Document Management (DocMan)

Hi Fellow Forumites.Is there a way in Apps 10 or Cloud to send out a pdf statement that is password protected? Regards

Our current environment is IFS Application 10 Update 8.We have created an integration between IFS and Ignition using Rest API allowing Ignition to display shop orders, shop order operations and material lines in the order production needs to run them. The last step we need to accomplish is being able to retrieve the documents and images attached to the material lines.  We use document management for the PDF’s and media items for the images of the products. I have been unable to located or figure out the Rest API to allow us to download the documents or images attached to the material lines.   Can someone shed some light on the REST API’s we’d need to utilize to download the files so we can display the information within Ignition. Regards,William Klotz

Hi 😊,I’m having an Issue of not showing the atachment only for Documents lobby (even the counter is shown) in B2B Supplier portal. I wonder why this happens only for this lobby element while the rest is okay. Any idea on how to fix this issue is highly appreciated. Thank you 😊

In IFS Cloud 23R2,  I would like to control the document classes that an End User can see when they go in to Attach a New Document on the Purchase Orders screen.However, they can see all the document classes to select from, I would like them to see only the Doc Class named PUR - Purchases. The steps I have taken are  :1.Ensures that this End User does not have the Permission Set DOCMAN_ADMINISTRATOR granted2.On the Doc Class PUR on Doc Default Values, I have specified RESTRICTED_ACCESS to Y3.On the Doc Class PUR Persons and Groups Tab, I have enabled at least 1 line for a Person who is not an End User4.On the Doc Access template I have enabled a line specifying the User and set the Access to No Access and I have enabled a separate line for another User who needs access to this Doc Class. Is there any other step I am missing for what I am trying to achieve ?

Is there any functionality in Apps 10 that would allow for select documents to be set up on a review timeline? We have documents that need to be reviewed in the system every 6 months. We’re prepared to set some form of notification to trigger by date from the document listing on the Document Revision screen, but if functionality exists somewhere else without us having to create it, that would be ideal.

Is there a way to set a review date in document management?  Seems odd that functionality is not there.I read another post using custom fields and events, but hoping I am just missing something.

 I’m trying to create an object transformation between work task and business opportunity to display business op documents on the work task in IFS Cloud.Connection between BO and JtTask is defined as below.Added a custom field in JtTask to fetch the related BO No. Many thanks for your inputs on this issue.Best regards,Uvini

Hion an Authorized expense sheet, user can still add or detach attachment. Is there a parameter or a configuration to block this capability.Once an expense sheet is authorized, no data can be updated, not even attachmentsThanksDaniel

One of our customers has a requirement to achieve something as shown in the image when their documents in certain status(eg:- obsolete) are opened. I want to know if it is something possible to achieve with document macros?  

Does anyone have experience modifying the B2B portal so that the documents in the preliminary state are also displayed there?

I have been trying a few things with both project and document access. But I have come up against what I think is a conflict between project access and document access.  But here are my findings:I created a project under IFSAPP in a test environment. IFSAPP is identified as a document administrator I created another user that was not a document administrator (User 2) I did NOT add USER2 to the project access I created a couple of documents that were attached to an activity on the project as IFSAPP USER2 was NOT able to access the project at all I added USER 2 to the project access with full rights I logged in as USER2 and accessed the project successfully I could see the documents I had attached earlier BUT although I had granted the team to which USER2 belonged full access, USER2 could see that the documents existed BUT could not access them I tried as USER2 to create a document atta

Hi All,  I need to add a View Access to a Person Group to an existing Document _ ClassI did it, but unfortunately, the recently added Person Group cannot read any documents from this Document_Class that was published before this insert. Do you have any idea how to solve this issue ?  Best regards,

Hi, We are maybe going to use the “Connection Status”  to disable the “Detach” option in document management. So we are going to lock it to disable the “Detach” option.But in some case, we will need to unlock it and I don’t find how to allow an user to do it. I’m able to do a RMB click on it, but the unlock option is greyed out. I hope you can help me to find a solution.Best regards,

Hi, we are on Apps10, update 20.  I am testing event actions to send approval emails for a specific class of document and when I (or any other user) approves their line on the document revision approval tab, the approver ID and name fill in automatically-see line 1 below.  But for my colleague Ryan, he is able to approve but the approver ID and name are blank.  There is no error message. He is on the doc access template with view and edit rights.  I checked many documents and it works fine for other users who approve documents all the time.This doesn’t seem to be caused by our event action but is coming from standard IFS.  I’ve never seen this before, does anyone have an explanation? 

Hi,We have decided that we only want to attach documents and medias to Routing Head and not to Routing Operation and Routing Operation Work Guide.We cannot delete the service list entries, because at least one service must be defined.That’s why we removed the records. However, we have now noticed that after every update and bug fix installation, the two object connections are back.After a release update, we always check for the unwanted records and remove these object connections again.Recently, after the installation of a bug fix for a completely different area we didn’t check. This allowed users to attach documents to Routing Operation again.Is there another better way to prevent this?

Hi, I have question about Document Defoult per Object How to define a document class so that it’s dependent on the Case Issue? 

Hello All,Seems IFS dropped Search Domains in cloud and because of that Enterprise Application Search is also not available which I believe a major function that affects DOCMAN.Any plans from IFS to consider this in cloud? If so any roadmap when this is going to introduce for cloud?Thanks,Chamath

Has anyone experience with generation a document straight from IFS with data from the specific crew member? Next of Kin Competences Certificates (With certificate number, validity dates and possible attach the document as appendix)Just wanting to know whether it is possible to generate such things or solution directions.

I've created a file storage repository and when creating a revision of a document, there is a problem with saving the file. When I try to write, I get the error below.  The repository configuration looks like below. In addition, I changed the settings here. Should I set anything else? 

We are aware of the limitation of which if the documents are created in the repo via a report rule, if the repo type is not the database, the document will not be available. After reading all the suggested solutions, it seems that we need to transfer these documents time to time between database to a different repo.However the major problem is, in order to allow the report rule process working, we need to keep the repository as database and in generating state. In IFS document move solution, we can only transfer data from usable state repository to a generating state repository. That means if I want to take the documents out from the database, I have to set it to usable, and if my understanding is correct, during this time, the repository cannot be used to generate new documents. This essentially introduce a downtime for the application.

Does anybody have experience with the performance of the repository type ‘File Storage’ compared to ‘Database’?I would expect that it’s a little bit slower to download a file from Cloud File Storage than reading it from the database.But how big is the difference really? (Did anybody measure it? E. g. is it just about 50ms more?) Does the difference depend on the file size? (Means: Is downloading from ‘File Storage’ much slower for big files?) Does is depend on the number of files? (Means: Will ‘File Storage’ get much slower if you have millions of files?)Any practical experience is highly appreciated.

Hi,What happens to File Share when we database clone for example a PROD DB to UAT DB while all the documents are in File Share.I've understood it's a separate file share for each environment in managed cloud. That is, is it taken into account in managed cloud procedures (and what to do in on-prem in that case) or do we find ourselves in a situation where none of the files can be found in UAT as all the file pointers are pointing to PROD File Share which UAT cannot access?If so, any tips on how to get the File Share copied as well and all the pointers updated? 

HiDo we have a White paper on the Aurena Agent that we can send to the customer for a security assessment of the installation?Questions come from the customer, and I don't know much about this.Not sure if this is the right place to ask either 😊BrLinda

Hello, maybe someone can explain why appears this message <<Attribute acceptedExtensions is not writable on UploadQueue» when opening window “Create Documents” in IFS Cloud.And the function “Upload” doesn’t work.What is missed to create multiple documents in this form?Aurena Agent, Chrom Extention and Visual Studio 2010 Tools for Office Runtime (from Add-ons) are installed. Thank you beforehand:)

Cloud File Storage Migration Tool can be used to migrate media items from older releases into Cloud File Storage of IFS Cloud release.But I didn’t find an information that the tool supports archived media items in the source system.Can Cloud File Storage Migration Tool also be used to migrate archived media items even if it’S not documented?If not, what would be a practicable way to migrate archived media items in Apps10 to Cloud File Storage in R24?The volume of media items is extremely big (several TB). Therefore, it’s not an option to first migrate all media items to the Apps 10 database before running the Cloud File Storage Migration Tool.