Document Management (DocMan)

One of our Customer would like to implement an interface with Docusign. Seems that we have some available API like CDocusignSignerEntity. Is this standard and if yes, do we have some use case and example ?

Hi Docman fans!This post is an experiment to see if we could keep one thread where we collect the most common questions asked about IFS Document Management (aka “Docman”).We could either add links to this entry itself, to other discussions here, or we could add each link in its own reply below. We’ll see what works best.

Hi,we have one page word files. When we approve this document, we are taking a mistake “something went wrong in the call the application server when trying to get the file size” how can I fix it ?    

We’re in Apps 10 and currently our doc management system automatically downloads a copy of a file to the user’s machine as soon as it’s opened for viewing. Where does the setting live to turn that functionality off?

I was looking to move our default storage repositoryfrom Database → File storagein an IFS cloud hosted environment  this to save space in our database. Is there a clear overview of what the GAP is between the two repository types? Report rules only work in database?  Can you just move files after a certain period (eg. 1 month) from database → FSS storage? So basically why would one use the database storage repository type and what are the implications of migrating from one repository type to another? Thanks!@Mathias Dahl  (so this storage type: https://docs.ifs.com/techdocs/23r1/030_a

HiPlease let us know if anyone configured IFS for saving documents in Amazon S3? Is it only possible through an API integration or any other options available?One more query if we use FTP and local server, will the Global search will fetch details within a file?Its working for files saved in Database.Thank you!

Hi,We are currently migrating from IFSv8 (on site) to 24R1 in an onsite Remote (Amazon).All documents are stored in the Oracle Database. The annual growth is huge and want to be able to store in modern storage like S3.Has anyone have expérience with migration / clean up of old Documents ?Best regards  

Hello,Surely, I must be missing something.  I have a document(s) attached to Project Definition but I cannot view the document from the attachments pane.  The eyeball isn’t there.  I don’t have a problem using view document from the document revision itself.  Any ideas what would cause this?  Patrick

I have attached a new document to a project and went to edit it and the system responded that I either need to have a template for my DocClass or check-in a filed.  I think I remember that the system used to prompt for the type of file to be created, e.g. Work, Excel.  Am I missing something?  Perhaps things have changed?Thank youPatrick

Version 24.1.6 as illustrated above one field service technician creates documents with file type JPG and another one with file type HEIC.The HEIC files must be downloaded before they can be viewed in IFS Cloud.Any planned improvements for this file type in future releases?

Hello all,My client has a customer portal where their clients can view various documents (e.g., purchase orders). Would it be possible for them to click on a link to access these documents directly in IFS, without needing to log in? To clarify, is there a way to provide "public" visibility to certain documents—accessible via a link—without requiring the user to have an IFS account?Or Would it be possible to easily provide access to the IFS Document Management System (DMS) from external applications?Thanks for your answer ! Wishing you a great day !

Hi, Is it possible to add more information to these documentcards? For example, status of the document. document class, alternate document number and so on. /Linda

When adding documents to the Audit page from a secured/shared folder on the network with Aurena Agent installed we are receiving an error that it is an illegal path.   When uninstalling the Aurena Agent we are able to use the secured network path.   Unfortunately, we need to have the Aurena Agent installled to use other functions during the Audit process.   Is a secured folder a limitation for Aurena Agent?

Hello all,My customers use a lot of sharepoint for photos of items, invoices, etc... They would like to be able to add a URL link to these various objects.Is it possible to insert a URL link on an object (without having to create a URL file)? Wishing you a great day

Hello,maybe someone knows which projection in permission sets is responsible for the possibility to see what documents are connected to the business object?We need to create a user role which will be able only to view information in the system and cannot change anything. When making DOCMAN projections as read-only, then system doesn’t provide what documents are attached to the certain business object.I see the number of attached documents, but not the information of those attachments.Please help to understand what setup should be to see attachments.:)Thanks beforehand

Hi All,Do we have a method to add documents from any screen to a document locator structure in IFS?Although, apart from document structure navigator, do we have overview screen similar to document locator? Thanks & Best Regards,Nipun

Hello all, How is the media directory/repertory managed in IFS? Specifically, how should media storage be handled, given that I haven't seen a document class assigned to the media category or a specific directory for it? Wishing you a great day

PDF Documents uploaded in Aurena are not visible in B2B screen for suppiler( suppiler is defined in the B2B supplier screen).Is there any thing need to be done from permission set? Aurena Screen: B2B screen: 

Is it possible to link a document to two objects via the report rules when creating it (e.g. a delivery note to both the delivery note object and the associated sales order? Currently I only see the option of having to create the report again each time. But then I have two documents, each of which is linked to an object. Thank you for your help. 

Hello,maybe someone could help us to find out the reason of one strange problem.In IFS9 form “Document Revision” the fields “Created By” and “Modified By” are filled automatically and cannot be modified manually. They always fill in with the ID of the User, who created or modified Document Revision record.  But when the Search is executed for those fields, system returns the value of the Person ID, but not the User ID:I am selecting User ID: IFSAPP:System returns Person ID: KONVERSIJA:and the search doesn’t find a

Hello,I am trying to delete an attachment from a document revision via workflow, but I am getting this error:  Unfortunately the general error message is not really helpful. When I run the same in postman everything works fine. Basically it is the same REST-Call the Aurena Client uses when an attachemnt is deleted from the document revision. Any ideas why id does not work via workflow?

Hi All, While a technician is trying to upload a document through the app he is not able to do the same and getting this error. Need your guidance regarding this. Regards,Mani

Hi all,This is to see if anyone else encounters this scenario and if they have a solution for IFS Cloud.We currently have technical drawings that are sent to us as PDFs and we store them within IFS Doc Man.When the file is being viewed, we would ideally like IFS to watermark these files with the document attributes (e.g. doc number, sheet number, revision number etc.)  Any ideas?Thanks,Zac

I am curious if IFS has any demos or documentation that could be sent to me that covers the basic purpose and function of the Document Management module in Cloud. If not, does IFS record their webinars? If so, can they be sent out to customers? Specifically I'd like to be able to view the IFS Apps 10 - IFS Document Management Overview & Demo from July 9, 2020, as I'm sure it would still be largely applicable for Cloud.

We are having issued with Microsoft New Outlook - when there is more than one attachment in an email and the user want to save them, the new Outlook automatically Zips the file when they save attachments.  When a user then adds one of these attachments e.g. in PDF format to IFS, it cannot be viewed.     Is anyone else having this type of issue?