Document Management (DocMan)

Hello, I am attempting some cleanup and reorganization of our Electronic Document Management (EDM) within our IFS Apps 10 installation. Over the course of our adoption of EDM, we were not consistent with naming or creation of our repositories and this is what I would like to correct. There appears to be no way to “rename” a repository, so what I have tried is to create a “temp” repository, transfer all files into this repository, then create a repository with consistent naming and setup and transfer the documents back. This seemed to work fine (except for one “missing” document which I cannot explain), but I am unable to delete the original repository. I was able to delete the temp repository, but the original repository is “being used in two (2) rows by another object”. Any idea how these object connections can be pointed to the new repository? 

Hi Experts,We have below questions from one of the customers and any input is appreciated.1. What will be the location of DOCUMENT_TICKET_TEMP_PATH if the customer is a hosted instance.2. What is the migration strategy for documents from IFS V8 to IFS Cloud.3. DB Schema definition for all tables associated with Document ManagementThank you.

There is a customer who had already migrated documents into IFS Cloud File Storage using "Cloud File Storage Migration Tool".  After  upgrade database and import it into IFS Cloud Use Place, will the previously migrated documents be retained in File Storage?IFS Documentation (https://docs.ifs.com/techdocs/24r1/030_administration/210_cloud_file_storage/fsmigtool/#configure_the_target_environment_with_all_file_extensions) states the following steps as part of document migration process:     Overall process of migrating filesAnalyze data in the source database or Shared and FTP repository folders Decide what to migrate and not Migrate the data (what this tool does) Delete migrated data from the source database (example scripts provided) Export meta data from fss_file_tab (documented 

Hi,Is it possible  to use SharePoint as a DocMan repository in IFS Cloud (22R1) ? kind regards,Yashodha. 

Hi All,Customer is on 24R1(Managed Cloud). Requirement: Customer has a very large number of documents already existing in SharePoint and across various network share drives. As they are going to implement IFS as the new ERP system, there is a desire to ‘link’ the existing files into IFS, and associate them with the related master entity; customer, supplier, part, invoice etc. The intention is for the documents to remain in SharePoint and for the access control to be applied by SharePoint. Is this possible in IFS Cloud 24R1?If it is not possible, how complex is a MOD to achieve this?  

Hello Community,My question relates to the filename that is created when using docman functions VIEW and PRINT in IFSCloud 23R2. When printing a document using File Operations\Print Document in DOCMAN, the filename that is generated is FILENAME.DOCX, where as when using the View Document command, the filename that is generated is Copy of FILENAME.DOCX. The value that is provided in the Macro ScriptValues of COPY_OF_FILE_NAME is Copy of FILENAME.DOCX, so I dont understand why the filename doesnt follow. I have no Document Class Process Actions setup, so that is not manipulating the file name. Does anyone have any ideas? is this by design?David.Cloud 23R2

Hi.Is anyone have and can share Macros examples (for Document Management module), for IFSAPPS 10like listed below: Best regards

As we push to get user’s over to Aurena, we have discovered that when locking an attached document within the Manual Supplier Invoice screen, each time that the Document Object Connections tab is clicked, the systems takes a long time before this option becomes available. All other areas of IFS where this process takes place do not exhibit this behavior, nor do we see this in IEE.

I have searched the forums but I have not been able to find the answer to this:A lot of our documents are created outside of IFS. Before IFS Cloud (i.e. IFS Applications 10) we could create a document in IFS with no file.refs and drag and drop the file to the file refs tab.This does not work now, and there is no + button to press either as I have illustrated below.Does anyone know how to import or check in a file to an existing document from IFS Cloud? We are running 23R1 upd 10. Best regardsTrond Kvalo

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?