Document Management (DocMan)

I am getting the following error when trying to check-in a new revision.  We updated all our SOP’s to a new format.  The old file type was DOCX. We are now at a .DOC filetype.  I get the error below.  If I change it to the DOCX file type, it works.  Why is this and is there a workaround??? 

Currently in Apps 9 we have turned off the ability to add documents to purchase order lines - all attachments should be kept at the header level for ease of finding them.  I cannot seem to find the ability to do this in IFS Cloud - does anyone have any idea how this is done?

Hi. For the go live, my client has to migrate more than 2000 files to IFS. The files are in a folder shared. Is there a tool in IFS to migrate all at once?  Is there anything like a migration tool?I’ll only find the screen Upload Document, but it is no effective to the first time due the number or documents. Any idea?Thank you in adavance. Sergio

How can we set up a system to restrict visibility and accessibility of documents created on expense sheets, ensuring that only the user and their manager can access attachments?We have a flat position structure, and the manager setup is configured through the manager access role in the graphical organization structure. Is there a way to implement this restriction while maintaining our current setup?Additionally, could you clarify the functionality of “Restricted Access” toggle on the document revision screen?

Hello, I am trying to setup a Object Connection Transformation that will allow user to view all documents associated with Case Tasks on the parent Case. I’ve gotten the reverse situation to work (view the Case documents on a Case Task). See screenshots attached. Is this a situation where you need to define a custom transformation function? Is that something that you have to do in the build place or can it be accomplished through the IFS cloud itself? I have a Case with 1 document attached and a Case Task with one document attached. At the case level, I would expected to see 2 attachments, but am seeing one with the current configuration.

Hi All I am receiving the error - The Destination object already has approval steps’ when trying to create a new revision of a document which is connected to a document folder.   The new revision does create, however, the file and access rights do not copy over and also the object connection is also removed.I can see no approvals that are ‘in progress’ or that should affect this.  Can anyone offer any guidance on this please?We are in IFS10 UP24

According to the below post,Deprecation of the FTP and Shared repository types in Docman in 24R1 - a heads-up | IFS Community“We are considering deprecating the Database repository option as well at some point, but that has not been decided yet”IFS is planning to remove Database type repositories from Document Management in future. Can we please get a comment on whether this is confirmed? If so, from which IFS cloud release onwards?  ​@Mathias Dahl 

Hello,I’m having trouble with the IFS Document Management Add-in for MS Office.  If I go from an email the system opens the Create Document from Microsoft Office dialog and list the correct file name but the system will not enable the finish button.If I try from word, the system flashes up a quick dialog that says it Launching IFS Arena, then nothing.I’ve tried on 3 URLs and no luck.  I get the Create Document from Microsoft Office to show up for the .msg type file from Outlook but no Finish button.  And for word document, nothing except a quick flash of a dialog.Can anyone give me any clues?

We have an approval routing tied to the Service Contract.  From the Approvals tab, select Object Details and receiver error that “Object Details for Multiple LUs is not allowed.”I see only one LU, ScServiceContract.  Do you think it is a bug? Thanks Patrick

Does anyone face problem when activating attachment pane on IEE? With newest IFS10 updates(UPD22, UPD24) or maybe with more data in database getting info for attachment pane takes nearly 10 seconds.Our investigation provides to Doc_Reference_Object_API.Get_Obj_Conn_Client_Hit_Count and its cursor get_oct_excluded_count. Time to time oracle CBO changes execution plan and it cause an issue. As it is very often runing query it affects overall performance. Amount of rows for two customers with this issueselect count(1) From ifsapp.DOCUMENT_ISSUE_ACCESS_TAB; -- cust1: 125324 rows, cust2: 834 165 rowsselect count(1) from ifsapp.DOC_ISSUE_TAB; -- cust1: 38338 rows, cust2: 116 548 rows I know about “Slow Network simulate” option but this is only workaround.I found post where someone mentioned “product development team is currently working on a fix to optimize this” but seems nothing changed 

Hi, I have a problem with the visibility of attachments at the Part Revision. Object Connection Transformations is correct I compared with another database.The system shows the number of attachments but does not display them. Document for technical drawing level and adding revision is available.Regards

I get the following error when I create an invoice from an Application for Payments (AFP).  Notes:I have a Person connected to my user. I do not see any report rules connected to this (as per what I have noticed). How to get this solved ?Thank you !

Hello, my company has been using a shared repository for docman since they went live on IFS.  I am in the process of transferring the doc repositories to database storage to prepare for the Cloud upgrade. The business would like to block users from creating new docs in certain doc classes.  They would still like the ability to view them. I tried removing Admin and Edit access from the access group in this doc class TEST but a user who is not a docman administrator was still able to create a new doc, I think because by default the doc creator is an admin. Is there a way to block new doc creation by class? or do we have to use custom events to do that?Mary

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_administration/210_cloud_file_storage/?_gl=1*xiu7ee*_ga*MTQzMjU3OTk4NC4xNzIwNzc1NDE3*_ga_H7YJR9R7Q1*MTcyMjM1MTUxMS45LjEuMTcyMjM1MjM0Ny41Ny4wLjA.#cloud_deployment) 

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