Document Management (DocMan)

The user is intermittently unable to create Field Activities, as the system returns a negative acknowledgment along with error messages. (25R1)The issue: Occurs sometimes and only for some users Cannot be consistently reproduced Does not occur every time the action is performed Test steps to replicate the issue - Navigate to the page “Prepare work order” and select a work order Go to the bottom of the page to the Attachments section Select the DOCUMENTS tab Click the New Document button Attach the PDF and click OK

24.2.6I have configured the following for a Document Folder in Document Defaults per Object. Using the New Document command in the Attachments panel, this works as expected, pulling in the default Doc Class in the Create Document Assistant. Using the New Document command in the Documents tab of the folder, however, does not pull in the default Doc Class in the Create Document Assistant. Also missing here in the Assistant is the Attach to Object Panel in the Document Information step.

Hello, I would like to ask, how to setup few restriction to users with View access in certain Document class. I have user IC.TEST that have View Access to bellow document but he is able to do several strange actions to the document that should not be allowed.Could you please check and advice how to not allow mentioned actions bellow:Generated Access ResultsIs it possible to restrict edit, delete and unlock options for object connections in tab Objects in Document revision for users that have granted View access through certain Document Class ? If it is possible, could you please recommend me how to set up ?

Hi,I’m looking for documentation/information on how to use standard field “Responsible Department” in Document Revision:We want to enrich this field with information on which department the documents Responsible Person is working for. Can this be enriched from Organizations in My Employees Assignments?Jan Henning

Outside of using history logging or working through the documentation page, is there a way to reset the Document Default Values in Basic Data to the original settings of when the system was installed? This is the master list, not the settings in Document Class Management.

We are considering expiring a document class and, if so, would like to stop users from adding new documents into it. We are on 25R1 However, it does not appear there is a way to hide / block / expire a document class like many other basic data items.  Is there another way to accomplish this objective? How have others managed sunsetting a document class?

Previously, when creating a new document in Attachments and using drag & drop to upload a file (with Aurena Agent disabled to allow D&D functionality), the title field would populate automatically with the file title. Recently, it stopped doing that (possibly connected to the 25R2 update). Is this something we can change back?Application service update: 25.1.2Framework service update: 25.1.7IFS Cloud Web version: 25.1.7.20251211120243.0

Hello everyone, and happy 2026 :)I have a question about GED. Would it be possible for a customer to sign a document on a tablet and have that signature attached to the order in question? For example, in the service area, we could envisage an intervention followed by a signature from the customer. 

 HiWe've managed to retrieve data directly from the document view. If the document is connected to a client, I need data from that client, such as their name. Is this possible?I've attached what I'm using to capture variables within the document view, but I can't figure out how to retrieve data from another connected entity.    d1 = CStr(ScriptValues.Item("DESCRIPTION2").Value)  d2 = CStr(ScriptValues.Item("DESCRIPTION3").Value)  d3 = CStr(ScriptValues.Item("DESCRIPTION4").Value) 

Hi,I am facing an issue when moving files from Database to FTP. Currently we are using APP 09 UPD 08.  Below are the steps I’ve followed,I have two repositories: TEST_DB and TEST_FTP. The TEST_DB is of the ‘database’ repository type and is set to the usable state, while TEST_FTP is of the ‘FTP’ repository type and is set to the generating state.   I have configured the FTP details under Repository Address and User, and I have also created a document class on the FTP server with the exact name that I am going to use to move the files. First, I selected the relevant repository IDs. However, when I clicked Next, the document classes were not listed. So, I manually entered

Hello, my customer (still in Apps 10) uses FileShare as repository. Attachments are correctly stored on the file share. So far so good.But: Column FILE_DATA of EDM_FILE_STORAGE_TAB still contains the attachment too.Can anybody tell me, which cleanip job will remove attachments from EDM_FILE_STORGE_TAB if the repository is different from database?

Hi Team,I have invoice PDFs in a shared location with unique invoice IDs, and I want to connect those to already created invoice objects in IFS system. What are the easiest ways to handle bulk connection? 

25.1.2In the activity Copy Document Package, the documentation reads as:If the source document package has connected documents, you can copy those documents and add them to the new package as new document titles and revisions. If the source document has a connected electronic document file, that electronic file is copied to the new revision. The Copy Original Document button copies the following data to the new document revision:Where does the user have the option to “copy those documents and add them to the new package as new document titles and revisions”? Where is this Copy Original Document button? 

I am facing an issue in IFS Cloud 25R1 when trying to use Media Items. 1) After creating a new Media Item and saving it, I receive the below error. We see this error in both scenarios either we have the object property Repository Value set as "Database" or “File_storage”, “Restricted File type” 2) Additionally, when attempting to upload an image to the Media Item, with the object properties Repository Value set as “File_storage”, I get the following error “Failed to upload file to storage location.” We did not face this issue in 23R2 but after the upgrade we see the above issues. I would like to understand:Why I am receiving these errors during Media Item creation and image upload?What could be causing the “Restricted File type” message?How can this issue b

24.2.6Installed the Aurena Agent last week and did some work in DocMan, no issues.Logged in yesterday, User Settings shows Agent Available = No. Installed the agent again, worked in DocMan, no issues.Logged in today, User Settings shows Agent Available = No.What could be causing the need to install the agent every day?

Hey,I wanted to create a reporting rule so that when generating and downloading invoices, the [invoice_no].pdf file would be replaced. My rule looks like this:Despite this rule, the PDF files are still generate like this: 

Hi!Like the title says I am curious if it is possible to attach documents to the shipment screen. I can attach documents to AP & AR invoices, not sure why this would not be possible. I am being advised internally it is not possible, but I am wondering if they are incorrect. I am on IFS V8Thank you!   

Hi,We don’t see the obsolete documents anymore in the Document Revision screen.We are in 25R1 SU4, we used to be able to see them in 23R2.Is it a new parameter ?Thanks and Regards,Anne-Sophie

Hi All,I am trying to create a lobby link element which navigates to the Document folder navigator folder, in the expanded mode.I have tried the items suggested in the links above without any luck.While “tree” works as a substitute in the browser address bar, I cant substitute this from “page” when within the lobby element “tree” looks like it should work but it is not a live link. this link works and opens the d

We have created document macros to insert information such as document number, document title, revision number, and document status when creating documents from templates in Cloud 24R2. We have also developed macros to update these fields during document check-in and check-out, and these work correctly for both Word and Excel files.However, we would like to know if there is a way to automatically update the document status inside already checked-in Word/Excel files when the document status changes in the Cloud. Certain statuses in the DocMan workflow prevent check-out, and as a result, users who view the checked-in documents still see the old status that was in place at the time of check-in.Is there any supported mechanism or recommended approach to update the document status inside checked-in files without requiring a check-out/check-in cycle?

Hi everyone,I’m looking for some clarification regarding how to properly manage the Report Archive in IFS Cloud, and I would appreciate insights from others who have worked with this area.Specifically, I’d like to understand: How much impact the Report Archive can have on overall database size and performance over time. Whether there are any recommended retention rules or legal requirements (for example, in the context of Poland/EU) regarding how long archived reports should be stored. How the expiration_date field works within the archive – what exactly it controls, how it is normally set, and whether it can be safely updated directly at the database level. Any best practices or lessons learned from managing report archiving in production environments. If anyone could share their experience, guidelines, or potential pitfalls to avoid, it would be extremely helpf

Hi IFS Community!Is it possible to set “External Viewer Application” as default option? Currently, users have to select this option manually. BR,Filip

All, Myself as a user with all projections can see the the Edit document, as per below screen shot. When I trace the projection on clicking the Edit Document it is the DocumentRevisionHandling. Now all users with Document Management access have this FULL projection, but they can not see the Edit button. Is there another projection that is needed or is it in the access to the document? My users also has DocMan Administrator System Privileges if that makes a difference. My User View​​​​Standard Users View 

Hello Folks,I need some help to figure out if we have out of the box capability to store links against objects in IFS (e.g., POs, WOs etc.). Moreover, please note the expectation is that upon clicking these links users will be pointed to documents stored in an external share point. Ideally what we would like is when users open up the ‘Attachments’ panel in IFS (and let’s assume it is the ‘Prepare work order’ page) they will see a cue/information card (that holds an external link to the actual document stored in the external SharePoint) that will takes them to the document upon clicking it. Thanks very much! Sachitha D

Could you please help me locate the configuration that determines which document class is assigned to PDF files uploaded in the Work Order Generator.