Document Management (DocMan)

Community, We are trying to detach document from Engineering Part Revision window, but system prompts error, see below, any idea how to fix this? 

Hi,We have setup docman  in a new cloud environment and customer migrated all of his documents over to new drive as well. After the new setup, customer can attach new documents and can review old documents without any issue.Questions When we check the File Storage, all documents are going in one folder ‘DocMan’ in the folder newly created and customer wants to save documents in different folders like below. Any documentation on how we can do a setup using File Storage repository type that fulfills customer requirements?     2. When examining the document names within the folder, they appear in an unreadable format. How can we store them in a manner that is readable and easily understood? Many thanks for your inputs on this issue.Best regards,Uvini

Hi All,Is there a mechanism in IFS Doc Man to convert word document to PDF? i.e. when its get the final approval Cheers..

Hello,I’m searching for the API that download the document from the database.Do you know which one is ?Thanks.

Hi all,I am reaching out regarding the matter of attachment clamps not being visible in certain order lines within the B2B supplier Portal. Despite diligently following all prescribed steps, the issue persists within the customer development environment. Any assistance or support you could provide in resolving this matter would be immensely appreciated.The customer had recently updated to UPD 20, in which it worked correctly in previous update (UPD12)Document clamp sign is visible only in “Open Orders”, it is not visible in most lobby elements like "Open Order Lines", "Order Lines to Confirm" etc. in B2B portal. Work Notes/ findings in customer DEV Environment:1. The document must be released.2. The user must have at least view access.3. Referred permission sets should be granted.4. Navigated to Aurena Projections and Lobby Pages and confirmed DOCBB component is available with the granted projection DocumentHomeB2b. The issue was still there. Hence created,1. A new Permission Set "AUMA

When ManageCapa is disabled for a user, he selects attachments > corrective and preventive actions > receives the error below:Is there a possible way to hide corrective and preventive actions from attachment tab, using permission sets or any other method?

Dear Team.I’m facing an issue where I’m not able to view the attachments on purchase order lines from B2B client.>I have given user below projections :1.CreateB2bOrderQuotation2.DisplayB2bQuotations3.DisplayB2bVmi4.ReportB2bCustConsigmnt5.ConfirmB2bPurchaseOrder6.ConfirmB2bSuppConsigmnt7.PlannedB2bPurchase>Environment has DOCBB installed.>B2B document class is used.>Header attachments are working well from both ways ( IEE and B2B)Any lead would be appreciated.

Hello Team,I am looking into this Document Transmittals solution and its interesting.I have a doubt on how these documents are send or receive. In here documents can be sent as a hardcopy, by e-mail or shared on an FTP server.Does that mean if we use Email, then we can send the documents through application messages? Or is this function just for the reference purpose? I searched thorough community as well and mixed messages were there.  Thanks,Chamath

Good day,Does IFS have Records Management capability in respect of retention and disposition? 

Any advice on following question from one of my customers?One of our IFS Cloud customer (Current Version 22R2) learnt that they can store documents in the database or outside of the database. Currently they store documents in the database. They are looking for a detailed information to understand consequences of these two options. I would like to know if we have any documentation that I can share with the customer.@Mathias Dahl : any advice from your side would of course also be very welcome 😀Thank you in advance 

Hello, I look forward to delete in batch some old document revisions.I expect to do this by planning a Migration Job that would execute some APIs at a given frequence (1/week). To do this, I need to use the proper API to delete the file from IFS and remove it from the DB.As I have no possibility to view if the file is deleted from the DB or if it’s only the information on Document Revision “File ref” tab that is suppressed, I’d like to know what is the API to use.The information I have is : Delete document file :  EDM_FILE_API.Delete_File_ Delete document revision : DOC_ISSUE_API.Remove__==> Are these the right APIs to use ?NB : There is of course some other tables to deal with (e.g. object connexions), but it’s not the main purpose of this post.

In App9 we could search for a set of SalesParts and then attach one Existing Document to all selected/found objects in one operation. We use it to attach the same document to several SalesPartsThis functionality was changed in Cloud and is deeply missing. We have e.g. 20 sales parts that shall be connected to the same document – and this not done by one/or to click.Today (cloud 23R1 SU6) we do following steps to attach one ExistingDocument to several SalesParts:Find all SalesParts that shall be connected to an existing document (1) (in Sales Parts window) Click on «Stample/Attachmens» «Attach existing» In the side panel you can select an existing document – by default you can search by TITLE (and not a Doc_no!)Step 2-4 must be done for each SalesPart, one by one(!) Do anybody know how to do it more efficient?It could help if we could write doc_no in «Attcha Existing Document» drop down list, instead of seraching by titles or use «search panel» for each time we attach the same document.

Any advice on following question:Company currently stores documents in the database (App9 managed cloud). Due to the number and type of documents (many work order connected photo’s) the database has grown to 4 TB! Without the documents DB size is < 1 TB.  Because of an upgrade to IFS Cloud we need to shrink the database before migrating and question is: how can we off load the current documents?(With IFS Cloud we will use Azure File Storage, or any other storage ouside the IFS database)@Mathias Dahl: any advice from your side would of course also be very welcome 😀

can we receive a booklet with all the error message in IFS Cloud, for all the domain and their recommended resolutions 

We are trying to create a Report Rule for Shop Order Pick Lists, Report ID SHOP_ORD_CONSOL_PICK_LIST_REP which should connect created document revision to the shop order. On the action “Check in to Document Management”, unfortunately there is no LU ShopOrder available from the list of ConnectedLU.Is there a way to solve this, i..e. to extend the list of connected LU’s ?   

Go to the Engineering >Routing > press the command button Copy Routing Revision function in Aurena / IEE and that have attachments in the routings operations attachments are not copied to the newly created Routing operation.Based on the initial technical investigation , it was observed that when we click the Copy Routing revision button, the application calls to routing_operation_list_API.copy_routings . This function has a parameter called, copy_attach_documents . If this parameter received "1" as the value ,the document should copy. Accordingly, from the application level the specific values passes but from the database level this is not happening.

We use the document default SET_APPROVED_SEC_CHKPT, which in Apps9 requires the user to enter a password to finally approve a document revision. We have the same setting in IFSCloud but it does not seem to activate. It is still documented as a feature in the documentation here IFS Cloud Documentation.Does anyone else use it in IFSCloud and is there any reason it doesn’t activate?

@Mathias Dahl  Do you know if there’s any control via Document Default Values to have the File option unchecked by default when we create a new Document revision?The reason for this is that we implemented a CRIM to notify users when a certain document is about to expire. They would need to then create a new document revision and check-in the new PDF. So, we never will need to copy the old file in the new document revision. I see that this FileInfo parameter comes back as True in the API, but I couldn’t find any Document Default Value to control this.  

I am working with a customer that prefer to force the user the enter the Document Title when attaching a document to an IFS object, rather than have it default to the original file name.  They are looking to define a file naming convention on their documents and can’t always ensure the original file will follow it.  They primarily will be using “New” command in Document Attachments, then either dragging and dropping or navigating to the desired file.  Ideal state would be after selecting the desired document, the Title would remain blank, and user would have to type a Title.  I have looked around and don’t see any way to achieve this.The best approach I can suggest is when creating a new Document, in the dialogue box enter the Document Title first, then drag/drop or browse to the desired file.  Write work instruction and train users to do it this way.  The manually entered title will be retained if user follows this process.

Dear IFS Team,If anyone has documentation or a link explaining how to utilize the set properties listed below in Boomi for connecting to the IFS projections, please share it. 

 o   Use of external Document Store locations vs in database storage and advantages o   How to upload documents into IFS (e.g. through automated integration) is this possible ?o   How to provide external access to documents (e.g. to other applications) can it be possible?

Hello Community, I aim for users to use DocMan actively. But there are some questions and problems that I can't find the answer to. I will try to explain them to you step by step and with screenshots. If it is not clear, please write to me. I have a document as you can see in ss-01. There is a pdf file reference to it. And it's connected to a parts catalog object. In ss-02, the document class default values. For PDM-001 document class;1- All users can view this document. Let it download the linked file.2- You cannot make any changes other than viewing and downloading.3- Nobody can do the object connect detach process if it is not authorized. (Lock/Unlock) End user;It can only add it to the document class for which it is authorized and change its own document. Another question I have is:A document class can only bind to allowed objects. E.g; The PDM-001 document class can only be connect to the part catalog object. (I think it should be the default without adding db trigger) I would be

So my company is on apps 10 upd 18 and we are migrating to Cloud here very soon. I have an open ticket right now about an issue that we discovered in Aurena apps 10. We have enabled attachments on the Payment tab of the supplier. We attach various payment information about the vendor here for reference. This said, what we discovered is that once we moved our accounting department over to Aurena, that the attachments weren’t showing up. The reason for this, we’ve discovered is that the attachments pane is only showing “header” level attachments and is no longer contextual to what you’re clicked on. In my ticket, I was told that this is a “limitation of the Aurena interface” and that a work around was to go to “document object connection” to view attached documents. I was also told that this community post was “already opened” but this is a different issue. We have been using attachments on the supplier payment tab for 4 years. Is this a known issue? If so, is there another community pos

Hi,I have received a case from a customer. They have applied the IFS Cloud 22R2 LTU permission set (EMP_AND_MGR_SELF_SERVICE_LTU_22R2.xml), and they are using the Approval Process functionality in Document Management.They have enabled Approval Routing for Logical Unit “PersonnelRequisition” in the Object Connections screen so that they can see the Approval Process option in Human Capital Management/HCM Services/ Recruitment/Recruitment Requisition Details – Admin screen/Attachment Panel Image 01They want only HCM personnel to be able to add "New Approval Step" or use "Copy Approval Template". Normal users shouldn’t be able to use these buttons.However, they are not able to remove these buttons using Configuration Context (As the approval steps are coming in Attachment Panel) and since normal users are having access, there is a risk of users modifying the approval steps.Is there any method to enable access only for a limited user group for these two buttons "New Approval Step" & "Co

Dear community,I get an error message while creating a new document. Which API or Activities are affacted?