Document Management (DocMan)

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?

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/ downloaded in B2B portal perfectly.I wonder whether, there is a customized extension is available in this environment. Because we cannot test in our environment since Archiving Active (VAP-DMS Data tab) is not available.Any idea on how to fix this issue is highly appreciated. Thank You 😊

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  @Tomas Ruderfelt @Mathias Dahl 

How to Add single Signature (control step) on every pages in Document Management.   Thanks & Regads,ZuhaibIFS Consultanthttps://www.linkedin.com/feed/

I am working with a customer that would like to change the document object connections for documents connected to an activity on a project to an activity on a different project? Thanks!

Is there any restriction/limitation on the Supplier for Purchase Part window to add new documents?Trying to get the “New” button enabled, can use some helpful pointers. Followed the steps mentioned in the Enable attachments in IEE windows | IFS Community Granted the user with Document Administration permission sets. Users can attach new documents in other IFS screens, not in the Supplier for Purchase part. This brings the question, is there any special setup needed or any limitation (APP10 UPD16)

Hi All, Is it possible to call a get function in VBScript or something similar? Because I want to get a value which is getting calculated from a method/function and use it in a VBScript block.Is there any way to achieve it?Thank you in advance for any insight on this.