Document Management (DocMan)

Highly appreciate any advice/guidance  on below query Due to high number of  documents and media files (many Service Requests and Surveys  connected), Customer is looking for a solution to archive documents/media files older than certain number of days.After moving into Azure File Storage ,  Is there any way to transfer files from Azure File Storage to an External Storage?If yes, what is the IFS recommended approach   ? Also is there any storage limit or any archiving capabilities within the Azure File Storage?    Customer is IFS Hosted and using 23R2.Thank you!

Can someone in R&D  maybe help me with a description of how document file storage using Azure outside the Cloud database will work. Some customers want to run Documents Management in IFS Cloud, but not with the cost of adding it to the database. Are there any limitations in having a file storage outside the Cloud?

Hello Everyone,I'm currently working with the Document Management module and need guidance on two specific tasks:How to implement folder-wise access restriction in IFS to ensure only specific users or groups can access certain folders. on folders.How to set up document search functionality based on metadata/attributes to streamline finding specific documents.Any insights, step-by-step guides, or best practices would be greatly appreciated!Thank you!

Hi,some customers use URL files in document management to save links to documents in their internal environment.With our web based B2B solutions, business partners cannot access the documents as they point to links that are not reachable from outside the customers network. We are interested if anyone else uses URL files in IFS DMS to point to internal locations. How do you make these files accessible for business partners in IFS B2B portals?BR

Hello, Is it possible to display number of attachments instad of default icon without clicking on it?  

One user is unable to view approval process tab  on the attachment of activity  scope and schedule screen .The user doesn't have the approval process  tab enabled as follows. The user account of this user is having similar permission as another user(sferri) who can see the approval process tab.What can be causing this issue . Need your kind out put on this matter.Thanks Udanee 

Hi,Recently we had a customer where  documents in the document_ticket_temp path are getting piled up drastically. These files are not with the usual file naming format. But formed with different characters. Ex:9fa28a97-0248-4d49-8c1a-d91d04a38cc2 with type “File”. These files are not getting deleted, but daily hundreds of these types of files are accumulating.  Unfortunately, still we were not able to find from where these files are coming.  We checked ‘Application Messages’ at the same time that the documents are getting generated inside the Temp path. Then checked whether any integrations are dealing with this. No clue for this was found.  Took an IFS_HOME dump to see whether we would get any help.Has any of you experienced  these types of issues, where “9fa28a97-0248-4d49-8c1a-d91d04a38cc2” randomly named files are getting generated but not getting deleted inside the document_ticket_temp_path? Is there any way that we could analyze the IFS_HOME (IFS_dump) of the customer to recogniz

Creating document macros can be easy or hard. There is however one thing that is common to most of them: we need to get hold of the path and file name of the file that was downloaded due to the file operation the user executed, be it View Document, Edit Document, Print Document or other.Below I'm sharing a small utility macro block that you can use as a base when writing macros of your own, plus a simple and generic macro block that will open whatever file that was downloaded. The code is written with Aurena/IFS Cloud in mind but should work in IEE as well.Firstly, here is the utility macro. Save the macro code connected to macro block called UTILS (or whatever, the name does not matter):' Some utility functionsPublic Function GetAttr (name) On Error Resume Next Err.Clear Dim value Dim obj value = ScriptValues.Item(UCase(name)).Value If Err.Number <> 0 Then MsgBox "Could not get attribute """ & UCase(Name) & _ """. It might be misspelled. Error: " &am

There is a customer requirement to add Document Revision title to the file metadata. This should be display as the Title in file explorer  

What is the difference between Approved and Released status for Document Revision?Document Revision once Approved can no longer be edited. What is the purpose / reason for then having to change the status to Released? Is there any harm / functionality misses in leaving a Document Revision in status Approved?

Hi all,We use Approval Routing for approving a NCR and have events attaching a Approval Template based when a specific NCR Type is attached.We want to make sure that noone is deleting or change the predefined Approval Template attached to the NCR.How can this be done? I have not found any solution using Permission Sets and no parameter to set either.As far as I understand it is not possible to fire an event from a RMB menu in the Attachement Panel either.Any idea anyone?Many thanks in advance!Best regardsAnna-Lena@Odfjell

Does anyone know how the parameter should be set „--cloudrealm” in the “FsMigTool”if we have a remote installation and not in the cloud? In the example from the documentation, the parameter "--cloudrealm ifscloudr2devcmb" is used and I don't know if this applies to every type of installation.

 The migration starts, but at the very end the above message appears in log files: „Error while cleaning up the virtual. Error while getting the token end point. sun.security.validator.ValidatorException: PKIX path building failed: sun.security.provider.certpath.SunCertPathBuilderException: unable to find valid certification path to requested target” and the whole thing ends with an error. What could be the reason for this? Where to look for the error? 

Hello,I’m wondering if its possible in Aurena to give a user the ability to delete/detach a document from a single IFS screen (ex. Sales Contracts)?  When trying to set this up it appears that they either have access to do it on all forms or none of them. 

Hi Community, Is there a risk to delete some standard non use class document like : Regards, Christophe

I have pdf document embedded in XML file for EDI orders.I want to create document based on embedded file and attach document to order.We are using 23R2,  must be handled through REST-API

Hello everyone Why is it not possible to change the document staus if there is an approval path created. In case there is no path we can manage the status of the document.  

Hi,One of our customers is trying to use Document Transmittal functionality and send the documents in the transmittal via E-mail. When this is tried out in IEE, it opens a new e-mail with all the documents attached, but the same is not available for Aurena. When looking for this in the community, I found the below post, and it states, this works in IFS Cloud 23R2 and above.Do anyone of you know, whether the same solution will be made available in Apps 10 Aurena? Is there any work around for this?Thank you in advance,Chamuditha

Hi All, Can anyone share their insights or suggestions on what specific permissions or projections I should request to grant users the ability to edit the Group ID during the approval process? Any help or guidance would be greatly appreciated.Note: ApprovalsHandling is already granted Thank you in advance for your assistance!  

We build to customer design, and often our customers grant approval for us to build to a modified specification while they update drawings and specifications in the background. We need the ability to document revision change reasons from our customers. When a document is revised, what would the best practice be for storing customer emails and other documentation related to the Document Revision? 

Trying to delete Document revision which is in Obsolete status, getting the following error messageThe Document Revision "1" is used by 1 rows in another object (EDM File).Normally we go to objects tab and remove the connections, in this case there is nothing to remove.Any other ideas or thoughts? 

Hi,I want to use the Link to View Document URL as a field in a report,  but when I copy, it does not include the record parameter values. When I use Send Links by Email option  and copy the URL to View Document it has the record parameter values.  Is this a known bug or is there any workaround to use? Customer is in 23R2 Thanks in Advance.

Hello,  My customer wants to migrate to IFS documents revisions, with the file linked to it, for a high volumetry of documents (not possible manually).They have documents (PDF, xlsx, docx, ...) stored in an external server.What they want is to have for each document :a Document Revision created (all in the same Document class) the file which is stored in an external repository accessible in the “File ref.” tab, so that “View document” or “Edit document” features work with it. => Is it possible to recreate this without adding manually the file to IFS, for it to be saved in the destination repository ? Like only migrating the “link” to the file in the appropriate table ?=> If possible, would a SharePoint repository compatible with IFS document management ? Thanks, Pierre 

Hi, I am having an action which takes LongText as input, inturn I have used CLOB datatype to parse the longtext value in my procedure, but when I send the string via postman it gives error as “ODP_DESERIALIZATION_ERROR”.Is there a way to parse the longtext values or BLOB values.  Thanks in advance 

We have 3 companies in same database with different logo.We want all companies to use same Template.We want the users company logo added dynamically into the document when created from the same template.How can we do this?Best RegardsAnne Sørnes