Document Management (DocMan)

Hi,I have a requirement as below. This is IFS Application 10.Once the “Work Task” report is executed, the customer would like to save the pdf report and all the work task related attachments into the external FTP location or Database Server Location.But the thing is, all the documents should be saved in the dynamic directory. It means, based on the Order Number, the file out path will be changed and that path should be used as the new location to save the report output and the attachments. Is this possible in IFS application 10?Using customization, can we dynamically generate the out file locations and transfer the relevant files into that dynamic file location based on the Order Nos?

Hello,maybe someone could help me to understand why in IFS Cloud the user/person cannot see the document class in the list of values when creating document with “Create Document Assistant”?The user/person is defined as having Edit access for that document class in the window “Document Access Template”.When creating document in the window “Document Revision” the LOV of Document Classes are shown and allows to select that document class, but when saving appears the error message, that the user is not allowed to create document for that document class.It becomes allowed only if I assign System Privilege “DOCMAN_ADMINISTRATOR”, but I think it is not the issue to give this privilege.According to documentation, in document classes LOV should be visible all document classes that are assigned for the user/person in the window “Document Access Template”.What I missed to do for being able to create document revision for such document class?Than

I created an email notify business rule to send out a document when a status reaches a certain point. This is a custom field. I have connected the distribution list to the notification message for the wild cards and substitutions. This rule is now in production and working great.I am now trying to mirror this business and change the values of the variables for a different scenario. I have matched all those elements up to be the same, adding one extra substitute to the the distribution list. I turned on the business rule watch and all the parts of the business rule are firing as TRUE - which means the business rule should fire and do what it’s set up to do. In this case it is to send an email with an attachment to the people in the distribution list.Why would one BR work and not the other, even with the BR firing successfully?

Hello Team - Seeking your suggestions on solution approach. Business Background Aircraft Engine Manufacturer’s share their technical documents such as Engine Maintenance Manual (EMM), Engine Illustrated Parts Catalogue (EIPC) in electronic formats - Example : SGML, XML following the Aviation Technical Documentation standards such as ATA iSpec2200 and S1000D respectively.  Engine MRO’s (Service Providers) would like to make use of the electronic format for digitalizing the content by extracting the meaningful data such as Task #, Task Description, Tool Info, Material Info, Procedure (Sub-Task) info etc. to automatically establish task database, aiming to eliminating manual effort, human errors considering large volumes and aiming for paperless operations.  Note : Currently, PDF Engine manual document is uploaded using document management feature and is associated to the Engine Part’s Routing Operations. The associated PDF is then availa

In IFS cloud there are 6 standard reports provided in document management area in the core application. Out of that document transmittal Info report is used along with the document transmittal functionality and will retain it in the cloud tracks as it is known to being used by some customers. The remaining reports are listed below.Document Distribution by Document - List distribution information per document Document Distribution by Receiver - List distributed documents for a certain person Document Survey - List of documents attached to a specific object Object Survey for Document - Lists objects connected to a specific document Documents index Some of the above reports like Document distribution related ones were mostly known to be used when distribution was done in hard copies and might not be used any longer. And we have other means like setting up lobby element or exporting data into excel etc... to get the required i

Preview of pdf documents gives an blank page for some documents. In this case from function ‘Non conformance report’You need to press the left arrow, multiple times, in order to bring the document up. Downloading the document and opening it works, but requires more steps.Preview works for some documents, but not all...IFS Aurena Extension is installed, acrobat extension also installed.Does anyone has any suggestions on what might be missing or wrong with these documents?

23.1.4Post-migration of documents and document files from Apps9.I have a document revision where the Responsible Person = BSCOTT (connected to User BSCOTT). The History tab shows that an access line for BSCOTT was inserted at migration for Administrator: 1, Edit Access: 1, View Access: 1 and there is no record in the history tab that this line was ever removed. There are no records in the Access tab of the document revision page. The View Document command is not available to BSCOTT at the document revision page. Run the Generate Results in the Access tab and the only result is User IFSAPP has Admin Access as a DocMan Administrator. Connect the document revision to a Sales Part. Sales Part is not used to control access to documents. At the Sales Part, user BSCOTT can View the document file per the screenshot below.

If my customer wants to archive/remove old document from document management are there any processes describing this out there? Customer wants to accomplish this:Remove documents from document management and erase the information from IFS Remove documents from document management and erase the information from IFS and at the same time export the connected documents in PDF or HTML format for archiving in external archiving system Have anyone out there done anything like this?

Hi,Could you let me know regarding the provider used by IFS to determine the geocoding?

Hi,I have a problem with the "Create Documents" functionality.When I use a document class that has an individual counter number set, then the document format is required.If the document class has a default counter, then there is no such problem 

I am working on setting up Document Management in our company for Standard Operating Procedures.  The management part is working, but I am curious how other users are making the documents available to the basic users (operators, laborers, etc) with limited access.Are you just managing the document revisions in Doc Mgmt and the publishing out to another location (Internal company webpage)?Are you creating a custom lobby to present the documents in an “organized” manner?Just looking for ideas from other users.  Thanks in advance.

Hi All, I have requirement from customer where they would like to have such option in IFS which allows multiple users to edit the same document at same time.As far as I am aware in IFS it is not possible to access the document by other users until it is been checked back in by the user who checkout to edit the document.So, do we have any such functionality in IFS Cloud?? or Any work around solution to achieve this requirement.You help and suggestions are highly appreciated. Regards,Mithun K V

Hi, The document revision with a file status “Object in Progress” cannot view the attached documents. Is there a way to change the file status of a document revision from “object in Progress” to “Check In”? I tried to detached the errored file and re-attached the same file and it generates new document number, However the document no. with file status “object in progress” is still appearing in the document revision. Thank you in advance :)

Hi,We are in middle of upgrading from Apps 9 (IFS Hosted) to Cloud 23R1 (IFS Hosted) and exploring migrating documents from database to FSS repository in IFS Cloud.While the transfer documents process is working as expected, we have few questions on how this will impact the next Upgrade iterations.Let’s assume, we create a FSS repository IFS_FSS_IT1 for Iteration 1 and migrate all documents from Database → IFS_FSS_IT1.For the next upgrade iteration can we create another FSS repository IFS_FSS_IT2 and migrate documents again and will this overwrite/affect files in IFS_FSS_IT1?The same question can be raised for creating separate storage repositories for each of the three Use Place instances - CFG, UAT & PRD, so they have separate FSS repositories?

What is defined as “Linked Documents” in IFS?

Hello I am looking for a possible option for below concern.I have a customer who is looking to move to doc man from a third party tool.Lets say this customer has 2 companies, and both companies use the same document class. For example document class 100.Customer wants to restrict the document access based on the users in the companies. Lets say Company A users shouldn’t be able to view the documents Related to Company B users even all of them using the same document class.I know we can restrict the access based on the document class, is there any other method? Thanks,Chamath

Hi Community,One of our customer has a requirement for document sign where they need to get the quotes signed by the customer online.I am aware that in document management we have the functionality to get the approver signature on the document but here the customer doesn’t have access to IFS.So, we are thinking of integrating with document sign software like DocuSign, Adobe etc.Could anyone share their experience with this regard and suggest which document sign application will be best suited to integrate with IFS.Looking forward for the suggestions & feedbackRegards,Mithun K V

We are using IFS Cloud 23R2 SU4.When we use Repository ‘File Storage’, we have noticed that the file name uploaded to the Windows share repository appears to have been encrypted and differs from what was uploaded by the user.If we check through the application and look at the database tables, there is no mention of this file name.Previously using FTP repository in Apps 10, it would store the file with a name like 3001-2279139-1-REV00-1See below snip shows 1st record uploaded from Cloud (File Storage) vs others from Apps 10 (FTP): Do we know what is causing this and if this is a security feature that could be turned off? 

UPLOAD DOCUMENT IN DOCUMENT REVISION WINDOW ERROR IS SHOW SCREENSHOT IS ATTACHED THANKS IN ADVANCE.  

Hi all 😊,The customer has a problem with viewing/ downloading Archived attachments in APP10 Aurena B2B Portal.Create Request Order Quotation and attach a document(drag and drop).Right Click and go to Document Revision VAP-DMS Data tab and Set the Archive ID Active.Set the status to Approve and Release.The Background job is executed perfectly without errors.Navigate to B2B portal, Request Order Quotation Lobby and when attempting to view/ download the document, an error displays and the requirement is not allowed.When checked the Debug Info, the following error is shown.But when the Archiving Active is turned off for another example, the Document can be viewed/ down

Hello,Currently testing cloud and I’m able to upload documents with the same class/format from My documents - upload document. What I would like to know if there is an option to upload files with different class/formats? Thanks!

21r2, using Chrome and with Aurena Agent installed, I find that the “eye” preview icon on a document attachment opens a PDF in the browser, whereas if i go to the document and click “View” i get the standard docman download to local checkout path.What’s the reason for the difference?Is there a way to get the eye/in-browser preview elsewhere?Preview in browser: 

We are using report rule Check in to document management. This worked fine in 21R2. We recently upgraded to 23R1 and it is no longer working. Is anyone else having issues with this in 23R1 SU1?I also set up a test in demo env, where it is also not working. Please let me know if anyone else has run into this in 23R1.https://j9s7r5g-dev1.build.ifsdemoworld.com/

I was looking how I could attach picking lists printed onto a shipment. I could only think about two options Use report archive and try to find the picking listIn report archive set the validity a bit longer (they only need 10 days) Try to find the shipment based on the notes (which is not so easy) Report rule and attach a shipmentSo secondly I was thinking of using a report rule and attach a shipmentbut I cannot see an attachment screen on shipment so I was not sure how to enable this. I checked object connections but could not choose shipment as an entity? Its on this screen I would like to attach some documents 

We are receiving an unhandled security checkpoint error.  This is on attached approval processes when using an approval template. So in the example below, it is on an Inventory part.  It also happens on a Supplier for Purchase part as another example.  However, it does not happen for any of our document approvals within the document revision screen.  I did see another post that recommended going to system parameters and turning the Security checkpoint framework available off and then on again….but this did not correct our issue.