Document Management (DocMan)

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 attached to the activity.  USER2 could not create a document in a document class for which the user was NOT

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?We are using APPS10 UPD18. Thanks and best regards,Madeleine

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.My question is, is it possible to transfer documents out of database in generating state, to a usable state repository? As far as I can see, you can on

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:)

Requirement: We need to trigger an event to send a mail to a particular recipient with the documents attached to a Customer Order. Problem Overview: We have set up an event action using online SQL to generate and send emails with relevant attachments. The process involves fetching the appropriate attachment and sending it along with the email. However, we've encountered a challenge where, even though the attachment is successfully fetched, it's not getting attached to the email. Consequently, when we trigger the event, we receive a mail without the expected attachment. What's Been Done:Please note that we have hard-coded some of the values for testing purposes. SQL query to fetch the relevant attachment.   DECLARE keyref_ VARCHAR2(4000);or

In IFS Cloud I don't get the oppertunity to print attached documents with the Work Insturction Report.The checkbox is missing on the dialog screen. Do we miss some setting somewhere?How can we make it visible?

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?Thank you beforehand.

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 available as reference to the Shop floor Operations team

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 information quiet easily. We don't get to hear that these reports

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.Anybody ever encounter this discrepancy in access?Any idea what could have been missed in the migration?

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?