original Invoice pdf.Is there a way to check in a that document to customer invoice object in IFS ?

Hi all,Users should not have access to the document revision page, but only to the document detail page here: However, the problem is that the link here in the document attachments always refers to the document revision page. Is it possible to set/change this somewhere so that this link button goes to the document details page? Thanks, Mike

Hi All, I’m currently working on an investigation regarding a corrupted file. The customer in question is from the Oil and Gas sector, and the Replication module is enabled in their system. This particular document has been uploaded across several off-shore environments as well.In those off-shore environments, the document can be downloaded and viewed without any issues. However, when the same document is downloaded from the PROD environment and opened using Microsoft Word, the following error is encountered:- I attempted to use Microsoft Word’s "Open and Repair" recovery option, but the document still throws an irrecoverable error.After retrieving and analyzing the Base64-encoded version of the file, the investigation has been narrowed down to three possible causes: The Base64 encoding might be incorrect. The Base64 string could be incomplete or modified, leading to invalid content. The file type may be incorrect — the content may not actually be a valid .docx file. However, upon

using Cloud 24R2 and experience the following error message within eSign: Error when Sending container for signing any ideas? /Martin Lindstrand

I write to ask some questions about the IFS file previewer for attachments. The ability to use the file preview is denoted by the presence of an icon shared like an Eye.I believe, if a user has permission to view the attachment in question, then they would see the 'eye' if the attachment in question is a supported file type.Please could I ask the following, and please could I ask if the answers to the following could potentially be summarised and published as an IFS KB article since I think this information would be useful to any IFS customer.1) Can a table be provided of which file types can be viewed via the IFS file previewer?If support for previewing of a particular file type was introduced in a particular version of IFS, could a note be included stating from which version of IFS this support was introduced?If there are some notable file types which you know are NOT supported by the IFS file previewer it could be good to call those out. (I would be keen to establish that .msg and .

Hi Heroes,Just wondering is it possible to do a search for a word /expression inside the document body itself not just by document title ? Thanks Nadine

Hi,I think most Docman users on IFS Cloud or Aurena on Apps 10 have found that things becomes nicer when the Aurena Agent is installed. It enables features that makes the IFS Cloud on par with what we could to on IFS Enterprise Explorer in Apps 10 and earlier.Having said that, the Aurena Agent is not without problems. It needs to be installed, to begin with, and it's "an extra technical thing" that can break.We would like to understand for what purposes our customers decide to install the Aurena Agent.Here's a list of features that becomes possible when it's installed:Deleting local files. This is a good thing for customers that want us to remove a local file after it has been checked in (uploaded) to IFS Cloud. They don't want to have "files lying around." Directly open a downloaded file. Web browsers can open a file that was just downloaded, but it's up to the user to set that up and not something we can control from IFS Cloud. With the Aurena Agent we can make sure it always happen

Hello,We currently store our emails to customers as attachments on case contact log entries. Is there a way in a workflow or event action to open that file, read the data in that email attachment? I just need the exact date the email was sent, which if you open up a .eml file, it saves it on the 3rd line. I’m very new to document management but I thought I’d ask and see if this is possible in IFS Cloud.Thanks,Bryan

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  

In Apps 10, I have an Approval Routing set up on a Change Request.  I have events set up to notify the next Approver (via Streams Message).  I also want to set up an event to Notify the person who started the Approval Routing when a Step is Rejected.  I have a Streams Message based on the Event STEP_REJECTED_NODOC, but I cannot figure out how to add the originator of the Approval Routing on the Streams Message I can add an individuals name to the To: Field, but multiple people will be creating Change Requests.Is there a way to add some logic in the To field to get the persons name from a field on the Change Request (Example - Created By) and then when the Approval routing is rejected, it will send the stream message to them?

We have lots of old PDF files in the PDF archive screen.Whats the best way to archive these off.Is there an Archive job that will automatically do this.

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}   GETSearching for the file from the PC in a local environment.https://xxxxx.es/main/ifsapplications/projection/v1/Documen

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.

Hi AllSeeking 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

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?

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

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 IndividualSecond 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.   

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?

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

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=Aed1j9VOPDUAt 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.msiThe 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?