Document Management (DocMan)

Hi IFS Community, We are going to move documents from DB to FSS via ‘Transfer Document’ assistant. The customer is a live customer hosted in IFS Managed cloud and therefore we do not have access to File Storage. Then I have a major concern on what will happen if any technical failure happen ? Is there any chance of happening technical failure during the transfer.  I have analyze the code and here are my findings.Back ground job created for ‘EDM_FILE_API.Batch_Process’ and then execute Batch_Transfer_Handler_API.Move_From_Db_To_Fss. This create application messages to transfer each file to FSS. Then the IFS connect logic executes as below.I would like to check whether is there any chance of executing modifyLoactionName without executing actual logic for physical file transfer. The location Name in Edm_File_Tab will be changed when ‘modifyLoactionName ’ executes.  1.0 Can IFS RND consultant can check whether is there any chance of happening this ?2.0 Does any consultant among IFS communi

Hi,Below is an issue raised by a customer,“Document Revision is NOT created and attached to ProjectInvoice object when using the “.rep” layout in Report Rule.”They need documents (pdf)  that will be produced from an operational report and attached to ProjectInvoice object and would like to use Report Rule to set this up.A Report Rule was created for the original PROJECT_INVOICE_REP with some hardcoded values for testing.When testing the print job functionality for the report_id_ := ‘PROJECT_INVOICE_REP’ and layout_name_ := 'ProjectInvoiceRep.rdl', the result pdf is visible in Report Archive, the document is created and attached to the ProjectInvoice object, so the Report Rule works fine.However, Document Revision is NOT created and attached to ProjectInvoice object when using the “.rep” layout in Report Rule.The result pdf appears in the Report Archive and it looks as expected, but no document has been created by the Report Rule.Why is .rdl ok to create Document Revision and .rep is no

Hi,Is it possible transfer only a selected type of document attachments after creating an Object connection transformation record? Example - Customer needs to attach 2 types of documents to the purchase order page, Purchase order confirmation and the supplier invoice. If we create 2 document classes for above 2 categories, and then setup an object connection transformation to transfer attachments from purchase order to the manual supplier invoice page, is it possible to transfer only the supplier invoice attachments without transferring the Purchase order confirmation document? If possible, what are the configurations we need to use? Best regards,Indika

I have had a customer ask me if there was a tool that can parse out information from a variety of documents and load that information into IFS such as sales contracts, defense contracts, etc.  There is a tool called MegaParse that may fit the bill here.  Does anyone have experience with this tool?  How easy is it to use?  Problems?  COsts? Any information would be appreciated!  Thanks!

How to change/edit “Send to Colleague ID” in app9

I write to ask you if you, can explain, for what reasons - when a document is uploaded to IFS that the Original File Type may appear as N/A?I have tried viewing documents with Original File Type N/A and am unable to view them, I receive a "Restricted File Type" error when clicking View Document.My initial thinking on this would be that a user attempts to upload the document, something goes wrong in the file transfer process and as a result IFS ends up with an uploaded file that it cannot understand.Can you indicate:1) Are there any other reasons, besides an upload going wrong, that cause a document to be assigned file type N/A? If so, what are these reasons?2) Has IFS ever given consideration, if N/A file type documents are a result of uploads going wrong to presenting user with a prominent message saying something like:"Something went wrong with your upload. Users won't be able to view / download your file in it's current state"and for this message to provide users with a second chanc

I have a question. Is it possible to configure the repository of the "File storage" type in such a way that the files of attachments of different classes of documents are stored in different directories and not in one collective "Docman"?

Hello everyone,Our end user are using “Send to connect” routing rule to generate a PDF file (for invoice) and send it automatically to a sftp server. Unfortunately, sometimes for unknown reasons, some invoice don't reach our sftp server.After a bit of analyzing, we in Report Archive the document is correctly generated, but not always in print manager screen in ifs cloud.To understand why it fails, I would like 2 things im unable to find now ;Log of routing rules (failed especially, i’ve looked into application messages but not everything seems reccorded in this page) Data table relation between Report Archive → Print manager, to at least create a kind of script that allow me to warn our end user about missing PDF invoice.Best regards

Hi Everyone,I would like to submit many documents with one approval template for Client review and approval.How can I proceed, please?I am using IFS APP10Many thanks in advanceRoyIbrahim.

Hi all,I am currently with a client that are in the process of upgrading from apps10 to Cloud, 24R2.One of the questions raised was how to view changes made to minor revisions of a document, between major revisions. It seems that when I check out a document, edit it, check in, the last version is overwritten so no one can see or compare the two versions. For example, in SharePoint I can view every change to each minor or major revision of a document.How do we, or can we do his in Cloud?Thanks in advance,Darrin

24.2.6I have an approved Export License for which I have defined View Access rights for a specific user. This user has been granted Documentation Access in Export Control Authorizations. This user is not a Document Administrator nor is this user listed on the Access tab of the document revision.The released document revision (a pdf file) is Export Controlled with Access rights via Export License = YES and is attached to the Export License.This user can view the document through the Attachments panel on the Export License.BUTThis user does not have the View Document command available at the Document Revision.Could this be a bug, as the View command was visible in EE.

I suspect I may be missing something obvious but looking for help with this.Apps10. We have documents (e.g. Calibration documents) of a particular Document Class that were attached to records (Manufacturing Tools) in the past.At the time of the files being attached/uploaded the Document Class in question had incorrect access configured.This has now been fixed, so that the correct Document Groups now have access to this Document Class, however none of the existing files are not retroactively inheriting these permissions.  New files of the same Document Class that we attach now have corrected access controls, but the old ones remain unchanged in terms of access.How can we update the access permissions on existing documents of a specific Document Class to get the current correct access that is assigned to that same Document Class? Is there an additional step or script that I need to run to force this change to apply to previously attached files? Thanks,Nick

In IFS Cloud 24R2 document management, How can the visibility of a document folder in the folder navigator be conditioned based on its name or part of its name, along with the company of the logged-in user? for example with this function : User_Finance_API.Exists (substring(Record.FolderName, 1, 2) ,  #UserId#) where the document Folder Name begin with the company_Id

Hello everyone,I have a customer who is looking to implement Segtico Certificate to ensure that our auto-generated transactional emails (sent from no-reply@xxxxxx.com) are signed for authenticity using S/MIME.Could anyone point me to resources or documentation on how to integrate signing certificates into our email system? Specifically, we’re interested in best practices for setting this up with automated email workflows.Many thanks in advance!/ashley

Changing document repository About this document The purpose of this document is to give you the knowledge needed to "manually" migrate files between document repositories. It's important to first understand how Docman keeps track of the files that is stored in IFS.Data model These are the entities involved when document files are stored and retrieved.Apart from just reading the below, it is a good idea to actually look at the contents of the database tables for the entities. Just by looking at the data in EdmFile and EdmLocation, together with the data in your repostitory, should give you a good idea on how things fit together.EdmFile (edm_file_tab) This is what we call the "file reference" of document / document revision. This entity is used to store the original file name as well as the file name in the document repository. Another important attribute is the storage location.Here are the most important attributes:FileName: This is the file name used in the repository / backend. It's

Hi All,I am aware that from version 24R1 onwards, IFS Cloud (Remote Deployed) customers are limited to using only Database and File storage.I have a defence customer hosted on-premises in the UK. They have operations in both the UK and Australia, and due to legal requirements, they must store documents in external storage within their respective countries, not in the database or cloud.Is there any limitation whereby remote deployed customers are restricted to use one File storage location?If so, how can IFS address these legal requirements given that only File storage and Database options are available moving forward?Thanks,Chamath

Hi All,As mentioned in several community posts, IFS is phasing out the shared document repository type with the introduction of support for file storage across multiple locations.According to the IFS documentation, although shared repositories are being deprecated, it is still possible to enable them manually. Customers may continue to use this functionality until IFS releases full support for multiple file storage locations.I would like to inquire whether any other customers or partners have manually enabled shared repositories and are currently utilizing this setup. Any insights or shared experiences would be greatly appreciated.Thanks,Chamath

How do we determine the file size of documents that have been uploaded into Cloud?We are using the DocMan module, and the Document Revisions. But I can't see an easy way to determine the size of files uploaded.

Hello everyone,We are on IFS Cloud 24R2 (SaaS) and, during each period close, several accountants need to review the same Word/Excel file in sequence—adding comments and small adjustments without creating multiple standalone documents.Our idea is to store the original file in IFS Document Management and let each user create a new revision rather than a new document.Before we roll this out, I need to confirm what editing models are actually available:In‑place / browser editingDoes IFS Cloud provide a built‑in way to edit Word, Excel or PDF files directly in the browser (no local download), while still preserving DocMan revision control?Add‑in–assisted editingIf the answer involves the IFS Document Management Office Add‑In (or Aurena Agent), does that add‑in upload changes automatically, or is the classic check‑out → local edit → check‑in loop still required?Supported document types & prerequisitesWhich formats (DOCX, XLSX, PDF, etc.) can take advantage of any online editing features

Hello,  does anyone has a solution how to transfer documents based on the document class in IFS Cloud? From the business opportunity to the customer order and then from the business opportunity to JT task but really based on the document class itself.  Is there any solution available at the moment?  Thank you, Best RegardsPK 

Hi All, I’m getting an error when trying to create a document using a REST API. I’m passing value as ‘YES’ for CreateFileRef, but it’s giving below error.  API DocumentationCore Code/ Function POSTMAN RequestPlease share if you have any input on this. Thanks & Regards,Asanka.

24.2.6In the Document Folder Navigator, on the Documents tab there are columns for Admin, Edit, and View access. My user has the system privilege of DocMan Administrator. For the document revision shown below, I have also granted explicit Admin access to my user/person.Why do these access columns read as ‘No’ in the Documents tab of the navigator? Where are these access values coming from? 

The documentation for Document Class Process Action states:“This process configuration will override the default functionality for the three document types: original, view, and redline.”I read this as if I do not configure any process actions for a document class, then the system default functionality will preside when I view, print, checkout, etc. What are these default functionalities? What will the system do out-of-the-box?

Hello all, We are using IFS Apps 10. Has anyone experienced one user seeing an attachment as a PDF but all other users seeing it as a .msg? We suspect maybe the user opened a .msg attachment and when asked to use Adobe Acrobat Reader Always or Once, selected Always. Now she can’t open .msg attachments User who is receiving error: All other users: Any help is greatly appreciated! Thank you,Carl